Eved FAQs

HOW CAN I EDIT AN EXISTING EVED INVOICE? Typically, a buyer (client) will create an invoice on behalf of the supplier. However, you have the ability to raise an invoice from an existing Purchase Order in Eved. In the event that you have created an invoice, the process below will walk you through how to edit an existing invoice. To edit an existing invoice: Navigate to Programs. Click on the Invoices link. Click the checkbox next to the Invoice that needs to be updated. The Edit button will be displayed. Click the Edit button located above the list of invoices. Clicking the Edit button will have one of two outcomes: You will be directed to the Edit Invoice page. Here you will be able to edit the Invoice Amount and/or the Due Date. If you want to attach a backup invoice, enter your own invoice number, and/or select a payment type, click the Plus Sign to expand the row to enter the information. Next, click the Submit button at the bottom of the page once the invoice has been edited. The second scenario you may experience is you may receive one of several different notifications depending on the invoice selected. The notification displayed below is just one example Notes: You can only edit invoices that you have created. Just as your client will only be able to edit invoices they have created. An invoice can be canceled at any time prior to the invoice due date. If the invoice has been cancelled, you will not be able to edit the invoice. If the PO has been paid in full, you will not be able to edit the invoice. You can only edit the invoice amount down to what was paid previously or up to the PO uninvoiced balance, whatever is in-between.

The Program Dashboard includes the basic program information, helpful widgets, and an easy access program menu at the top left of the page. Clicking on the program menu expander will open the program navigation and allow you to quickly move to areas within which you need to work. There are two action buttons at the top of the Dashboard: Edit Program: Opens Edit Program process steps. Create RFP: Opens the Create RFP page to add a new RFP to the Program The dashboard includes helpful widgets to help you get a quick look understanding of the Program: Program Overview: This gives you a quick snapshot of your Program, includes the Eved Program Number, Prepared On date, Program Owner and Program Description. Program Details: This section will display the basic details of your program, based on how they were filled out during program creation. Program Location Program Start and End Dates Program Fiscal Year Original Budget Revised Budget Program ID Reference ID MSP ID ERP PO Number Whether or not the program is Restricted Reconcile*: This section will provide a snapshot of the information on the Reconcile tab, including the Revised Budget, total approved POs raised, total Invoices received and approved, and total Payments made to date. Action Required*: This section will display various actions that need to be taken in this program. It will include the following columns: Action Required: What kind of action needs to be taken. These actions include… Approval for Scopes of Services, POs or Invoices. Payment for Invoices What: The document type that requires action via the Eved Scope, PO or Invoice #. This column will be a clickable link to the specific document that requires action to be taken. Supplier: The name of the supplier associated with the document type, which links to their supplier profile in Eved, will be displayed. Received: The date the user was notified that they have action to take. Recent Updates: The section will show a listing of the last few changes (up to 50) that were made in the system for this program. It will include the following columns: Update: The type of update that was completed. This column will link directly to the area in Eved where the update occurred. These updates may include… Change Order Accepted: The supplier accepted a CO from the buyer. Change Order Approved: A CO request sent from a supplier is accepted by the buyer. Change Order Requested: The supplier sent a CO request to the buyer. Change Order Sent: A CO has been created by the buyer, approved at all levels and sent to the supplier. Expense Created File Added - Program File Added – RFP: Someone at your company has uploaded a document to the RFP File Cabinet. If the supplier adds a file to an RFP it will show as an RFP Reply Received. File Added – PO File Added – SOS: Files added to the Scope of Services (SOS.) Invoice Issued Invoice Approved Note Received Note Sent Payment Posted Payment Processed PO Created: The PO has been created by the buyer and sent to the supplier. PO Created from SOS: A Scope of Services built by the supplier has been flipped to a PO by the buyer. PO Approved: The PO has been approved at all levels and is being sent back to the supplier. PO Rejected: The PO has been rejected at an approval level and was not sent to the supplier. PO Accepted: The PO has been rejected by the supplier. RFP Awarded RFP Cancelled RFP Created RFP Declined RFP Updated RFP Reply Received RFP Response Sent Scope of Services Received Scope of Services Updated T&C Accepted - when the buyer or supplier accepts T&Cs uploaded to the scope or PO, if the supplier accepted it we'll show the company name in the supplier column, if the buyer accepted it, it will be blank Supplier: The name of the supplier that is associated with the document, which links to their supplier profile in Eved, will be displayed if applicable. If multiple suppliers are associated with the update, then "Multiple" will be displayed in the Supplier column. If no supplier is associated with the update "None" will be displayed. Date: The date that the update was made. Program Suppliers*: This section will show the Supplier Company Name, Logo, EO#, and Primary Contact name, phone number and email address for suppliers who were awarded an RFP on this program and/or have received one or more POs. The Company Name will be a link that takes the user to the supplier’s Company Profile. Company Collaborators*: This section will list all the users added to the Team tab for this program. Like the Team tab, it will display the user’s photo, name, title, email address and phone number. It also includes a See the Whole Team link that will take the user directly to the Team tab. Below the widget title will be the Program Actions Required drop-down menu. The supplier can use this menu to navigate between the My Actions Required and Program Actions Required options. To open the menu, click the "Down" arrow next to the Program Actions Required text. The My Actions Required option will display the actions required by the user associated to the program, and the Program Actions Required option will display the actions required for the entire program.

This article goes through the PO (purchase order) and Invoice workflow for Corporate users that request and order invoices with Eved. Contents Creating a PO Updating a PO Uploading an Invoice PO Table Permissions Creating a PO To create a new PO, click the Create PO shortcut from the Dashboard; this will open the “Create PO” page. Under the “PO Information” section, select a program and currency from the Program and PO Currency dropdowns. The Program dropdown will be pre-populated with your Eved programs, and suggestions will appear as you enter the program’s name type into the dropdown. After you select a program, the Reference ID, SAP PO, and Internal Notes fields will appear; these fields are not required. After you select a program, the event will be added the “Events” section on the “Create PO” page. Under the “Supplier Information” section, select a supplier from the Search for supplier dropdown or click the Advanced Search link to search for one. The Search for suppliers dropdown will be pre-populated with your Eved suppliers, and suggestions will appear as you type the supplier’s name into the dropdown. With the Advanced Search option, you can search for suppliers based on Rating, Business Type, Destination, and other filters from the “Advanced Search” pop-up. To add a new supplier, click the Add New button; you may add both Eved and non-Eved suppliers. When clicked, the “Add Supplier” pop-up will appear. From the pop-up, select or deselect the checkboxes depending on the supplier, enter the supplier’s information into the fields and click the Save button; the Supplier Name field is required. To modify a supplier’s information, click the Edit button. To remove a supplier from the PO, click the Clear button. The main supplier contact will be added to the PO, by default. If an additional supplier contact is needed, click the Add Another Contact button. If the program has one event, it will automatically be added to the “Event” section of the PO; if the program has multiple events, the first event listed will automatically be added to the “Event” section of the PO. The Supplier will not see the “Budget” and “Balance” information. The PO will list the following event information: Program: Program name Program ID: Program ID number Budget: Total budget amount Balance: Remaining budget amount; this reflects the balance of the program based the last SENT version of the PO within the program. Location: Event location; this information will only show if the custom field is enabled and if provided in the program. Venue: Event site; this information will only show if the custom field is enabled and if provided in the program. To add another an event to the PO, click the Add Event button. When clicked, the “Add Event” pop-up will appear. You will not be able to add an event associated with another program. From the pop-up, select the Select all events checkbox to add all events associated with the program to the PO, or select the checkbox next to a specific event to add an individual event. Click the Create Event button to create a new event. After you click the button, the “Create Event” pop-up will appear. Enter the event information into the fields and click the Save button; the Event Name, Event Start Date, and Event End Date fields are required. When complete, click the Save button to add the event to the PO. Click the Add Line Items button to add line items to the event. After you click the button, the “Add Line Item” pop-up will appear. Under the “Item Details” section on the pop-up, enter the item information into the fields; all fields are required, except the Description and Category Ref ID fields. The line item will include the following: Product Name: The name of the line item. Description: The description of the line item. Category: The category of the line item. Category Ref ID: The reference ID for the category; this is a unique identifier specific to the category. Cost Center: List the cost centers for the program; if used by your company. Unit: How the line item is measured (i.e. Days, Rooms, Units, etc.). Line items may have negative unit cost. To add any discounts, fees, and/or taxes to the line item, click the triangle icon, if not already expanded, to the right of the “Discounts, Fees and Taxes” title to expand the section. Under the “Other” section, enter the discount percentage or amount into the field; you only need to complete one of the fields. Under the “Taxes” section, select the checkbox next to the tax or taxes you would like to apply, and then enter the percentage or amount into the associated field. Under the “Fees” section, enter the percentage or amount into the fields for the fee you would like to apply. To add taxes to a fee, click the Tax link for the fee. After you click the link, a pop-up will appear. From the pop-up, select the checkbox next to the tax you would like to apply, and then enter the tax percentage or amount into the associated field. When complete, click the Save button to add the line item to the event. Click the Add Fees/Discount button to add cost to the event; this could include fees, taxes (VAT), credits, or discounts. After you click the button, the “Add Fee or Discount Item” pop-up will appear. From the pop-up, enter the cost information into the fields; all fields are required except for the Description field. When complete, click the Save Changes button add the cost to the event. On the event, you can click the (+) icon to view the line item details, the Pencil icon to edit the line item, and the (x) icon to remove the line item. After you have added all the line items and cost to the event, click the Send button to send the PO to the supplier. Updating a PO To update a PO, click the View POs shortcut from the Dashboard; this will open the “Purchase Orders” page. From the “Sent Purchase Orders” table, click the PO number link on the PO you would like to open and update. From the PO, click the Edit PO button in the upper-right corner; this will open the “Edit PO” page, which is similar to the “Create PO” page. When complete, click the Send button to send the updated PO to the supplier. When the supplier receives the updated PO, your changes will be highlighted in green. Also, if the supplier updates the PO, their changes will be highlighted in green as well. If the supplier updates the PO, a Change Order will be created. To accept the Change Order, click the Edit PO button on the PO. From the “Edit PO” page, click the Accept All Changes button and then click the Send button at the bottom of the page. Uploading an Invoice To pay a supplier invoice, click the Upload Invoice shortcut from the Dashboard. After you click the shortcut, the “Upload Supplier Invoice” pop-up will appear. Select the program and PO from the Program and PO dropdowns. The Program and PO dropdowns will be pre-populated with your Eved programs and POs, and suggestions will appear as you type into the dropdowns. The “Program” and “PO” dropdowns will be pre-populated if you upload the invoice from PO table under the “Programs > POs” section. After you select the PO, the “Events” section and Payment Details tab will appear. Enter the payment information into the dropdowns and fields; all dropdowns fields are required except for the Attach Invoice and Supplier Ref ID fields. To upload supporting documents to the invoice, click the Browse button next to the Attach Invoice field - only PDF format is supported. Any uploaded documents will also be uploaded to your File Cabinet. You can upload multiple supporting documents. Click the Payments Details tab and select an option from the Payment dropdown; you can choose No Payment, Make a Payment, or Post a Payment. When complete, click the Send button to make or post a payment to the supplier. PO Table Permissions The following permissions will enable or disable specific PO and Invoice buttons on the “Sent POs” table based on division and role. To configure PO permissions based on division, navigate to the “Admin > Company Settings > Divisions” section. From the “All Countries” table, click the Pencil icon to the right of the country and the “Edit Division” pop-up will appear. From the pop-up, click the “PO Settings” tab. From the tab, you can enable or disable the following permissions: Enable Savings POs: If the checkbox is selected, or enabled, the Create Savings PO and Create Savings Scope buttons will appear on the “Sent POs” table; this permission will be enabled, by default. Enable POs: If the checkbox is selected, or enabled, the Create PO button will appear on the “Sent POs” table; this permission will be enabled, by default. To configure PO permissions based on role, navigate to the “Admin > Users” section and then click the “Roles” tab to open the “All Roles” table; this table will list the roles associated with your users. Click the Pencil icon to the right of the role and the “Edit Role” pop-up will appear. From the pop-up, navigate to the “Programs” and “Finance” sections. From these sections, you can enable or disable the following permissions: Programs > Pay Invoices: If the checkbox is selected, or enabled, the Upload Supplier Invoice button will appear on the “Sent POs” table; this permission will be enabled, by default. Finance > Export Final Invoices: If the checkbox is selected, or enabled, the Export Final Invoices button will appear on the “Sent POs” table; this permission will be enabled, by default. The checkbox next to one or more POs on the “Sent POs” table must be selected for the button to appear.

Share Purchase Order and Notes At the bottom of the page, use the Share this Purchase Order button to collaborate with other users at your company on this purchase order. Use Save & Share Notes to send any yet-unshared notes with your supplier.

Insurance on Eved FAQs for Insurance Insurance Rules Certificates are failed and cannot be scanned into Eved when... Reasons for insufficiency FAQs for Insurance What’s the difference between a master certificate and an additional insured certificate? Acord? Zurich? What does that mean? How do I know what my client's insurance requirements are? In a few basic steps, how do I upload insurance for a client on Eved? My client information is there, why did my insurance scan fail? Do I have to do anything else once I’ve uploaded my insurance? / Why do I have to verify my certificates after they are scanned into Eved? Can I have two master insurance certificates? I’m insured with two different brokers, so I need to upload two masters. Why doesn’t Eved let me do this? Why is this a bad thing? What if I don’t have enough coverage? What is the Previous Certificates section for? One of my sections expired. Do I have to upload everything all over again? Will I be notified if I don't meet my client's requirements and I'm insufficient? Will I be reminded when my insurance is about to expire? Can I upload my master certificate and my additional insured certificate at the same time? My certificate still says it’s “pending.” What does that mean? Why can’t I see the “Additional Insured” link next to the master I uploaded? Will you let me know if I failed and why I failed? I uploaded my two required forms (master and additional insured certificates) so I’m sufficient, right? Why doesn’t my umbrella coverage cover everything? I don’t own an automobile and/or I don’t have employees that work directly for me. How do I let my client know that I don’t need this insurance coverage? Why is Eved setting all of these insurance requirements for me? Do all clients require an additional insured form? What’s the difference between a master certificate and an additional insured certificate? A master certificate is a general proof of insurance for your company. This certificate must be in either a standard Acord or Zurich form. A master certificate does not include any client-specific information, so usually the certificate holder section is blank, says “Proof of Insurance,” or includes your company name. Talk to your broker about getting this general master insurance form for Eved. An additional insured certificate is still a standard Acord or Zurich form, but this includes specific client information in the certificate holder section. In Eved, all your clients can see your master certificate, but only the specific client you associate the additional insured certificate with is able to see that additional insured certificate. This helps keep your client information private. These certificates must exactly mirror the master certificate’s coverage amounts and dates. The two forms should be the same except for the entity it is related to. You can only upload one additional insured certificate per master certificate per client. If you upload a second additional insured certificate for the same client underneath the same master certificate, the first additional insured certificate you uploaded will be “archived” into the Previous Certificates list. Acord? Zurich? What does that mean? These are industry standard forms that your broker should be able to provide you with. Only certificates in these formats can be uploaded into Eved. How do I know my client’s insurance requirements? These are available in Eved. Login and navigate to Sourcing > My Clients > Click View next to the client you want to see insurance requirements for to access the Client Details page > Scroll to the bottom of the page and under Actions click the Insurance Coverage button. This pop up window will show you the minimum requirements for your client and whether or not you are currently meeting them. You also have the option to email this information to anyone you’d like. In a few basic steps, how do I upload insurance for a client on Eved? 1) Upload your general proof of insurance, called a master certificate in Eved. 2) After you upload the master, we’ll scan it into our system and you’ll receive an email notification letting you know it’s ready for you to verify it. 3) Once you verify the master in Eved, you’ll be able to attach additional insured certificates to this master and associate them with specific clients. These will need to be uploaded one at a time for each client. 4) We’ll scan the additional insured certificates into Eved and you’ll once again receive an email notification to verify that they have been correctly scanned. My client information is there, why did my insurance scan fail? Many of our meeting & incentive companies on Eved require that you use the exact wording of their legal name and address on the additional insured certificates. You can find this information in the My Clients section of Eved. Do I have to do anything else once I’ve uploaded my insurance? / Why do I have to verify my certificates after they are scanned into Eved? Yes. Once you’ve uploaded the insurance certificate, we’ll scan it into Eved, and then send you an email notification letting you know the certificate is ready for you to verify. The verification process exists to allow you to make sure we’ve correctly scanned in your certificate information, as the legal liability of insurance coverage you’ve uploaded and are representing as having in Eved stays with your company. Can I have two master insurance certificates? No. Eved only allows for one master insurance certificate. Talk to your broker about getting all of your coverage on one standard Acord and Zurich form. Eved does allow for multiple master certificates if they cover different liability sections i.e. you have a Zurich form for general liability and auto but you have an Acord form for your worker’s comp. You’ll then have to upload two sets of additional insured forms, though, so once again we recommend having your broker put everything on the same form. By default, your master will become the last certificate you verified in our system. I’m insured with two different brokers, so I need to upload two masters. Why doesn’t Eved let me do this? Why is this a bad thing? In the event of an incident where you would need insurance to cover damages, if you have two different policies, these two different companies and/or brokers will try to argue in court that they are not the primary source of insurance. You must always have one single primary source for insurance for each section of coverage, otherwise you may be left with the bill while your two dueling insurance companies claim they aren’t responsible to protect you. What if I don’t have enough coverage? You’ll have to discuss this with your client. They do have the ability to waive the insurance requirements for suppliers at their discretion, but you’ll need to initiate this discussion with them directly, outside of Eved. What is the Previous Certificates section for? In order to maintain historical insurance data for you and your client, we move expired certificates from the main screen into the Previous Certificates list. Also, duplicate and redundant forms will be moved there if you upload a new and more current form that covers the same insurance sections into Eved. One of my sections expired. Do I have to upload everything all over again? Yes, because your evidence of coverage has changed and you need to make these updates with all of your clients. Will I be notified if I don’t meet my client’s requirements and I’m insufficient? No, it’s up to you and your client to manage whether or not you are meeting their insurance requirements. We will only inform you if your client has made changes to their minimum requirements and you become insufficient because of these changes. Will I be reminded when my insurance is about to expire? Yes, we send reminders to you when your insurance is nearing its expiration date. If the sections of your Acord form have separate expiration dates, you will be reminded as each section expires. Can I upload my master certificate and my additional insured certificate at the same time? No, you must first upload the master certificate, wait for the Eved team to scan it into the system and then verify the master before you can view the additional insured button and upload your additional insured certificate. My certificate still says it’s “pending.” What does that mean? It’s in our queue waiting to be scanned into the system by our Eved team members. Although we try to scan certificates by the business day following their upload onto Eved, the process can take up to three business days depending on how long our queue gets. If you need assistance sooner to meet a deadline, please reach out to [email protected] and let us know of your request. Why can’t I see the “Additional Insured” link next to the master I uploaded? It’s still waiting to be scanned into the system or verified by you before you’ll be able to view the additional insured button and upload your additional insured certificate. Will you let me know if I failed and why I failed? Yes, we automatically send an email out when your certificate failed the scan into our system. This email includes a custom note describing why your certificate has failed. Contact [email protected] for follow up questions about your scan’s failure. I uploaded my two required forms (master and additional insured certificates) so I’m sufficient, right? No! Eved tracks much more than forms. Your client has set up minimum coverage requirements that you must meet as well. Plus, even if you meet those minimum requirements, it won’t show in the system until you’ve verified that we scanned your certificate correctly. Why doesn’t my umbrella coverage cover everything? In Eved, umbrella coverage only covers the gap between your existing section coverage and your client’s minimum requirements. It does not replace having general coverage for these required sections. For example, if your auto coverage is $0, the umbrella will not be pulled in to meet your client’s requirements. However, if your auto coverage is $500,000, you have a $1,000,000 umbrella, and your client’s minimum requirement is $1,000,000 in auto coverage, you’ll show as sufficient in the system because the umbrella will cover your coverage gap. I don’t own an automobile and/or I don’t have employees that work directly for me. How do I let my client know that I don’t need this insurance coverage? You can certify that you don’t require the ownership, maintenance or use of an auto and/or that you do not have any employees that work for you and therefore you are not required to carry Workers Compensation insurance in the Insurance section of Eved. Simply check the box next to the statement(s) that apply to you and click Save. Your clients will now be able to see that these sections don’t apply to you. When your clients set up their insurance requirements, they can select whether or not they will require this coverage for all suppliers or no require it for those that have checked the appropriate coverage boxes in the Insurance section of their account. Why is Eved setting all of these insurance requirements for me? Eved only requires that you use standardized forms (the Acord or Zurich). Any requirements beyond that point are set up by your clients. Consequently, if you have questions about the requirements, you should reach out to your client directly, not to Eved. Do all clients require an additional insured form? No, this is a choice that your client makes, so you’ll see some require that you upload an additional insured form, and others only require that you upload the standard master for proof of insurance. Insurance Rules IF you upload more than one master certificate for the same section, THEN your master certificate will become the last one verified in the system. IF you upload more than one Additional Insured certificate for the same client, THEN we will archive the first one you verified and keep the latest one your verified. IF all sections of your form have expired, THEN we will archive it to Previous Certificate. IF only part of your form expires, THEN it will remain a current certificate until the rest of the sections expire. IF you have umbrella coverage, THEN it will be mapped to cover gaps in your insurance coverage for certain sections, but only if that sections’ fields have a value greater than $0. Certificates are failed and cannot be scanned into Eved when... They are not in a standard Acord or Zurich form They dates listed indicate it is already expired The certificate holder section is incorrect and does not word for word matching with your client’s requirements You have uploaded an additional insured document intended only for one client as a master certificate that is seen by all your clients Reasons for insufficiency You have not uploaded any insurance on Eved You have not uploaded an additional insured form for your client You have not verified your certificate after it was scanned into Eved’s system Your existing coverage does not meet your client’s minimum requirements You have uploaded two or more master certificates covering the same sections in Eved, so not all of your coverage is mapping over to your client’s requirements One or more of your insurance coverage sections has expired

Step 1: Client Flips Scope of Services Purchase Order When the client receives the Scope of Services they will review it and, if they are choosing to accept the Scope of Services you have sent, they will flip the Scope into a Purchase Order (PO). Once the Scope of Services has been flipped into a PO, only the client will be able to edit the PO. Any change requests leading up to and after the program will need to be managed with your client directly in order to get the PO updated in Eved. Your client will continue to send you updated POs that you will view and accept in Eved in the time leading up to the program’s close. Share PO and Notes At the bottom of the page, use the Share this Purchase Order button to collaborate with other users at your company on this purchase order. Use Save & Share Notes to send any yet-unshared notes with your supplier. Search and Manage Existing POs To view and search existing POs in Eved, navigate to Programs > POs > Received POs. Several fields are available to provide information on all received POs. Clarification is below for fields that may be unclear. Event: If the PO is for only one event, then the name of the event will be displayed. If there is more than one event, then the number of events will be displayed and then a (+) icon will be available, allowing you expand the column to see the list of events associated with the invoice via the following fields: Event : The name of the event. Event ID: A unique Event ID your client may have entered. Program: The name of the program associated with the event. Start Date: The start date for the event. End Date: The end date for the event. Total: The total dollar amount for the event. Balance: The amount of the event that has not been invoiced. Invoiced: The total amount that has been invoiced for the event. Amount: The total amount of the purchase order. Invoiced: The total amount of the PO for which you have issued invoices. Uninvoiced: The total amount of the PO for which you have not yet issued invoices Balance: The balance due on the purchase order. This is the total amount of the purchase order, less any payments made against the purchase order. Reference ID: The reference ID you entered when creating the Scope of Services. Paid: The total amount paid your client against the purchase order. Program: If the purchase order only contains one program; the name of the program will be displayed. SAP PO: An optional SAP PO number your client may have entered into Eved. Statuses Purchase Orders in Eved have two sets of statuses – a PO Status and Program Status. PO Statuses are: Draft: A Change Order has been created but has not yet been sent to the buyer. Purchase Order: A Purchase Order has been created on behalf of a supplier and sent, or a received Scope of Services has been flipped to a Purchase Order. The following sub-statuses will be used for the Purchase Order status. Purchase Order - Pending– The supplier has not accepted the purchase order. Purchase Order - Accepted– The supplier has accepted the purchase order or change order. Change Order – Request - The supplier has sent a change order to the buyer. Note: When a received Change Order Request is accepted by the buyer, the PO moves back to Purchase Order – Pending status and awaits the supplier’s approval. Change Order - Pending – The buyer has sent a change order that the supplier needs to approve. Note: When a received Change Order is accepted by the supplier, the PO moves back to Purchase Order – Accepted status. Change Order – Waiting Approval – The change order needs to go through the buyer’s internal approval process before they can go back out to the supplier. Note: When a received Change Order has successfully gone through the buyer’s internal approval process, the PO moves back to Purchase Order - Pending status and awaits the supplier’s approval Closed – The PO has been closed by the buyer. A final invoice can now be generated by the supplier. Closed POs have the following sub statuses: Closed – Uninvoiced – Invoices have not yet been issued that equal the total balance of the PO. Closed - Invoiced – Invoices have been issued for the total balance of the PO. Paid in Full – The purchase order is closed and invoices equal to the total balance of the PO are paid in full. Voided Cancelled Change Orders on Purchase Orders Sending Change Orders to Clients You can now send Change Orders to your client any time a PO needs to be revised for your program. From the PO Details page, click at the top of the page to revise your PO as needed. When you’re done updating the PO, click Save to save your changes and send the Change Order at a later time, or click Send to send the Change Order to your client. When your client receives the PO, they will be able to see exactly what changes you made as highlighted in green on their view of the PO. They will have the option to accept your changes, revise these changes, or revert the changes to the last version of the PO they approved. You will be alerted via email when your client has either revised the PO or accepted your changes. Viewing and Approving Change Orders from Clients Your client can also send you change orders at any time. You will receive an email each time your client sends you a new Change Order. From the PO Details page, click View Changes to view changes made to your purchase order. Line items that were changed will show as highlighted in green. If an item was deleted, it will be shown in italicized, strikethrough text. To view more detailed changes to the line item click to open the Edit Line Item Details window. From a Change Order, you will see the following in the Edit Line Item window… If an item is new, no additional changes will be highlighted. If the item was in the last version of the PO and has been changed, you’ll be able to see the exact fields updated by your supplier highlighted in green. Compare side by side the Original Pricing from the last accepted version of the PO and the new Change Order Pricing sent by your client. Choose to either Keep and edit Original pricing or Keep and edit Change Order pricing using the radio buttons on this window. When you’re done making changes, click Save to save your changes. With any change order you can choose to either: Accept all changes sent by your client by using the Accept All Changes button at the top of the Edit PO screen, and click Send at the bottom of the page to send your approval to your client. Make additional changes per line item as needed and click Send at the bottom of the page to send an updated PO to your client so they may view and accept your Change Order. Client Approvals Your client’s company now has the option to turn on internal approval levels for POs within their company’s Eved account. If a PO is pending approval from your client, when you click Request Change Order you will receive the following notification: Your client is approving the latest version of your purchase order at this time, so you will not be able to request a new change order until the current version is approved by your client. You will be notified via email when the PO is approved by your client’s company, which will allow you to request additional change orders as needed.

Permissions There is a permission in the programs section of the user roles called “Edit Category Reference IDs in POs.” Checking the box for this permission will allow any users in that role to edit Reference IDs. Viewing and Editing Category Reference IDs All users see a Category Ref ID section under the Category field and before the Cost Center field in the Add/Edit Line Item pop up window in Scopes & POs. If you do not have the “Edit Category Reference IDs in POs” permission, this will be a read only field displaying the Category Ref ID set for the selected category in their company’s admin settings. If you do have this permission, you will see this as an editable field. It will default to what is set in your company’s admin settings but you can change the entry and save it just for this line item in this scope or PO. The Category Reference ID field will show in the PO Details view, the Create/Edit PO view, and the PDF of the PO.

This feature will automatically stop POs from being sent to suppliers if their amount puts the overall program over budget. Admin users will be able to set a specific percent over budget at which POs will no longer be sent to suppliers under Admin > Purchase Order > Stop POs from Being Sent to the Supplier when Over Budget. The percent will default to 0% but can be any positive amount, including amounts over 100% (i.e. 150%, 200%, etc.) A negative amount cannot be entered into this field. The admin setting can be changed per Division as well. Initially all Division settings will default to the default %, but users can customize the % or turn off the feature per Division. If the member later edits the default %, only Divisions that have not been customized will be updated with the new default %. Once this admin setting is turned on, each time a PO is sent the site will check the amount against the current total amount of sent POs for the program and the program’s Revised Budget amount at the time of sending. If the amount of the PO to be sent puts the program over budget at or over the percent set up in admin, then the PO will not be sent to the supplier and the following will occur: The PO will move to a status of Purchase Order – Over Budget. If the PO is a Change Order received from a supplier, it will move to a status of Change Order – Over Budget. A new email will be sent to alert the Program Owner that the PO was not sent If an updated PO is being sent out, and the overall dollar amount of the PO is less than it was the last time it was sent, the PO will be sent out, and the total amount of POs sent will be reduced. If either a PO is reduced, a program budget is increased, or the admin PO Over Budget field is modified, then the system will need to check to see if there are any POs waiting to be sent out. If there are POs waiting to be sent out, the amount will then be compared to the available program budget to determine if it can be sent out. If the PO will still be over the allowed program budget, the PO will not be sent out. If there are several POs that were stopped from being sent, then next time they are looked at to determine if they can be sent, it will be in the order that the PO was completed. So the first PO completed and stopped will be looked at first. If the amount of the PO still is over budget, it will be stopped and another email will be sent out. The next stopped PO in the list will be examined until all stopped POs have been processed again.

Change Orders on Purchase Orders Viewing and Approving Change Orders Suppliers can send Change Orders for purchase orders as your program changes in the time between the Scope of Services and the final PO Invoice in Eved. You will receive an email each time your supplier sends you a new Change Order. From the PO Details page, click Edit PO to view changes made to your purchase order. Line items that were changed by your supplier will be highlighted in green. If an item was deleted, it will be shown in italicized, strikethrough text. To view more detailed changes to the line item click to open the Edit Line Item Details window. From a Change Order, you will see the following in the Edit Line Item window… If an item is new, no additional changes will be highlighted. If the item was in the last version of the PO and has been changed, you’ll be able to see the exact fields updated by your supplier highlighted in green. Compare side by side the Original Pricing from the last accepted version of the PO and the new Change Order Pricing sent by your supplier. Choose to either Keep and edit Original pricing or Keep and edit Change Order pricing using the radio buttons on this window. When you’re done making changes, click Save to save your changes. With any change order you can choose to either: Accept all changes sent by your supplier by using the Accept All Changes button at the top of the Edit PO screen, and click Send at the bottom of the page to send your approval to your supplier. Make additional changes per line item as needed and click Send at the bottom of the page to send an updated PO to your supplier so they may view and accept your Change Order. Sending Change Orders to Suppliers You can also send your own change order to a supplier at any time from your PO by clicking Edit PO, making changes as needed, and clicking Send at the bottom of the PO Details page to send the Change Order to your supplier. They will also be able to view your changes, see additional details in the Edit Line Item window, and accept or make additional change to your Change Order.

Change Orders on Purchase Orders Sending Change Orders to Clients You can send Change Orders to your client any time a PO needs to be revised for your program. From the PO Details page, click at the top of the page to revise your PO as needed. When you’re done updating the PO, click Save to save your changes and send the Change Order at a later time, or click Send to send the Change Order to your client. When your client receives the PO, they will be able to see exactly what changes you made as highlighted in green on their view of the PO. They will have the option to accept your changes, revise these changes, or revert the changes to the last version of the PO they approved.You will be alerted via email when your client has either revised the PO or accepted your changes. Viewing and Approving Change Orders from Clients Your client can also send you change orders at any time. You will receive an email each time your client sends you a new change order. From the PO Details page, click View Changes to view changes made to your purchase order. Line items that were changed will show as highlighted in green. If an item was deleted, it will be shown in italicized, strike-through text. To view more detailed changes to the line item click to open the Edit Line Item Details window. From a Change Order, you will see the following in the Edit Line Item window: If an item is new, no additional changes will be highlighted. If the item was in the last version of the PO and has been changed, you’ll be able to see the exact fields updated by your supplier highlighted in green. Compare side by side the Original Pricing from the last accepted version of the PO and the new Change Order Pricing sent by your client. Choose to either Keep and edit Original pricing or Keep and edit Change Order pricing using the radio buttons on this window. When you’re done making changes, click Save to save your changes. With any change order you can choose to either: Accept all changes sent by your client by using the Accept All Changes button at the top of the Edit PO screen, and click Send at the bottom of the page to send your approval to your client. Make additional changes per line item as needed and click Send at the bottom of the page to send an updated PO to your client so they may view and accept your Change Order. Client Approvals Your client’s company has the option to turn on internal approval levels for POs within their company’s Eved account. If a PO is pending approval from your client, when you click Request Change Order you will receive the following notification: Your client is approving the latest version of your purchase order at this time, so you will not be able to request a new change order until the current version is approved by your client. You will be notified via email when the PO is approved by your client’s company, which will allow you to request additional change orders as needed.

Eved has added the option for users to add an ad hoc approver into the approval flow for a PO or Invoice. This is meant to simplify one off situations where non-standard users may need to approve without over complicating the standard approval flow in Eved. Permissions A new permission is now available in the Programs section of the user roles menu. Turning on the “Add Approvers to Approval Flow” will enable all users in that role see a new Approve and Add Another Approver button in their PO and Invoice Details view. Adding a New Approver To add a new approver into the flow, click the Add Another Approver button in the PO or Invoice Details view. Then enter in a single email address of the approver to be added. This new approver can be a user in Eved or a user not in Eved, and will be “next in line” to approve that PO or Invoice. After the added user approves, the PO or invoice goes back into the normal approval flow where it last left off. The user adding an approver to the flow must be the user that is next in line to approve. If you have already approved the PO or Invoice, you will need the user that has the “Approval” action in their queue to add the new approver.

To create a new Program in Eved, navigate to Programs > Programs and click the button. This will open up the Program Creation workflow, which will contain the following steps: 1.Step 1 – Program Information: In this step, you’ll fill out the basic information for your program. Fields will be denoted as required or optional based on your company's settings. Fields may include a drop down menu, or you may be required to fill in the information on your own. 2.Step 2 – Build Agenda: The program agenda will consist of events. This step allows you to quickly and easily add those events to your program. Eved will automatically create the first event for the program by pre-populating it with the information entered in Step 1. You can edit this existing event and/or add additional events to build out an agenda for the program. This agenda will carry over to RFPs, POs and Invoices for the program. Click Add Event at the top of the page to add an additional event to your agenda. To add optional detailed Venue information, click Add Venue from the Create Event screen and enter the following fields: Event Name (required): This is the name of your event within the Program you built. This will default to the Program Name when you are creating your event, but you can edit this field as you’d like. Event Description (required): This will be blank by default, you can edit this field as you’d like. Event Start & End Date (required): This will default to the Program Start & End Date when you are creating your event, but you can edit this field as you’d like. Event Start & End Time (optional) Event Budget (optional): This will default to the Program Budget when you are creating your event, but you can edit this field as you’d like. Choose whether or not you’d like to share the budget with your supplier. Add Venue (optional): Enter in a venue name, address, room and contact information for this event. Click Save to add the new event and venue information. From the Build Agenda of Events view, check the box next to an event to activate the Edit Event and Delete Event buttons. You may only edit or delete one event at a time. Agendas can be exported to a PDF or Word document by clicking the Export button at the top of the page during Step 2. Clicking the Share button at the top of the page will allow you to send a PDF to any number of email addresses along with a custom note. 3. Step 3 –Budget: This section includes the Original Budget and Revised Budget fields. If your company requires a Detailed Category Budget, use the Category Budget section to allocate the budget entered across categories using the Category drop down menu. The budget can be allocated by Total Amount or Percent. Select a category or sub-category from the drop down menu, then enter the allocation amount or percentage accordingly, repeating the process until the budget has been allocated at 100% across categories. Then save your changes and move to the next step. If Cost Centers have been set up within your company, you will see a separate configuration in this step. If so, you have the option to allocate budget across Cost Centers. Allocation Types Using the Allocation Type radio buttons at the top of the page, you can allocate your Revised Program Budget across Cost Centers two ways: By Percentage: Using the percentage column, enter in the percentage amount to allocate to that Cost Center. The dollar amount column will automatically populate based on that percentage. If you update your Revised Program Budget field in the future, the allocation dollar amounts will automatically update for each Cost Center based on the percentage entered in the Cost Centers tab. By Total Amount: Using the total amount column, enter in the dollar amount to allocate to that Partner. The percentage column will automatically calculate based on the dollar amount you entered. If the Revised Program Budget field is updated, the allocation dollar amounts will stay the same but the percentages will be recalculated accordingly. Your Revised Program Budget must be allocated at exactly 100% across Cost Centers. Note: Your ability to fill out this section will be based on your financial permissions within Eved. 4.Step 4 – View Dashboard: This will route you to your new Program Dashboard. Throughout the Program creation process, the step currently in progress will automatically save every 15 minutes. You can also manually save your progress by using the Save buttons at any time.

Eved for Event Planners Template Settings The Template Settings tab is where you can set up how invoices your company sends to clients will appear in Eved. You can customize the following sections: Logo Upload the company logo you’d like shown on invoices. Program Settings There are several checkboxes under the Program Settings section that allows you to customize how your invoices and programs will appear to your client. The following options are available. Units - Check this box to include a Units field in your programs in order to calculate costs for products and services that are billed by the hour such as staffing or transportation services. If you do not check this box, you will only have a Quantity field when adding line items to your proposal or invoice in Eved for Event Planners. Images - Check this box to display product images on the invoice generated from your Eved for Event Planners programs. If you do not check this box, when proposals are accepted by your client and become invoices, product images will no longer be displayed in the interactive view of your program. Agenda of Services - Check this box to display an Agenda of Services on the proposal. If you turn this feature on, both the interactive view and the PDF version of your program will include a top line summary of your program and a program schedule just before Details & Costs. Credit Card Fee - Check this box to apply a credit card fee on the total program invoice. Enter the credit card percentage to be charged. Default Terms & Conditions Upload the Terms & Conditions document that will be attached to each proposal sent through Eved. Add an optional Payment Message that will display when your client is making a payment online through Eved and accepting your Terms & Conditions. It will appear in the Payment Terms section of the Make a Payment screen.

The Allocate VAT on Upload Invoice setting will allow users, depending on their Eved solution and setup, to allocate a VAT amount when uploading an invoice. To enable this setting, navigate to the "Admin > Company Settings > Invoices" card and click Configure. Select the Allocate VAT on Upload Invoice checkbox. When the setting is selected, or enabled, a VAT field will appear below the Invoice Amount (including VAT) field on the "Budget & Approval" tab. The setting will be deselected, or disabled, by default.

At the “Send Invoice & AP File” pop-up, users can attach additional supporting documents to be sent with the “AP File & Funding Invoice” email, beyond the documents that are automatically attached based on the user’s payment-run configuration. To attach additional supporting documents, click the Add File button under the "Additional Documentation" section. You can then select the documents from your computer and upload them. After uploading, the documents will display below the Add File button.

HOW CAN I CREATE AN EVED INVOICE? Typically, a buyer (client) will create an invoice on behalf of the supplier. However, you have the ability to raise an invoice from an existing Purchase Order in Eved. To create a new invoice: Navigate to Programs. Click on the POs link. Click the checkbox next to the Purchase Order that an invoice needs to be created against. The Create Invoice button will be displayed. Click the Create Invoice button located above the list of purchase orders. Clicking the Create Invoice button will have one of two outcomes. You will be directed to the Create Invoice page. Here you will be able to enter the Invoice Amount and the Due Date. If you want to attach a backup invoice, enter your own invoice number, and/or select a payment type, click the Plus Sign to expand the row to enter the information. Next, click the Submit button at the bottom of the page once the appropriate fields have been populated. The second scenario you may experience is you may receive one of several different notifications depending on the purchase order selected. The notification displayed below is just one example. Notes: If the PO has been cancelled, you will not be able to create an invoice. If the PO has been invoiced in full, you will not be able to create an invoice. If you have not entered your tax information, you will need to enter that before you can create an invoice.

The Hold Over Budget POs Setting will allow users, depending on their Eved solution and setup, to stop an invoice from being submitted if it will cause the program to go over budget. To enable this setting, navigate to the “Admin > Company Settings > Purchase Orders” card and click Configure. Select one of the four radio buttons for the Hold Over Budget POs Setting. % - This option allows you to enter a percentage with up to two decimal points that the invoice cannot exceed. For example, if 5.00% is entered, then any invoice that goes above 5.00% of the budget will be held, until the budget is increased or one or more invoices are decreased to push the budget below the threshold. Users are able to go over 100% but not under or as a negative number. $ - This option allows you to enter a dollar amount with up to two decimal points that the invoice cannot exceed. There will be no maximum cap on the amount that can be entered and no negative amounts will be allowed. This option is currently only available in USD. Highest of % or $ - This option allows you to enter both a $ and a % number to see if the invoice is over budget based on the highest of the % calculation or $ amount over budget. Lowest of % or $ - This option allows you to enter both a $ and a % number to see if the invoice is over budget based on the lowest of the % calculation or $ amount over budget. When the setting is selected, or enabled, the “Invoice Over Budget” pop-up will appear when users try to submit an invoice that puts the program over budget. The setting will be deselected, or disabled, by default.

When users upload an invoice, depending on their Eved solution and setup, The Cost Center ID drop-down under the "Cost Center Allocation" section on the "Budget & Approval" tab will only display the cost centers associated with the program on the invoice. If the program uses one cost center, it will automatically select and add the cost center with 100% allocation when uploading the invoice. If the program uses multiple cost centers, it will automatically select all the cost centers and users can remove the cost centers that are not needed.

Business Units & Cost Centers The Business Unit feature allows you to allocate your program budget across internal business units. The Cost Centers feature allows you to allocate your program budget across internal cost centers. Admin Setup for Business Units To turn on Business Units, users with admin permissions should navigate to Admin > Company Settings > Business Units and Cost Centers > Configure and check the box next to Business Units. Under the Business Units section, enter as many Business Units as you would like by clicking Add BU and entering in a Business Unit Name. Only the Business Unit name is required. The Business Unit will automatically save. Admin Setup for Cost Centers To turn on Cost Centers, users with admin permissions should navigate to Admin > Company Settings > Business Units and Cost Centers > Configure and check the box next to Cost Centers. Under the Cost Centers section, enter as many Cost Centers as you would like by entering in a Cost Center ID and Name. Both fields are required. Click Add CC to add additional cost centers. The Cost Center will automatically save. *Note: If you have a hierarchy of Business Units and Cost Centers that you would like to maintain in Eved, please contact your Eved Representative to discuss using the “Paired Business Unit and Cost Center” functionality. Paired Business Unit and Cost Centers must be configured and maintained by the Eved technical team. Editing Business Units and Cost Centers To edit a Business Unit or Cost Center you added, click the Pencil icon and type into the fields. To remove a Business Unit or Cost Center you added, click the Trash icon. When you remove a Business Unit or Cost Center, it will not automatically be deleted from any existing program where it was selected. It will not be available to add as a Business Unit or Cost Center in new programs. Create Program - Business Units and Cost Center Step Once Business Units and Cost Centers have been set up, you will have a Business Unit Allocation and Cost Center Allocation section in each program under Step 3 – Budget. To add a Business Unit or Cost Center to a Program, use the Business Unit and Cost Center ID drop down menu to select the Business Unit or Cost Center and click Add. Allocation Types Using the Allocation Type radio buttons at the top of the page, you can allocate your Revised Program Budget across Business Units and Cost Centers two ways: By Percentage: Using the percentage column, enter in the percentage amount to allocate to that Business Unit or Cost Center. The dollar amount column will automatically populate based on that percentage. If you update your Revised Program Budget field in the future, the allocation dollar amounts will automatically update for each Business Units and Cost Center based on the percentage entered in the Business Units and Cost Centers sections. By Total Amount: Using the total amount column, enter in the dollar amount to allocate to that Business Unit or Cost Center. The percentage column will automatically calculate based on the dollar amount you entered. If the Revised Program Budget field is updated, the allocation dollar amounts will stay the same but the percentages will be recalculated accordingly. Your Revised Program Budget must be allocated at exactly 100% across Business Units and Cost Centers.

You have the option to require that your users enter a detailed budget as needed for your company in Step 3 – Cost Centers & Budget in the new Create Program process. Users will also be able to designate a separate VAT/GST budget to account for these amounts in the event that they are being reclaimed and are not part of the overall budget. Admins will be able to turn on the requirement to have users build detailed budgets in programs under Admin > Settings > Budgets. On this page will be the following settings options: Require Users to Enter a Detailed Category Budget: Checking this box will require all users to enter detailed budgets by category when creating a program. If a Detailed Category Budget is required, when users create programs they will use the Category Budget section in Step 3 – Cost Centers & Budget to allocate the budget entered across categories using the Category drop down menu. The budget can be allocated by Total Amount or Percent. The user will select a category or sub-category from the drop down menu and then enter the allocation amount or percentage accordingly, repeating the process until the budget has been allocated at 100% across categories and they can then save their changes and move to the next step. VAT/GST is Separate from the Program Budget: Checking this box will add an additional budget line item for VAT/GST estimations. This VAT/GST line item will not be included in calculating the Revised Budget field or in comparing POs and Invoices raised against the program budget. If VAT/GST is Separate from Program Budget, when the users create programs they will use the VAT Budget section in Step 3 – Cost Centers & Budget to estimate the VAT/GST for the program. They can enter it as a Total Amount or Percentage of the budget. The settings on this section, combined with the settings for Cost Centers, will affect how Step 3 – Cost Centers & Budget will appear for users in the new Create Program process.

Partner Funding The Partner Funding feature allows users to track budget spend with partners who are contributing financially to your event within your existing Eved for Corporate programs. Admin Setup To turn on Partner Funding, users with admin permissions should navigate to Admin > Settings and check the box next to Partners. This will create a new Partners tab on the admin Settings page. From the Partners tab, enter as many partners as you would like by adding a Partner Name, Contact Name, Phone Number, and Email. Partner Name is the only field required to add a partner. To add additional partners, click Add Another Partner. Click Save when you are done to save the partner information you have added. To edit a Partner you added, type into the fields and click Save to save your changes. To remove a partner you added, click Remove. When you remove a partner, they will not automatically be deleted from any existing program where it was selected as a partner. They will not be available to add as a partner in new programs. Partner Funding Step in Create Program Once Partners are set up in your account, each Program will have a new Step 4 – Partner Funding step in the Create Program process. To add a Partner to your program, use the Partner Name drop down menu to select the partner and click Add. Once all of your Partners have been added, you’ll be able to use the Allocation columns to allocate the current Revised Program Budget across your partners. Allocation Types You can allocate your Revised Program Budget across Partners two ways: By Percentage: Using the percentage column, enter in the percentage amount to allocate to that Partner. The dollar amount column will automatically populate based on that percentage. If you update your Revised Program Budget field in the future, the allocation dollar amounts will automatically update for each partner based on the percentage entered in the Partners tab. By Total Amount: Using the total amount column, enter in the dollar amount to allocate to that Partner. The percentage column will automatically calculate based on the dollar amount you entered. If the Revised Program Budget field is updated, the allocation dollar amounts will stay the same but the percentages will be recalculated accordingly. You are not required to allocate your program budget at exactly 100% for Partners in Eved.

Creating and Managing Programs Create a New Program All RFPs in Eved must be associated with a Program, so you need to create your program before creating your RFP. Navigate to Programs > Programs and click to begin this process. Note: If you have clicked the Create RFP button but have not yet created a program yet, you can click Create Program from the Create RFP screen to begin this process but none of the information you entered into the RFP will not be saved. The following steps will be included: 1. Step 1 – Program Information: In this step, you’ll fill out the following fields: Program ID, MSP ID and Reference ID (optional): Enter an internal company reference number for tracking purposes. Program Start Date and End Date (required): There are three ways to enter program dates in Eved - o Select Date: This option allows you to pick a specific start and end date. o TBD: This option allows you to simply set a To Be Determined date. o Other: This option is an open field where you can enter non-specific time description, i.e. “Spring 2014” All required fields on Step 1 must be filled before any of the other steps can be accessed. If the user tries to click on another step before they have filled out all required fields, they will get a pop up message that says: “Please fill out all required fields in Step 1 before moving on to another step in the Create Program process.” 2. Step 2 – Build Agenda: Users can add events quickly and easily via this step. Eved will automatically create the first event for the program by pre-populating it with the information entered in Step 1. Users can then edit the existing event and/or add additional events to build out an agenda for the program which will carry over to RFPs, POs and Invoices for the program. Click Add Event at the top of the page to add an additional event to your agenda. To add optional detailed Venue information, click Add Venue from the Create Event screen and enter the following fields: Event Name (required): This is the name of your event within the Program you built. This will default to the Program Name when you are creating your event, but you can edit this field as you’d like. Event Description (required): This will be blank by default, you can edit this field as you’d like. Event Start & End Date (required): This will default to the Program Start & End Date when you are creating your event, but you can edit this field as you’d like. Event Start & End Time (optional) Event Budget (optional): This will default to the Program Budget when you are creating your event, but you can edit this field as you’d like. Choose whether or not you’d like to share the budget with your supplier. Add Venue (optional): Enter in a venue name, address, room and contact information for this event. Click Save to add the new event and venue information. From the Build Agenda of Events view, check the box next to an event to activate the Edit Event and Delete Event buttons. You may only edit or delete one event at a time. 3. Step 3 –Budget: This section will include the Original Budget and Revised Budget fields. If a Detailed Category Budget is required, when users create programs they will use the Category Budget section to allocate the budget entered across categories using the Category drop down menu. The budget can be allocated by Total Amount or Percent. The user will select a category or sub-category from the drop down menu and then enter the allocation amount or percentage accordingly, repeating the process until the budget has been allocated at 100% across categories and they can then save their changes and move to the next step. 4. Step 4 – View Dashboard: This will take the user back to the new Program Dashboard. As users are creating a program for the first time, the step they are in will automatically save every 15 minutes. Users will be able to see this with a “Draft saved automatically at [time]” by the Save button in the page. Users can still use the Save buttons throughout the Create Program process to manually save their changes. If a user does not have the Create Program permission, when they click into the Program Details from the dashboard they can access all steps but Step 1 will be in Read Only view and the user will not be able to edit any of the fields. The user will be able to make changes in all other steps. Program Dashboard The Program Dashboard includes the basic program information, helpful widgets, and an easy access program menu at the top left of the page. Clicking on the program menu expander will open the program navigation and allow you to quickly move to areas within which you need to work. The following links will be available: Program Dashboard Program Details File Cabinet: This includes a visual indicator of how many files are in the File Cabinet. Team RFPs: This includes a visual indicator of how many RFPs have been sent for this program. Purchase Orders*: This includes a visual indicator of how many POs have been sent for this program. Invoices*: This includes a visual indicator of how many invoices have been received for this program. Expenses*: This will only be displayed if Expenses are turned on in the admin settings. Supplier Reviews: This will only be displayed once at least one supplier has been awarded an RFP. Reconcile* The dashboard will have the following action buttons at the top: Edit Program: This will take the user into the Edit Program process steps. Create RFP: This will take the user into the Create RFP page and will allow them to create a new RFP for this program. The dashboard will also include the following widgets: Program Overview: This section includes the Eved Program Number, Prepared On date, Program Owner and Program Description. Program Details: This section will display the following information, provided the field has been filled out when creating or editing the program: o Program Location o Program Start and End Dates o Program Fiscal Year o Original Budget o Revised Budget o Program ID o Reference ID o MSP ID o ERP PO Number o Whether or not the program is Restricted Reconcile*: This section will provide a snapshot of the information on the Reconcile tab, including the Revised Budget, total approved POs raised, total Invoices received and approved, and total Payments made to date. Action Required*: This section will display various actions that need to be taken in this program. It will include the following columns: o Action Required: What kind of action needs to be taken. These actions include… Approval for Scopes of Services, POs or Invoices. Payment for Invoices o What: The document type that requires action via the Eved Scope, PO or Invoice #. This column will be a clickable link to the specific document that requires action to be taken. o Supplier: The name of the supplier associated with the document type, which links to their supplier profile in Eved, will be displayed. o Received: The date the user was notified that they have action to take. Recent Updates: The section will show a listing of the last few changes (up to 50) that were made in the system for this program. It will include the following columns: o Update: The type of update that was completed. This column will link directly to the area in Eved where the update occurred. These updates may include… Change Order Accepted: The supplier accepted a CO from the buyer. ? Change Order Approved: A CO request sent from a supplier is accepted by the buyer. Change Order Requested: The supplier sent a CO request to the buyer. Change Order Sent: A CO has been created by the buyer, approved at all levels and sent to the supplier. Expense Created File Added - Program File Added – RFP: Someone at your company has uploaded a document to the RFP File Cabinet. If the supplier adds a file to an RFP it will show as an RFP Reply Received. File Added – PO File Added – SOS: Files added to the Scope of Services (SOS.) Invoice Issued Invoice Approved Note Received Note Sent Payment Posted Payment Processed PO Created: The PO has been created by the buyer and sent to the supplier. PO Created from SOS: A Scope of Services built by the supplier has been flipped to a PO by the buyer. PO Approved: The PO has been approved at all levels and is being sent back to the supplier. PO Rejected: The PO has been rejected at an approval level and was not sent to the supplier. PO Accepted: The PO has been rejected by the supplier. RFP Awarded RFP Cancelled RFP Created RFP Declined RFP Updated RFP Reply Received RFP Response Sent Scope of Services Received Scope of Services Updated T&C Accepted - when the buyer or supplier accepts T&Cs uploaded to the scope or PO, if the supplier accepted it we'll show the company name in the supplier column, if the buyer accepted it, it will be blank o Supplier: The name of the supplier that is associated with the document, which links to their supplier profile in Eved, will be displayed if applicable. If multiple suppliers are associated with the update, then "Multiple" will be displayed in the Supplier column. If no supplier is associated with the update "None" will be displayed. o Date: The date that the update was made. Program Suppliers*: This section will show the Supplier Company Name, Logo, EO#, and Primary Contact name, phone number and email address for suppliers who were awarded an RFP on this program and/or have received one or more POs. The Company Name will be a link that takes the user to the supplier’s Company Profile. Company Collaborators*: This section will list all the users added to the Team tab for this program. Like the Team tab, it will display the user’s photo, name, title, email address and phone number. It also includes a See the Whole Team link that will take the user directly to the Team tab. Manage and Search Existing Programs If you or another user at your company has already created the Program your RFP relates to, you can search the My Programs list to find the program. You can search by Status, Program Number, Program ID, Reference ID, Start Date, End Date, Location, Program Owner, or Client Name. Click the Edit icon to enter the Program Information page to edit an existing Program or click Create RFP to begin your RFP process. Additionally, you can click the Create RFP button from this screen and select an existing Program to associate your new RFP from that page. Program Statuses The following Program Statuses are available to all buyers: Draft: A program that does not currently have any sent RFPs. RFP: At least one RFP has been sent to suppliers for this program. Awarded: For each RFP for this program has awarded the business to at least one supplier. In addition to the statuses above the following Program Statuses can also be seen: Scoped: At least one Scope of Services has been received for this program. Purchase Order: At least one Purchase order has been received or created for this program. Invoiced: At least one Invoice has been received or created for this program. Reconciled: All Reconcile steps in the Reconcile tab have been marked as Complete. Closed: All Closed steps in the Reconcile tab have been marked as Complete and the program end date has passed. Note: If all Closed steps have been completed in the Reconcile tab but the program end date has not yet passed, then the status will remain as Reconciled until the program end date has passed. Cancelled: The program has been cancelled. Note: Currently there is no ability to cancel programs in Eved. This will be completed with a future enhancement that will make this status active. Program Search Table To search all programs in Eved, navigate to Programs > Programs and search via the following fields: Program Status Program Name Program ID Program Start Date Program End Date Location Program Owner Client Name Click to search via the following additional fields: ? Closed Date ? Collaborators ? Cost Center ID ? Cost Center Name ? Created Date ? Currency ? Discount ? End Date ? ERP PO Number ? Event ID ? Expenses ? MSP ID ? Partner Funding ? Partner Funding Name ? POs Less VAT/GST ? Program Budget ? Program Number ? Reconciled Date ? Reference ID ? Restricted ? Revised Budget ? SAP PO