RFP 2026-02 Appendix G - eVA Quote Retrieval Punchout Overview.docx

Administrative Appendix G - eVA Quote Retrieval Punchout Functionality

Objective

The purpose of this document is to provide potential suppliers with an overview of the eVA Quote Retrieval Punchout functionality to facilitate suppliers’ understanding of the set-up process should any resulting contract be awarded.

The eVA Quote Retrieval Punchout functionality provides buyers with the ability to retrieve a supplier-generated quote directly from the supplier's website into Ivalua/eVA. Unlike a standard punchout catalog, the user is not selecting products from a searchable online catalog. Instead, the supplier prepares the quote outside of Ivalua, and the user retrieves that specific quote through the punchout connection.

The returned quote is converted into a shopping cart within Ivalua/eVA where the normal approval and purchase order process continues.

This type of implementation is commonly used for suppliers that provide configured, custom, or highly specialized products, where pricing is established through a sales representative rather than a live catalog. Examples include office furniture, laboratory equipment, technology solutions, industrial equipment, and custom manufacturing.

The punchout streamlines procurement by eliminating manual re-entry of quote details while preserving negotiated pricing and ensuring the purchase follows the organization's standard approval and purchase order processes.

Functional Requirements

1. Punchout Authentication The supplier shall support cXML PunchOut Setup Request authentication using credentials provided by eVA/Ivalua, including:

· Buyer Identity

· Shared Secret

· PunchOut URL endpoint

· Network ID (if applicable)

The supplier must establish a secure HTTPS connection.

2. Quote Retrieval Upon launching the punchout:

· The user shall be directed to the supplier's quote retrieval page.

· The supplier shall allow the user to locate an existing quote using one or more methods, such as:

· Quote Number

· Email Address

· Saved Quotes

· Project Number

3. Quote Validation The supplier shall validate that:

· the quote exists,

· the quote is active,

· pricing is current,

· items are available.

If a quote cannot be retrieved, the supplier shall provide an informative error message to the user.

4. Cart Transfer Once the quote is selected, the supplier shall return the quote to Ivalua/eVA using the standard cXML PunchOutOrderMessage.

Each returned line shall include, at a minimum, the information required to be on a quote as outlined in Exhibit A: Requirements.

5. Shopping Cart Creation Upon return:

· Ivalua/eVA shall create a requisition shopping cart containing all quoted items.

· Users may continue through the standard approval workflow.

· Users shall not modify supplier-controlled pricing and line item details.

6. Purchase Order Processing Following approvals:

· eVA/Ivalua shall generate a Purchase Order.

· The supplier should reference the original quote number during order fulfillment.

· Pricing on the Purchase Order should match the retrieved quote.

Technical Requirements The supplier shall support:

· cXML PunchOut Setup Request

· cXML PunchOutOrderMessage

· HTTPS TLS 1.2 or higher

· UTF-8 encoding

· Standard HTTP redirects

Quote Management Requirements The supplier shall:

· Maintain quotes for an agreed retention period.

· Clearly identify quote expiration dates.

· Prevent retrieval of expired quotes unless business rules allow.

· Allow updated quotes to replace previous versions where appropriate.

Security Requirements The supplier shall:

· Encrypt all communications using HTTPS.

· Authenticate punchout requests.

· Prevent unauthorized access to customer quotes.

· Ensure users only retrieve quotes for their authorized accounts.

User Experience Requirements The punchout should require minimal user interaction:

1. Launch PunchOut from eVA/Ivalua.

2. Locate quote.

3. Review quote.

4. Return quote to eVA.

5. Submit requisition.

The experience should resemble retrieving a saved shopping cart rather than browsing a product catalog.

Supplier Responsibilities The supplier is responsible for:

· Hosting the punchout site.

· Maintaining quote data.

· Supporting cXML integration.

· Returning valid cart data.

· Maintaining pricing accuracy.

· Supporting production and test environments.

Commonwealth Responsibilities The Commonwealth will:

· Provide PunchOut credentials.

· Test connectivity.

· Validate returned shopping cart data.

· Configure approval routing and purchase order generation.

Additional Business Considerations

· Quotes are created outside of eVA/Ivalua by the supplier or supplier representative.

· Users do not browse products within the punchout session.

· The punchout exists solely to retrieve an existing supplier quote.

· All purchasing approvals continue through the standard eVA/Ivalua workflow.

· The resulting Purchase Order serves as the official authorization to fulfill the order.

Additional information is available at https://eva.virginia.gov/supplier-training-materials.html