A-to-Z Index

Entering eVA requisitions

Entering requisitions up to $5,000.00 (except for restricted items):

All departments at JMU have been granted purchasing delegation up to $5,000.00 except for restricted items.   These requisitions are entered into eVA and sent directly to the vendor (restricted items must be routed through the Procurement Services Office).   Purchases made by your office up to $4999.99 are not encumbered in JMU’s PeopleSoft financial system.

The split funding capability in eVA may be utilized for purchases up to 4999.99, that are to paid using two or more department codes, since they will not be encumbered in the PeopleSoft financial system. 

Entering requisitions $5,000.00 and over (or any req for a restricted item):

Requisitions for $5,000.00 and over must be routed to Procurement Services for processing.   These purchase orders are downloaded from eVA into JMU’s PeopleSoft system and the funds are encumbered.

If you enter a requisition for $5,000.00 or more into eVA that is to be paid for using one department code, you will enter the requisition as you would enter a requisition for under $5,000.00.

Non-Catalog Requisition Being Paid Using Two or More Department Codes

If you enter a non-catalog requisition for $5,000.00 or more into eVA that is to be paid for using two or more department codes, you will need to enter the requisition on two or more lines.   DO NOT use the split funding capability in eVA as the purchase order will not flow into PeopleSoft correctly.

Example:

Your department has two department ID numbers, 100100 and 100200
You wish to purchase a single “item” costing $7,000.00
You want to split the payment as follows: DeptID 100100 will pay $3,000.00 and DeptID 100200 will pay $4,000.00

Since the item costs over $5,000.00 the requisition will be routed to Procurement Services for processing.

On the requisition you must enter two lines, one for each DeptID.

Line one of the req:
Description: Furnish and deliver one “item” costing $7,000.00
Quantity: 1
Unit of Measure: Each
Unit Price: $3000
Department: 100100
Account: 123456

Line two of the req:
Description: Line two for JMU accounting purposes
Quantity: 1
Unit of Measure: Each
Unit Price: $4000
Department: 100200
Account: 123456

You will need to use the above method for all requisitions with two or more DeptID’s, regardless of amount, that need to be routed to Procurement Services.   This would include all restricted items such as copiers, cell phones, etc.

Punch-Out Catalog Requisition Being Paid Using Two or More Department Codes

If you enter a punch-out catalog (like Dell) requisition for $5,000.00 or more into eVA that is to be paid for using two or more department codes, you DO NOT enter the order on two separate lines since it will not flow properly to the vendor.  Instead, you will need to code the line to only one department and enter the split coding information in the comment section.  Procurement staff will need to manually enter this order into Peoplesoft.  Alternately, you may ATV the funds to one account and proceed as usual.