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1. Is it true
that eVA vendor registration fees are being discontinued?
Response: The Department
of General Services, Division of Purchases and Supply (DGS/DPS) is
pleased to announce that vendors will not be charged a fee for eVA
registrations and registration
renewals that occur during the period 07/01/2009 through 06/30/2011.
eVA-registered vendors
will, however, be required to pay registration and registration renewal
fees that were invoiced for
periods prior to 07/01/2009.
DGS/DPS will continuously analyze the
affect of this fee change and
announce, by 01/30/2011, if the suspension of eVA registration and
registration renewals will be
continued past 06/30/2011.
For additional information, please contact
eVA Customer Care by
telephone (866-289-7367 or 804-371-2525) or by email (eVACustomerCare@dgs.virginia.gov).
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2. My company’s
eVA registration anniversary date was May 1, 2009, and I just received
my
annual renewal invoice. Do I have to pay it?
Response: Yes. All vendors with outstanding
registration and registration renewal fees that
originated prior to 7/1/2009 are required to pay those fees. This
ensures that all vendors are being
treated equally.
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3.
Will there be any change to the vendor transaction fee?
Response:
Currently there is no plan to reduce or eliminate vendor transaction
fees. These fees are
assessed only when a vendor receives an order. The current eVA vendor
transaction fees are as
follows:
• 1%,
capped at $500 per order, for eVA-registered DMBE-certified SMALL
businesses.
• 1%,
capped at $1,500 per order, for eVA-registered vendors that are not DMBE-certified
SMALL businesses.
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4. How frequently
are eVA invoices issued?
Response: eVA invoices are issued
bi-monthly.
•
Vendors with names that begin with the alphabet characters “A” thru “J”,
numbers, and special
characters receive invoices in January, March, May,
July, September, and November.
•
Vendors with names that begin with the alphabet characters “K” thru “Z”
receive invoices in
February, April, June, August, October, and December.
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5. How can I find
out about a payment I made that is not showing on my invoice:
Response: The most common cause for payments not showing on an invoice
is a timing issue,
where payments are received and posted to an account after the end date
of the current billing
period. You can validate receipt and posting of payments received after
the end date of the current
billing period by visiting the eVA on-line Billing & Payment Portal:
• Go to www.eVA.virginia.gov
• Click on Billing & Payment Portal
• Click on Invoice Detail & Reconciliation Reports
• Enter your Account Number and any valid eVA Invoice Number
• Click on Payments
If your payment does not show on your invoice or on the Billing &
Payment Portal, contact eVA
Customer Care by phone (866-289-7367) or by
email
eVACustomerCare@dgs.virginia.gov.
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6. How can I
obtain additional information about a purchase order listed in my
invoice?
Response: The eVA on-line Billing & Payment
Portal will allow you to view and print the details
for any purchase order listed on your invoice. Log in to the Portal as
described in #5 above and use
the Search By P.O. Number option.
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7. How can I get
additional information I need to reconcile my invoice?
Response: DGS has developed an invoice
reconciliation report that you can download from the
eVA Billing & Payment Portal by following these steps:
• Go To www.eVA.virginia.gov
• Click On Billing & Payment Portal
• Click On Invoice Detail & Reconciliation Reports
• Enter Your Account Number And Invoice Number
• Click On Account Reconciliation Reports And Follow The Prompts
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8. How can I find
out why I did not receive an invoice when I know I received orders or
there
was other account activity during the current billing period?
Response: To improve efficiency, we do not
generally issue invoices until the total aggregated
eVA account balance is $5.00 or more. As a result, a customer may not
receive an invoice during a
billing period when there were orders received or other account
activity. Further, a customer may
receive an invoice that includes fees assessed for a prior billing
period when those fees were not
previously invoiced because the aggregated account balance was less than
$5.00.
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9. Why did
I receive an invoice for an amount less than $5.00 when the eVA billing
threshold is
$5.00 or more?
Response: As a courtesy, we issue eVA invoices for account
balances less than $5.00 (including
$0.00) to document payments received during the current billing period.
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10. How
can I get a copy of a previously-issued invoice?
Response: To view or
print copies of previously-issued invoices, follow these steps:
• Go To www.eVA.virginia.gov
• Click On Billing & Payment Portal
• Click On Invoice Detail & Reconciliation Reports
• Enter Your Account Number And Any Valid eVA Invoice Number
• Click On The View/Print Option For The Invoice You Wish To View
or Print
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11.
Why does my invoice include fees for orders my company
received during a different (prior)
billing period?
Response: To improve efficiency, we do not
generally issue invoices until the total aggregated
eVA account balance is $5.00 or more. As a result, a customer may
receive an invoice that has fees
assessed for a prior billing period when those fees were not previously
invoiced because the
aggregated account balance was less than $5.00.
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12.
How can I get an invoiced fee corrected because there was
a change to the order amount after
the purchase order was issued?
Response: eVA buyers are required to issue
change orders if the order amount changes after the
original purchase order was issued. When a change order is issued, the
appropriate eVA fee
adjustment will automatically be reflected in the next eVA invoice you
receive. To request a
change order, contact the buyer that issued the original purchase order.
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13.
How do I get a W9 form for the Commonwealth of Virginia?
Response: To obtain a signed Commonwealth
of Virginia W9 form:
• Go to www.eva.virginia.gov
• Click on Billing & Payment Portal
• Click on W9 Form from Commonwealth
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14.
Can I pay my invoice by Credit Card?
Response: Currently we do not accept credit
card payments for eVA invoices.
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15.
What is a purchase order number ending with a V-2, V-3,
etc.?
Response: Change Orders are designated by
adding a version number such as V-2 to the original
purchase order number. The higher the number, the more recent the
version of the Change Order.
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16.
The Commonwealth hasn't paid me yet, why do I have to pay
the transaction fee first?
Response: Transaction fee invoices are
generated in the first billing cycle following the date the
Purchase Order is issued by the buyer. This is the point at which the
supplier has received all
related primary benefits of the eVA System. These benefits include, but
are not limited to, the
ability to access all state agency (and most local government) business
opportunities from a single
web portal, the ability to submit electronic bids via the eVA Quick
Quote System, the opportunity
to create an electronic store front in the eVA eMall, and standardized
purchase order formats.
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