Transcript As the World Turns in Karen Shaffer and Shane Caudill

As the World Turns in
Karen Shaffer and Shane Caudill
Department of General Services – Division of Purchases and Supply
Focus: Account Management
There are many supplier’s in the eVA
World (over 15,000 registered)
Goal: To use your eVA and
Ariba account to maximize
your visibility for business
opportunities and orders!!
What’s the benefit to me?
State Government
• 171 Agencies/Institutions
• $4 Billion/year for goods & services
Local Government
• 340+ Users
• $5 Billion/year for goods & services
What’s the competition look like?
Suppliers
• 15,000+ registered vendors
• 800+ vendor catalogs loaded into eVA
• Mix of local and statewide suppliers
• 20% get 80% of the orders
(approx. 5,000 suppliers)
So what’s the point?
• In order to be the center of the eVA
Universe you must maintain accurate
account information!!!!!
• There is a lot of spend potential out there
• eVA can help you get a jump on the
competition (on line bids, on line
responses, email notifications, electronic
catalogs)
Business Opportunities - VBO
• Area where solicitation advertisements are
posted
• Premium level vendors are automatically notified
of advertisements via email based on
correspondence type, commodity codes, the
parent class code, and service area
• Working email and fax eVA solicitation
addresses need to be maintained.
Business Opportunities eProcurement
• Solicitations over $30,000
• Sealed Bidding – online response
• Premium level vendors are automatically
notified via email based on commodities
• What does the Buyer see?:
– Commodity Codes
– Bidder’s List – Address/Contact information
Business Opportunities –
Quick Quote
• Business between $5,000 - $30,000
• Receive Bids on-line – Respond on-line
• What does the buyer see?:
– Commodity Codes
– Service Areas
– Bidder’s List – Address/Contact information
Solicitation Address
Tips and Tricks for Suppliers
• Make it easy for buyers to find
your company name and
location name in the eMall
• Buyers search first by Legal
Company Name in the eVA
account
• Buyers then select Location
Name in the eVA account
• Setup notification email
addresses without autoresponders like a thank you or
out of office. These generate
failed order notices to the
buyers and COVA
• Make it easy for buyers to
manage their orders by status
• Keep your Ariba account
Notification address up to date
so that orders will not fail.
• Create status including
acknowledgements of orders
daily
• The order will display the
Company Name and address
in the Ariba account so be sure
to maintain company name
and location name changes in
eVA and Ariba to prevent
discrepancies. Discrepancies
may delay payment by the
Accounts Payable.
Life Cycle of an Electronic Order
Delivery
Supplier
registers
Company
Name and
Location
Name in
eVA
Buyer checks
order status
Supplier
acknowledges order in
Ariba Inbox
Supplier checks
Ariba Inbox for
order details
Buyer
searches
the eMall
Creates
requisition
eVA Preferred Order Method
(POM) of Electronic connects
to Supplier Ariba account by
the DUNs #
Ariba notifies supplier of new
order by email, fax…(based
on Ariba supplier account
POM)
Your in!!
Click Account Maintenance
Account Maintenance
Add/Modify
Contact
Information
Add contacts to
addresses and
Select
Select
Correspondence
Select
Service
type
here
Commodities
Areas here
here
How the Supplier eVA and Ariba accounts work together –eVA
Location – eMall – Duns - Ariba
How do I make company name or tax id
changes?
• Legal Company Name and
Fed. / Tax ID Number
• Email [email protected]
The request for these changes should include:
–
–
–
–
–
Name of person requesting change
Tax ID
Position / title of person requesting change
Phone Number
Item(s) and description of change
Buyer sees Headquarter Company Name
Buyer selects Location Name
Technical Settings in Ariba
Order Status - Ariba Supplier Inbox
Confirm, Backorder, Reject
Help
• Call the AMS Hotline at 1-866-289-7367
• Email: [email protected]
• We are here to help you!!
Orders!
• 2 Ways for Buyers to place orders
– Catalog orders:
• Punchout Catalog
• CIF/Text based Catalogs
– Non-Catalog orders
What Is A Catalog?
There are 2 types of eVA catalogs:
CIF & Punchout
•A CIF (catalog interchange format) catalog
is a list of products/services and their
attributes.
•A Punchout Catalog is a live web based
catalog that a supplier hosts.
Why are Catalogs Important?
•Visibility within the eVA system – over 15,000
registered vendors – ~ 800 catalogs
•Establishes a ‘Storefront’
•Allows a supplier to better control the
information received from an eVA PO
•Minimizes order entry for the buyer
What Are The Catalog Requirements?
4 Basic Requirements
1 Register on-line with eVA!
2 Register on-line with Ariba.
3 Sign a Trading Partner Agreement.
4 Convert a product list into a CIF format
or complete punchout development
Catalog Item View
Where can I find the tools?
•On the Web!
•Go to www.eva.state.va.us
Click the
green Vendors button.
•Contact the catalog team by emailing
[email protected]