BEN Helps

1
BEN Helps P2PPROCURE-TO-PAYPresentsThe
Procure to Pay Life Cycle
2
Table of Contents

• Purchase Orders Creation Process 4
• Managing Invoice Holds..... 9
• Receipts 28
• Purchase Orders Final Close Process 41
• Navigation/ On-line Inquiries .. 46
• Encumbrances .. 56
• Reporting Tools . 61
• Online Resources . 65

3
PURCHASE ORDERS
CREATION PROCESS
4
Purchase Orders Creation Process
P2P

• Purchase Orders should be created via the Penn
  Marketplace by clicking on
• The marketplace houses the most commonly required
  products and services from University contract
  and preferred suppliers.
• For items not available in the Penn Marketplace,
  click on to create a
  purchase requisition. Item details such as item
  , description and price should be obtained from
  the supplier prior to creating this type of
  request to reduce invoice exceptions.

P2P HELPFUL TIPS TOOLS
P2P
5
Purchase Orders Creation Process continued
P2P

• Creating Non-Catalog Requisitions
• From a Quote
• In addition to providing the quote in the item
  description, include specific item details.
  e.g.. Dell Computer, model ABC123.
• For items requiring property management data
  entered
• It has been previously communicated that users
  should not create requisitions with 8 or more
  lines requiring property management data. It will
  result in a problem submitting the requisition.
• To reduce the chance of this problem occurring,
  it is recommended to list larger items separately
  as individual line items and group smaller items
  together .
• P2P HELPFUL TIPS TOOLS

P2P
6
Purchase Orders Creation Process continued
P2P

• Service/ Maintenance Purchase Orders
• Use Item Type Services/ Maintenance
• Quantity Total dollar amount of the PO
• Rate Per Unit 1
• Remember
• To avoid exceptions and problems with invoices
  being matched incorrectly, a requisition should
  be created via the Penn Marketplace for suppliers
  that are a contract supplier . e.g. Fisher
  Scientific, Office Depot, etc.

P2P
P2P HELPFUL TIPS TOOLS
7
For More Info

• Purchasing
• http//www.purchasing.upenn.edu/buyinfo/guide/
• Overview of the purchasing process for newly
  appointed faculty and staff.
• Overview of the University's authorized buying
  methods for equipment, supplies and services from
  external suppliers
• University procurement and disbursement policies,
  guidelines, and ethical business practices
  faculty and staff are required to follow when
  making a purchase from an external supplier.
• Buying tips, resources and related information
  for authorized BEN Buys system users and credit
  card cardholders.
• Information related to suppliers that provide the
  products and services required by the University.
  
• Financial Training
• http//www.finance.upenn.edu/ftd/documentation.sht
  mlbuy

8
MANAGING INVOICE HOLDS
9
How do I manage an invoice on hold?

• Seven Easy Steps for
• Managing Holds
• Click on URL sent via e-mail.
• Log-on to MarkView.
• Click on the i and ? icons.
• Decide To pay or not to pay?
• Place PO Creator Approved stamp (pay) or Hold
  Resolved sticky note (dont pay w/full
  explanation).
• Click Save to affix the stamp to the image and
  transition document to next stage.
• Click on Refresh or close window.

If an invoice is on Qty Ord or Max Ship hold and
OK to pay
Received an Oracle Alert from apsup_at_pobox.upenn.ed
u?
Ask yourself Should invoice be PAID?
If invoice should be CANCELLED
10
Viewing the Working Folder
Steps 1 2- Click on the URL and Log into
MarkView to your working folder
Step 3-
Click on the ? icon to view the hold details
OR Click on the i icon to view the invoice image
11
Invoice Detail ScreenStep 3 Continued
By clicking on the
Get more detail on your specific hold
What hold(s) the invoice is on
Details on HOW to manage hold(s)
Details of the specific line on the PO which the
invoice was matched against in turn created the
hold.
PO Line 1- PO Amt 330 vs. Invoice Amt 495
12
View the Invoice ImageStep 3 Continued
By clicking on the
13
Compare Invoice to PO LinesStep 3 Continued
Qty on PO and Inv okay PO price and Inv price-
Different Max Ship Amount

Max Ship variance was caused because the invoice
price is higher than the PO price
14
Managing Holds
Step 4- Decide if the invoice is okay to pay

• WHY is the invoice ON HOLD?
• An invoice can be on hold for one or more of the
  following reasons
• Quantity Ordered Hold QTY ORD
• The quantity invoiced for a PO line exceeds the
  10 tolerance of the quantity ordered on the PO
• Maximum Shipment Hold MAX SHIPMENT AMOUNT
• The invoice line total (Qty x Price) is greater
  than the PO total (Qty x Price) by 25
• Invoice Buckslip Hold
• Additional information is being requested by
  Accounts Payable. A response should be submitted
  via Hold Resolved stamp with a resolution
• Quantity Receipt Hold QTY REC
• Total quantity BILLED exceeds the Total quantity
  receipted for the PO line on any purchase order
  with a total greater than 5K or marked as
  receipt required

15
Managing HoldsStep 4- continued

• After reviewing the hold reason, invoice and
  purchase order line, is the invoice
• okay to pay?
• YES-
• Apply the PO Creator Approved stamp to release
  one or all of these holds
• Qty Ordered
• Max Ship Amount
• NO-
• Apply the Holds Resolved stamp include a note
  of why invoice should be canceled
• Not sure yet -
• In dispute with supplier? You can apply the
  Blue sticky.
• Add a note Currently in dispute with supplier.
  Awaiting resolution.
• This sticky note is For View Only Does NOT
  transition document to Accounts Payable.
• Once the supplier responds and an agreement is
  made, proceed with actions to pay or cancel the
  invoice.

16
Using Markups Stamps
These markups are used for notations ONLY- Note
to self ONLY. They DO NOT transition the
document
Step 5- Approve or Cancel

• Arrow- De-select active mark-up tool
• Yellow Highlighter icon- Highlights the specified
  region
• Blue Sticky Note- Enter information that will be
  for VIEW ONLY
• Red Arrow icon- draws attention to information on
  the invoice
• Green text- Applies green bold text to image
• Holds Resolved Stamp- When applied, indicates
  with appropriate note that invoice should NOT
  be paid
• PO Creator Approved Stamp- When applied,
  indicates your approval to PAY this invoice

The ONLY stamp that transitions a document to AP
http//www.finance.upenn.edu/ftd/documentation/mar
kpo.doc
For More Info
17
Step 5- Continued
18
Image with Notations Applied example
HIGHLIGHTER
RED ARROW
BLUE STICKY NOTE
GREEN TEXT
19
Viewing MarkView Origin Information
Provides detailed information on When the
invoice was scanned into BEN.
To view the origin information, be sure the eye
ball icon is placed on the Origin Information
line in the View Manager box.
20
Viewing MarkView Queues
If an invoice is in the PO Creator Review queue
users have the ability to see and apply mark-ups
to the invoice.
Any invoices that are ON HOLD would be in the
PO Creator Review queue.
To view the queue information, be sure the eye
ball icon is placed on the Queue Status Markups
line in the View Manager box.
21
Viewing Markup Information
Provides detailed information on Who applied
the markup stamp and the Date Time the markup
was applied
Hover your mouse over the markup to view the
information
22
For a PO Buyer that transfers within University
and has PO Manager responsibility in their new
role?
Managing Holds continued

• This should be a short term transitional process
  and should only occur for service POs. Supply
  POs should be fully exhausted once the final
  invoice is processed
• There should be a combined effort from
  department where POs were originated and
  department PO Buyer transferred to for managing
  lingering holds
• Actions the originating department PO was
  created from should take
• Run the Open Purchase Orders by Buyer report to
  view POs that are still active
• Run the 501. Matching Holds Report
• Receipt the PO within BEN Financials. This can be
  done without receiving an Oracle alert.
  Therefore, the PO never goes on hold
• Both departments should come to a resolution on
  payment of the invoice

23
Managing Holds ProcessContinued

• A PO Manager transfers to another department and
  the original PO Buyer retains PO Manager access
  in their new role.
• Run the 501. Matching Holds report
• Report retrieves ALL invoices on hold for a
  specific Buyer, an entire Org or for a single
  Fund entered in the parameters.
• Report also provides detailed information
  including how long an invoice has been on hold.
• http//www.finance.upenn.edu/ben/benfin/documentat
  ion/reportdoc/quickv/501.shtml

For More Info
24
For a PO Buyer who leaves the University OR
Transfers within the University and DOES NOT have
PO Manager responsibility in their new role?
Managing Holds continued

• An alternate assignment is processed. In addition
  to managing their own holds, the newly assigned
  PO Buyer will be responsible for managing the
  holds for the PO Buyer that transferred.

25
THINGS TO REMEMBER
P2P

• MarkView
• Users should NOT set their MarkView password to
  be remembered each time they log in.
• Why?
• Passwords expire every 30 days, therefore your
  BEN Financials and MarkView passwords must be in
  sync. If you have the box checked, and your BEN
  password was changed, you will receive an error
  when you click OK to log into MarkView.

P2P HELPFUL TIPS TOOLS
P2P
26
Submitting Invoices for Payment
P2P

• To ensure timely payment to suppliers and within
  the specified terms, ALL invoices should be sent
  directly to Accounts Payable by the supplier.
• DO NOT use a highlighter on an invoice. Once
  scanned in the system by Accounts Payable, the
  data can not be read in MarkView.
• Invoice holds should be managed on a regular
  basis without waiting to receive an Oracle alert.
  Alerts are ONLY received if a new invoice goes on
  hold and there are no existing invoices currently
  on hold in your working folder. To access your
  MarkView working folder at any time, bookmark the
  following URL
• http//fuji.isc-seo.upenn.edu/pr01/up_field.po

P2P HELPFUL TIPS TOOLS
P2P
27
RECEIPTS
28
Invoices on Qty Rec Hold

• I receipted an invoice in PO Manager, why is it
  still on hold?
• Remember
• When entering receipts, you receipt a quantity or
  amount against the PO Line. You do not receipt
  the invoice.
• There is NO association between receipts and
  specific invoices.
• EXAMPLE
• PO created for QTY 25,879
• There are 4 invoices on Qty Rec hold. 3 for
  7,327.84 ea and 1 for 3,863.92.
• A receipt is entered for QTY 21,983.53 total of
  3 invoices
• None of the invoices go off hold because the
  total quantity received must
• equal or exceed the total quantity billed

29
Invoices on Qty Rec Hold

• How can I verify whats been billed and receipted
  on my purchase order?

View the Quantity Detail Folder PO Managergt
View/Control PO
30
Invoices on Qty Rec Hold Continued
REMEMBER Each hold and each receipt is against
a specific line number on the purchase order as
shown in the illustration below.
Enter Receipts Screen
Qty Detail Folder
31
Invoices on Qty Rec HoldContinued

• I entered a receipt and applied the PO Creator
  Approved stamp to the invoice. Why is the hold
  notification still in my working folder?
• Remember
• Qty Rec holds are released in nightly batch
  processing. The hold will be released the night
  that receipts are entered in BEN. Therefore, its
  not necessary to apply a PO Creator Approved
  stamp IF invoice is on Qty Rec hold ONLY.

32
Why we receipt
P2P

• Universitys Financial Policy 2309 requires due
  diligence on the part of University employees to
  ensure the proper receipt and inspection of
  purchased goods.
• Departments must receipt goods and/or services
  for all purchase orders valued at 5,000 or
  greater before payment can be released to
  supplier.
• http//www.finance.upenn.edu/vpfinance/fpm/2300/23
  09.asp

P2P
P2P HELPFUL TIPS TOOLS
33
Entering Receipts from PO Manager

• Why cant I enter a
• receipt? I get a message
• Field is protected
• Against update in the
• lower corner of the screen
• when I try to put a check
• mark in the box next to the
• Quantity field.

This message means, there are multiple
distributions on your purchase order
34
Entering Receiptswith Multiple Distributions
If a sign is shown and the Destination Type is
Multiple, this indicates there were multiple
distributions used on this PO. This shows the
quantity on the line level.
1
In order to receipt the quantity, click on the
sign. The expanded lines are the quantities
ordered per PO line/ per distribution.
2
35
Problem Resolution with Receipts
P2P

• Remember
• You DO NOT receipt invoices, you receipt
  merchandise on a PO line.
• You have the ability to view the Quantity Detail
  folder in PO Manager. It shows

P2P
P2P HELPFUL TIPS TOOLS
36
Impact of Receipts

• Whats the Impact on entering receipts?
• Creates an accrual amount at the end of the
  fiscal year if the qty or amount receipted is
  MORE THAN the qty or amount billed.
• The unrecorded liability for goods and services
  that have been received but not yet billed to the
  university invoiced in BEN.
• Incorrect receipting can create an error to the
  Financial Statements. It is important to manage
  receipted POs throughout the year. To manage
  accruals, run the 900.Uninvoiced Receipts report.

37
Fiscal Year End Receipt Accruals 900 Uninvoiced
Receipts Report
We highly recommend that the title you create
includes the CNAC/ORG parameters used to run the
report. These parameters are NOT shown on the
parameters page as they are in other reports.
REQUIRED FIELDS
CNAC Required only if ORG is blank
NOTE None of the other parameters need to be
entered to run this report
ORG Required only if CNAC is blank
OPTIONAL- Enter a dollar amount here if you want
to only see accruals equal to or greater than
this amount.  For example, if you do not want to
see any accruals for uninvoiced receipts that are
less than 1,000, enter 1,000 for the Minimum
Extended Value parameter
REQUIRED
38
Fiscal Year End Receipt Accruals
continued 900 Uninvoiced Receipts Report

• The report provides a preview of all accrual
  entries that will be posted to your school/
  centers 26-digit account in June as part of year
  end processing.
• The accrual calculation is derived from the
  quantity receipted less the quantity billed times
  the unit price of the purchase order line
• Accrual (Qty/Amt Received x Unit Price on PO)
  - (Qty/Amt Billed x Unit Price on PO)

http//www.finance.upenn.edu/ben/benfin/documentat
ion/reportdoc/quickv/900.shtml
39
900 Uninvoiced Receipts Report
P2P

• To better manage accruals, this report should be
  run monthly and receipts should be corrected by
  sending an email to apsup_at_pobox.upenn.edu. The
  email should include the following information
  Purchase Order Number, PO Receipt number, PO Line
  number and what the receipted quantity should be
• This report is a useful tool for managers to
  identify
• End users who have problems setting up purchase
  orders correctly
• End users who enter receipts at the time the PO
  is created or before goods and services have
  actually been received

P2P
P2P HELPFUL TIPS TOOLS
40
PURCHASE ORDERS
FINAL CLOSE PROCESS
41
FINAL CLOSE PO PROCESS

• What are reasons a purchase order should be
  FINAL CLOSED?
• To remove a remaining encumbrance balance
• Supplier is still issuing invoices against an old
  purchase order
• Note A new PO should be issued to the
• supplier before the existing one is Final Closed

FINAL
42
FINAL CLOSE PO PROCESS continued

• What are steps I need to take prior to Final
  Closing a PO?
• Purchase Order has been fully executed which
  includes
• All goods and/or services were received
• All invoices were entered into BEN Financials and
  all holds have been resolved
• All checks have been issued to the supplier

43
FINAL CLOSE PO PROCESS continued

• AP responds Final Close is NOT an option for
  your PO Final Close request. Why?
• Since the system does not inform AP on the reason
  WHY a PO can not be final closed, it could be one
  or more of the following reasons
• PO has been cancelled
• PO has been receipted but not yet billed
  (invoiced)
• An account segment on the purchase order has been
  disabled

44
FINAL CLOSE PO PROCESScontinued
P2P

• In order to final close a purchase order the
  conditions mentioned in the previous slides must
  be met and an email must be sent to Accounts
  Payable at apsup_at_pobox.upenn.edu with the
  following information
• Purchase Order Number
• Buyer Name
• Supplier Name
• Reason for final closing the purchase order
• NOTE
• Requests received and meet the conditions to
  Final Close, will
• be processed by 5 pm within 3 business days.

P2P
P2P HELPFUL TIPS TOOLS
45
NAVIGATION ON-LINE INQUIRIES
46
Navigating to the Quantity Detail Folder

• PO Managergt
• Purchase Ordersgt
• View/Control PO
• Steps
• 1- Enter the PO
• 2- Select Shipments in the Results box to go to
  the Shipments screen
• 3- Click the FIND button
• This function gives you
• the ability to see all PO
• Lines at once as shown
• on slide 49 without
• drilling down by screens.

47
Quantity Detail Folder Continued
Example 1 Line PO
This view gives you the ability to see ALL lines
in one view. NO DRILLING DOWN
Example Multi Line PO
48
Make Quantity Detail Your Default Folder

• From the Shipments form
• Click on the yellow folder icon next to
  Shipping Detail
• Select Quantity Detail from the list of values

• To Set this Folder as your Default View
• Select FoldergtSave As
• from the toolbar

Autoquery should be set to NEVER
49
Credit Memos
P2P

• It is standard Oracle functionality that credit
  memos received electronically from EDI suppliers
  are NOT matched linked to a PO, but those
  received via paper are manually matched by
  Accounts Payable therefore, can be queried in BEN
  Financials by the PO .
• http//www.finance.upenn.edu/benknows/browse_topic
  s/invoice_inquiry_def.shtmlcreditmemo

CREDIT
P2P
P2P HELPFUL TIPS TOOLS
50
Querying EDI Credit Memos
How do I find a Credit Memo?
Enter either the Supplier Name or Number in your
query

• PO Manager gt
• Invoice Inquiry

Enter one or more of the following search
criteria to further restrict your query
51
Querying EDI Credit Memos Continued

• Searching Examples
• Example 1 Search by Supplier and Invoice Type

52
Querying EDI Credit Memos Continued

• Example 2 Search by Supplier Name/ and Credit
  Memo Amount
• Amounts must be entered as a negative

53
Querying EDI Credit Memos Continued

• Searching by Supplier information and a "dollar
  range
• NOTE When entering credit memos youre dealing
  with negative numbers. The lower dollar amount
  must be entered in your search first. If you
  enter the higher dollar amount first you will
  receive the following message Error
  APP-SQLAP-10028 The minimum amount cannot be
  greater than the maximum amount. Re-enter.

54
Querying EDI Credit Memos Continued

• Example 3 Searching by Supplier information and
  date
• 3.1 Enter a date range
• NOTE Guesstimate the date range. You obviously
  would not enter a date parameter that is prior to
  the original invoice date.

55
ENCUMBRANCES
56
MANAGE ENCUMBRANCES

• There was an encumbrance on my 100.ORG report,
  but the dollar amount does not appear on my
  163.Open Encumbrances report. Why?
• Use one of the following tools described to
  determine if the
• transaction is an invoice encumbrance. Invoice
  encumbrances
• should be created and relieved in the same batch,
  occasionally
• they dont.
• BEN FinancialsgtGL Inquiry Responsibility
• Rev/ Expense Inquiry
• Shows transactions including Pending status for
  Encumbrance, PO Adjustment Encumbrance, and
  Salary/ EB which is summarized-no personal
  information available
• Shows the Encumbrance details of the transaction
  e.g. PO/Inv / Supplier

57
MANAGE ENCUMBRANCEScontinued

• GL Inquiry Responsibilitygt Inquiry on Account
• Inquiry on Account gives you the ability to DRILL
  down to view invoice detail

Choose Encumbrance as Primary Balance Type
Select an Encumbrance Type
58
MANAGE ENCUMBRANCES continued

• What if an encumbrance still exists after the PO
  has been final closed?
• This is a question thats been asked. This
  should not be
• happening, we implemented a process to prevent
  this
• The automated encumbrance relief process which
  was implemented 2 years ago will relieve these.
  This process kicks in during nightly batch
  processing the night after a PO has been final
  closed.

59
MANAGE ENCUMBRANCES continued
P2P

• If your 163 report lists purchase orders from a
  year or so ago AND the purchase orders have been
  final closed, do the following
• Create a Manual PO Adjustment Encumbrance journal
  entry
• Send an email to benadmin_at_lists.upenn.edu to have
  the journal posted

http//www.finance.upenn.edu/benknows/
P2P
P2P HELPFUL TIPS TOOLS
60
REPORTING TOOLS
61
Reporting Tools

• 500 Matching Holds Extract
• Can be run for large volumes of holds OR by
  departmental managers to review all holds for
  people working under them
• Spreadsheet format to slice and dice data
• Review the length of time an invoice has been on
  hold
• http//www.finance.upenn.edu/ben/benfin/documentat
  ion/reportdoc/quickv/500.shtml
• 501 Matching Holds Report
• Can be run by any of the parameters or a
  combination there of Org, Buyer and/or Fund
• Useful to run in preparing for Grant Close Out
• Should be run by FUND to verify no invoices are
  on hold before disabling funds. A 000000 fund can
  only be run in conjunction with an ORG entered in
  the parameter.
• Useful to run to identify holds related to
  purchase orders created by an individual that
  left the department
• http//www.finance.upenn.edu/ben/benfin/documentat
  ion/reportdoc/quickv/501.shtml

Vs.
62
Reporting Tools Continued

• The 900 Un-invoiced Receipts report is run to
• View purchase orders that have been receipted but
  not invoiced in BEN Financials by the supplier
• Identify any potential accruals over an amount
  entered in the parameter
• When you run the report, it is suggested to run
  for any transactions gt 1,000 minimum extended
  value.
• Over the last several years, the Universitys
  policy has been to create accruals if 1K or
  greater.
• http//www.finance.upenn.edu/ben/benfin/documentat
  ion/reportdoc/quickv/900.shtml

63
Viewing Report Output
P2P

• Steps to review BEN Financials report
• output
• Once a report has completed successfully, click
  on the View Output button.
• Select Toolsgt Copy File report will open in
  browser
• Gives you the ability to scroll up and down to
  view report details instead of clicking the
  Next button
• Then you can save as a text file and export into
  Excel

P2P
P2P HELPFUL TIPS TOOLS
64
ONLINE RESOURCES
Where To Get Help
65
Where to L
K

• Find helpful information available online
• BEN Knows
• The place to browse and search for possible
  solutions to your BEN Financials and BEN Reports
  questions.
• http//www.finance.upenn.edu/benknows/

66
BEN Knows continued
MENU OPTIONS
BROWSE BY TOPIC VIEW
Provides other helpful information
67
BEN Knows continued

• Use BEN Knows- Its the easy way to find the
  answer to your question, the solution to your
  problem

Indexed by the problem
68
Where to Look continued

• Financial Training Documentation
• Quick Reference Guides Using MarkView
• Purchase Order
• http//www.finance.upenn.edu/ftd/documentation/mar
  kpo.doc
• C-Form
• http//www.finance.upenn.edu/ftd/documentation/mar
  kcform.doc

69

• Where to Look continued
• BEN Financials- Active Advisories
• http//www.finance.upenn.edu/ben/benfin/advisories
  .shtml

70
Where to Look continued
P2P
Find Penn IDs using BEN Reports

• Travel Expense c-forms now require Penn ID
  for employees and student
• workers
• 1.  Go to http//benapps.isc-seo.upenn.edu/BEN
  Reports System for retrieving financial and
  sponsored project information from the Data
  Warehouse in predefined formats includes links
  to other applications such as GRAM and Position
  Inventory. 2.  Log in using PennKey username
  and password3.  Scroll down and Choose
  Employee Payments by Individual View employee
  payment details for individuals within your
  organization, for a selected time period.4. 
  Then choose either Home ORG- Provides employee
  payment detail by individual for employees within
  a home organization. Posted ORG- Provides
  employee payment detail by individual for
  employees paid by an account organization. 5. 
  Enter Org and time period, and it will display
  Employee names and Penn ID numbers.

P2P
P2P HELPFUL TIPS TOOLS
71
Where to Go

• For Commodity or Supplier Issues
• To add PO and Non-contract supplier addresses
• Contact Purchasing Services
• http//www.purchasing.upenn.edu/
• Supplier invoice related questions or problems
• Contact the appropriate Accounts Payable
  representative
• A-D Shanel Plummer and Tamiko Allen
• E-J Lisa Smith and Yvonne Allen
• K-P Kim Montgomery and Sherry Mack
• Q-V Jack Collins and Chanel Harrison
• W-Z/ Facilities LaTanya Carter

http//www.finance.upenn.edu/comptroller/accts_pay
able/
72
QUESTIONS
Call 215.746-
Enter 2-digit school/ center
4357
BEN REPORTS PRESS 3
BEN FINANCIALS PRESS 1
BEN DEPOSITS PRESS 4
TRAVEL PRESS 2