To: Management Council, VPs of Finance, and all eVA end users
From: Shared Services Center
Area: Procurement
Reason: Process Change Communication: New Automated Receiving Alert Messages
Date: September 5, 2023
Dear Colleges,
Shared Services Center (SSC) continually improves processes to increase efficiencies across Virginia’s Community Colleges (VCCS).
SSC is pleased to announce a new automated email reminder for outstanding receiving actions in eVA. This email reminder will be sent to Requisition Requestors* alerting them to Purchase Orders that have line items that may need to be received.
Our hope is that these reminder emails will help requestors complete their receiving action(s) in eVA for goods and services that have been delivered to the College/Recipient. This will help reduce invoices in the Exception Queue.
Please Note: Our intent is not to cause confusion. If goods or services have NOT been delivered or performed, please do NOT receive in eVA. Receiving in eVA should be completed within three business days after receiving the goods or service.
These reminders are set to begin on September 11, 2023 and will be sent to the Purchase Order's requisition requestor.
The emails are triggered based on the 'Delivery Date' field populated by the requestor in the requisition. When that date has passed and receiving has not been completed, this reminder email will be sent notifying the requestor that a receiving action could be needed. The email will contain a list of all the Purchase Orders meeting this condition for the requestor.
Also, please note that this is a custom bit of automation we are developing in-house. Testing, feedback, or technical issues may lead to changes in the communication content or process. If any significant changes are required, we’ll share further communications on the topic.
*While we understand that some Colleges have Central Receiving, we believe that the best approach is for the original requestor to facilitate proper receiving through their College’s unique process.
If you have any questions, please contact the SSC Customer Engagement team at 877-340-5577 or help@ssc.vccs.edu.
