Change to Non-Catalog Form Effective November 21

UVA Procurement is making a change to the process used to submit a non-catalog form by moving the process from UVAMarketplace to Workday.

This decision comes after much research and discussion. We piloted the change with a focus group of super-users across UVA grounds and the feedback was very positive.

This new form will go into effect on 21 November 2022. This change to the non-catalog form is an integral component of improving our Payables operation. We understand that this transition has the potential to affect each department's daily operations greatly and are committed to supporting you through the transition.

Why are we making this change?

Moving the non-catalog form from UVAMarketplace to Workday will allow us to use the service line functionality in Workday. This means that if you are purchasing a service, you can create a service line instead of a goods line. The service line allows for an unlimited number of invoices to be matched against the line until the funds run out.

By using service lines, we will be able to decrease our match exceptions by 25% which will improve prompt payment to suppliers and decrease the administrative burden on both central and department employees who resolve match exceptions.

What is the change impact?

The foremost change impact on end users is the assign cart functionality is no longer available for non-catalog orders.  If you or members of your department use the non-catalog form to assign the cart to a fiscal administrator, this will not be possible for non-catalog forms after November 21st.  This functionality will remain for all catalog orders using a punchout or hosted catalog.

How can you make the transition successful?

• Review this QRG that outlines the new process.
• View this list of department individuals who were at the demo of this process to find your internal point of contact for this change.
• If you or members of your department often assign non-catalog carts to fiscal administrators, your business operations may need to be adjusted.  End users may request the Procurement Shopper role using the Security-Based Access Request in Workday and completing the required training.  This will allow them to have access to the new non-catalog form in Workday and to submit their own carts.  
• Communicate this change to affected end users in your organization so they are prepared for the transition

For any questions or concerns, please email askfinance@virginia.edu.