Punchout Catalog Requisition Functionality Change: Training Guides

Dear Colleges,

As a follow up to the notification email that was sent on Tuesday (July 23, 2024), we want to provide more details regarding the Department of General Services (DGS) functionality upgrade to the eVA punchout catalog Requisition, that will begin tomorrow (July 26, 2024).  As stated previously, this is "hot-of-the-press" and we appreciate your understanding as we work through the change together.

To summarize, there are two changes associated with this DGS upgrade to eVA:

• CHANGE ONE: Submitting a cart ("Submit Cart") from a vendor's punchout will now populate a Shopping Cart in the eVA catalog (i.e. the end user will no longer immediately return to the eVA Requisition upon pressing the "Submit Cart" button).  End users must then submit that catalog in order to populate a requisition.
• CHANGE TWO: While your Requisition is in Draft status, you will now be able to re-enter the punchout catalog in order to add more items. 
  Please note: When re-entering the punchout catalog to add additional items, the system will initiate a new shopping cart, however the additional items will be added to the same Requisition.

To assist you with learning the new navigation steps to complete the Punchout Catalog Requisition, please use either of the following training resources:

• VCCS SSC change notes (see below)
• The attached end-to-end "Create a Punchout Catalog Requisition" slide deck.

Also please note, DGS will be publishing additional learning assets (e.g. video, quick reference guide) in the near future to assist with the adoption of this change.

Contact SSC Customer Engagement at 877-340-5577 or help@ssc.vccs.edu if you have any questions. 

Punchout Catalog Requisition Change

IMPORTANT FUNCTION CHANGES:   Extracting punchout lines to a requisition has changed.  Previously when submitting a cart from a vendor's punchout catalog the line items would populate into a Requisition.    CHANGE ONE: Submitting a cart ("Submit Cart") from a vendor's punchout will now populate a Shopping Cart in the eVA catalog (i.e. the end user will no longer immediately return to the eVA Requisition upon pressing the "Submit Cart" button).  End users must then submit that catalog in order to populate a requisition.   CHANGE TWO: While your Requisition is in Draft status, you will now be able to re-enter the punchout catalog in order to add more items. Please note: When re-entering the punchout catalog to add additional items, the system will initiate a new shopping cart, however the additional items will be added to the same Requisition.   Helpful Hints: You may only return to a catalog when the requisition is in draft status If you only need to delete lines or adjust quantities, do so in the requisition by using the trash can or pencil icon on the Requisition line item Submit punchout requisitions as soon as possible after creating them as price changes in catalogs are very frequent and prices will not update on the lines already extracted to a requisition.     CHANGE ONE STEPS: Submitting a cart ("Submit Cart") from a vendor's punchout will now populate a Shopping Cart in the eVA catalog (i.e. the end user will no longer immediately return to the eVA Requisition upon pressing the "Submit Cart" button).  End users must then submit that catalog in order to populate a requisition. 1 Navigate to the "Shop / Search Products" page and locate your desired punch out catalog. In our example we will be using Ball Office Products 2 Shop the vendors catalog and "Submit Cart" with punchout items from vendor's catalog. 3 Once you click "Submit Cart", you are returned to the "Shop / Search Products" page. Please note: There will be no clear indication that a cart has been created.  However, a shopping cart has been created. Click the small black shopping cart on the right side of the screen to begin the transition to the eVA Requisition. 4 and 5 4 To view all of your draft requisitions,   Click the drop-down arrow in the "New purchase requisition" box. The top requisition should be the newly created requisition that contains your punch-out lines. 5 Select the top requisition and verify the line items. Click "Checkout" to extract the line items to the Requisition 6 You can now complete all required Requisition details and "Submit for Approval".           CHANGE TWO STEPS: While your Requisition is in Draft status, you will now be able to re-enter the punchout catalog in order to add more items. Please note: When re-entering the punchout catalog to add additional items, the system will initiate a new shopping cart, however the additional items will be added to the same Requisition. 1 From the requisition screen click the "Back to Catalog" button 2 Relocate and select the applicable Punchout Catalog 3 Add additional items and "Submit Cart". Remember that this is a new cart and you will not see your previously added items but they will remain with the requisition. Click "Submit Cart" or "Checkout" (depending on the catalog). 4 You will be returned to the "Shop / Search Products" page. Click the gray-colored Shopping Cart icon that now shows your updated items total. This will return you to the Requisition with your original items, plus your new items added. 5 Complete all required Requisition details and click "Submit for Approval".

Create a Catalog Punchout Requisition