Changes Coming to New eVA - Blanket Orders Need to be Closed Out by December 13th
News
We have been alerted by eVA that as a result of the data conversion process all blanket orders under $50,000 need to be closed out to reflect the amount of spend so far, this fiscal year by December 13th. In the new eVA platform, it is our current understanding, the blanket orders will have a new release order process, and we will include it in our communications as we learn more.
What does this mean for you?
If you have any blanket orders under $50,000, which require Procurement approval to utilize, you need to reconcile and change those purchase orders to match the amount of spend with the vendor so far this fiscal year no later than December 13th. You can create a new blanket order once New eVA is up and running in January to reflect the rest of fiscal year 22 (FY22).
What if I have a blanket order over $50,000?
Please contact Procurement, askeVA@jmu.edu or 568-4382, so we can talk through your specific situation and provide further guidance. Larger blanket orders may need to be canceled/recreated to ensure eVA fee caps are not impacted.
What are blanket orders?
A single purchase order issued to cover repeat purchases of the same item purchased from the same vendor. Blanket orders must be carefully verified against consistent contract pricing, tracked, and reconciled by the department for the various payments that may occur during the fiscal year. At the end of the fiscal year, the blanket order should be adjusted to cover any over/under usage. The use of a blanket order requires approval from Procurement, and an agreement from the vendor to accept all eVA fees upfront.
Why is this change happening?
Although purchase orders from the last two years will be migrated into the New eVA platform, if a change order needs to be completed on a PO created in the current eVA, New eVA will not allow a change order to be completed. Users will be required to cancel a migrated PO and create a new one to handle any change orders. Rather than having to work through that process, we are requiring smaller dollar blanket orders to be closed out before cutover.
When will Procurement have more information?
eVA is actively working through the data conversion implementation, so we will likely have other updates in the next month. Be sure to keep an eye out for eVA Listserv emails, our New eVA Updates page, and the New eVA Updates Communications Archive page.
-Procurement Services
