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Introduction:
The eVA site provides
maximum access to electronic commerce opportunities for
businesses in the Commonwealth of Virginia. In order to conduct
business with the Commonwealth, vendors must register their
business with eVA in order to gain access to receive
solicitations and submit bids.
This Quick Guide has been developed to assist vendors with the
registration process in eVA.
Learning Objectives:
Learn:
1. General Information - This section allows you to enter
information that will be used to define your organization and
create your Location Legal Name (which buyers will use to search
on) and each Location Name (the sub search separating different
ordering locations).
a. If you are the first location registering for
your Company, your Location will become the Headquarter
Account. Be sure that
your Location Legal Name and Location Name are what you use to
market your
goods and services to
buyers.
b. In the DUNS Number field enter the Dun and
Bradstreet Number assigned to your Location. You can
obtain a free DUNS number
by going to
http://fedgov.dnb.com/webform or by calling 1-866-705-5711.
1. Descriptors for your
business and location names that buyers will recognize:
a. The Headquarter Legal Name of your
company is what buyers search on.
b. The location name is the sub search that
they do to distinguish between different ordering locations.
2. U. S. Tax ID:
a. This is the 9 digit Taxpayer
Identification Number (TIN) or Social Security number used by
the
organization.
3. DUNS Number:
a. You will need a different DUNS number for each
ordering location
b. These numbers are issued for free by Dun &
Bradstreet
4. Address that orders should be sent to:
a. street address;
b. e-mail;
c. telephone and fax numbers
5. Address where solicitation invitations should be sent
6. Address where invoices or bills should be sent
7. Primary contact person for each address
a. contact name
b. street address;
c. e-mail;
d. telephone and fax numbers
8. Other staff that you want to setup with logins
9. Registration Administrator
a. Identify the person who will update and
maintain your eVA account
10. Commodity Codes that describe the products you sell
11. Service Areas
a. areas of the state where you would be willing
to sell
12. Charge card(s) information.
a. It is to your advantage to accept charge
cards, in particular MasterCard. MasterCard is the standard
state purchasing card.
b. Localities may use other types of charge
cards.
c. If you do not know the credit card level when
prompted, please select 1.
d. If you accept MasterCard, please send an
e-mail with your Tax ID and other company info to
eVACustomerCare@dgs.virginia.gov and we will update
the vendors list for you.
1. Go to the eVA Home
Page at:
www.eva.virginia.gov
2. Select Sign-Up from the left-hand menu and then
select Register your company as a Vendor.
3. Then
select eVA Online Registration.
4. Click the
Register button on the right side of the page under Guests.
5. Review the Registration Requirements and assemble the
necessary information.
6. Click the Continue button.
a. Type your company's legal name in the company
name field and click search. If you were not previously
registered, your company
name will not appear and you should now click New Registration.
b. Next, you will be presented with the
Memorandum of Agreement page. Read and Accept the
Memorandum of Agreement.
c. If you found your company Headquarters,
but not your specific location, do a search on the
Headquarter
Company name and then click on Add a New Location.
i. Note: Each
ordering location requires a unique DUNS number.
Complete the steps on the following pages being sure to populate
the required fields which are denoted by a red asterisk (*). As
you complete each step and move to the next step, the eVA system
will check for errors. If errors are found, a highlighted error
notification message will be displayed at the top of the page.
Click the Here link in the notification to see the
errors. All errors must be corrected as indicated before
continuing to the next step in order to submit your
registration.
1. General
Information - This section allows you to enter information
that will be used to define your
organization and create your Headquarter Legal Name (which
buyers will use to search on) and each
Location Name (the sub search separating different ordering
locations).
a. Note: At this time Location Legal
Name is not used by the system. Be sure that your Headquarter
Legal Name
and Location Names are what you use to market your goods and
services to buyers.
b. The DUNS Number is the Dun and
Bradstreet number assigned to the Location and is used to
uniquely
identify an
address during ordering. You can obtain a free DUNS number by
going to www.dnb.com .
This process
can take up to 4 weeks.
i. If you need an expedited number, you may obtain one
immediately on the phone with Dun &
Bradstreet, but there is a charge of approximately $100.00. The
phone number is
1-888-814-1435. The hours are 8 am-5 pm.
2. Registration Level - The registration fee is $25.00
for basic and premium registration levels. We
recommend that you select the Premium registration versus the basic
registration level. The Premium
registration level entitles the supplier to receive electronic
solicitation notifications via email or fax.
a. The only difference between basic and
premium is that basic suppliers are not entitled to
notifications
of solicitations.
b. Basic vendors will not be able to search
for quick quotes, but they are able to search Awards and
Solicitations from the
eVA Home Page.
3. Buyers insert commodity codes and service areas in
Quick Quotes and other solicitations and when
submitted the system matches suppliers registered with those
commodity codes and service area and sends
the notification. For the best results, the supplier is
encouraged to have as many commodity codes possible
in their account with a Service Area of Statewide.
4. Registration and transaction fees:
a. Registration fees are charged yearly and
renewed automatically.
b. Vendors are also charged a 1% capped
transaction fee based on the purchase order.
c. To see what transaction fees you will be
charged please go to the eVA Home Page, click on the Billing
and Payment Portal.
i. Fees are affected by Business Type Certifications.
1. To become Small, Woman, or Minority Certified, please go to
the Department of Minority
Business Enterprise website at
www.dmbe.virginia.gov
and apply if you are qualified. Once
you are certified, the Department of Minority Business
Enterprise will notify eVA Customer
Care and your account will be updated for buyers to see in the
e-Mall.
The User
Information section allows you to enter information about the
person with overall responsibility for your company’s
registration, the Registration Administrator.
1. Please note: User ID’s and passwords are case sensitive.
a. User ID can be a maximum of 12 characters. Remember! Make
a note of the User ID and its associated
password. You will need these to log
into your account.
b. Do not use special characters or spaces in either the User
ID or the Password.
c. If you would like to receive solicitation notices with
this login, please check this box.
d. To add other users that can login and/or receive
solicitation notices, please do so after completion of
the registration process.
i. This can be done by logging in and performing account
maintenance.
This step allows you to enter information specific to your
company.
The Registration Administrator is the person with
overall responsibility for your company’s registration and
account maintenance.
1. A Registration Administrator Address is required for
vendor registration.
a. For foreign vendors (excluding Canada), when creating this
and the remaining addresses, select the
applicable country code and ignore
the state/province field.
b. Canadian companies will insert the Province in the
State/Province field.
c. United States companies will select the appropriate state
and the country will be automatically inserted.
Enter the address where eVA should send your
orders.
1. If you choose your preferred order method to be
non-electronic:
a. Identify where to send orders
b. This can also be used as a secondary method of
communications if you are experiencing electronic
ordering problems.
c. If you choose your preferred order method to be electronic
you will select that in the e-Mall section of
the registration and you will create
an ARIBA account, where you will manage your orders.
i. You may select a previously entered address by using the drop
down menu of the Use the
following address as my Ordering Address option or add a new
address. An Ordering Address is
required for vendor registration.
You may select a previously entered address by using the drop
down menu of the Use the following address as my Solicitation
Address option or add a new address.
1. A Solicitation Address is required for vendor registration
and the email or fax here is where solicitations,
including quick quotes are sent.
Please enter the address where we should send
your bills.
1. You may select a previously entered address by using the drop
down menu of the Use the following address
as my Billing Address option or add a new address.
2. A Billing Address is required for vendor registration. 3.
Presently, invoices are mailed to your physical
address.
a. Currently, the accepted method of
payment is by check or money order.
i. The bill for a
new registration will be sent to you during the next month’s
billing cycle.
ii. Transaction fee invoices will be sent to you during the next
month’s billing cycle after the
Purchase Order is placed.
Please select the area(s) where your organization
can provide its goods/services.
1. Click the Add Area(s) button to view the Service Area Zones
and make your selection.
2. If no selection is made, the Service Area will default to
Statewide.
a. Statewide is the recommended
Service Area to maximize the number of solicitations sent to you
if you are a
premium registered supplier.
1. Click the Add Commodities button to view the
commodities available for your selection.
2. Note: To be available for Quick Quotes and other
Solicitations if you are a premium supplier, you MUST
select commodities! The best way to plan your commodities is
to go to the eVA Home page, Click on
Vendors, Click on eVA Business Opportunities, Download the
Commodity Code book.
You can review the information you have entered
thus far by clicking on any of the Links in the navigation panel
on the left-hand side.
1. Click the Submit Registration button to complete your
registration.
2. After successfully submitting your registration the Thank You
page will be displayed with the User Name.
This should match the User ID you entered in Step 3.
3. Exception: If the User ID entered in Step 3 already exists,
the system will add a number (s) to the User ID.
4. Remember! Make a note of the new User ID. You will need this
to log into your account.
If you selected Electronic as your preferred
Order Method, you must create an ARIBA account. The eVA Account
works with ARIBA to route orders electronically and to host
catalogs. The Ariba Supplier Network is the CGI-AMS business
partner that processes eVA electronic orders (email or fax, CXML,
or EDI).
1. Click the ARIBA link in the navigation panel at the top of
the Thank You page to create an ARIBA Account.
2. The ARIBA account configuration allows you to route new,
change, or cancelled orders to your email or fax.
a. Note, if you select email or fax for your
orders and the order is a credit card order, you must login to
your ARIBA account and
click on the Inbox to retrieve the credit card number. The Inbox
is also used
to see recent orders
online and create statusing for the orders such as
acknowledgement, backorder,
reject.
After you have completed your ARIBA registration, it will take
approximately 48 hours for your account to become active and to
be available in the e-Mall for shopping and the Vendors List.
The vendors list is on the right hand side of the eVA Home Page
by eVA Tools, Vendors, and this is where many buyers go to do
their planning before shopping. You will see your Headquarter
Legal Name and Locations Name. Buyers look here to see if you
accept charge cards, MasterCard in particular. Additionally,
many buyer also look for the Business Type (SWAM) certification
before ordering.
 Now that you are
registered, please take time to go to the eVA Home Page and
click on Vendors. There is a section on eVA Business
Opportunities.
• Here you will find important contact
information where you can market your business to.
• There are vendors' reports that show who
has bought what, for how much and from who.
• Find out if you can compete and who might
be buying your goods and/or services in the future. There
is even a section on
Future Business Opportunities.
• Purchasing Director contact information
is also available on this page.
• Find out what strategies might work for
you and what buyers are looking for in a vendor.
• The vendors' page also provides a link to
the vendors' manual, which explains procurement policies.
For help with your registration, account
maintenance or other questions, please call eVA Customer Care at
1-866-289-7367 or eVACustomerCare@dgs.virginia.gov. |
