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BEN Helps & P2P [PROCURE-TO-PAY] Presents “ The Procure to Pay Life Cycle”. Last Updated November 2012. Table of Contents. Purchase Orders [Creation Process]……… 3 Managing Invoice Holds …………………..... 11 Receipts ……………………………………… 33 Purchase Orders [Final Close Process]…… 47

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Ben helps p2p procure to pay presents the procure to pay life cycle
BEN Helps&P2P[PROCURE-TO-PAY]Presents“TheProcure to Pay Life Cycle”

Last Updated November 2012


Table of contents
Table of Contents

  • Purchase Orders [Creation Process]……… 3

  • Managing Invoice Holds…………………..... 11

  • Receipts ……………………………………… 33

  • Purchase Orders [Final Close Process]…… 47

  • Navigation/ On-line Inquiries ……………….. 52

  • Encumbrances ……………………………….. 56

  • Reporting Tools ………………………………. 63

  • Online Resources ……………………………. 69


Purchase orders
PURCHASE ORDERS

“CREATION PROCESS”


Purchase orders creation process
Purchase Orders“Creation Process”

P2P

  • Purchase Orders should be created via the Penn Marketplace by clicking on

  • The Penn Marketplace houses the most commonly required products and services from University contract and preferred suppliers.

  • For items not available in the Penn Marketplace for marketplace suppliers, use the link on the Penn Marketplace Home Page to create a purchase requisition.

  • For items not available in the Penn Marketplace for non-marketplace suppliers, use the link on the Requisitions Home Page to create a purchase requisition.

P2P

= P2P HELPFUL TIPS & TOOLS


Purchase orders creation process continued
Purchase Orders“Creation Process” [continued]

P2P

Creating a Non-Catalog Item Request

  • The Non-Catalog link can be accessed from multiple places in the application

  • Search catalogs prior to adding a Non-Catalog item to be sure your item is not being offered from another marketplace supplier

P2P

= P2P HELPFUL TIPS & TOOLS


Purchase orders creation process continued1
Purchase Orders“Creation Process” [continued]

P2P

Creating Non-Marketplace Request

  • Item details such as item description, supplier item #, and price should be obtained from the supplier prior to creating this type of request to reduce invoice exceptions.

    From a Quote:

  • In the item description, include specific item details. [e.g.. Product name, model #ABC123, etc.]. The Quote # should be added to the ‘Additional Information’ field.

P2P

= P2P HELPFUL TIPS & TOOLS


Purchase orders creation process continued2
Purchase Orders“Creation Process” [continued]

P2P

Purchase Orders for Goods/ Services

  • Goods billed by quantity = (Qty * Price)

  • Goods or services billed by amount = (Amount * 1)

  • Services billed by quantity = (Qty * Rate per Unit)

    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, Telrose/Office Depot, etc.] and for items not available in the hosted catalog, create a Non-Catalog item request

P2P

= P2P HELPFUL TIPS & TOOLS


For More

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.


For More

  • P2P (Procure-to-Pay)-http://www.upenn.edu/p2p/purchase_order

  • The purchase order process can be viewed as a series of linked steps in which different participants play a role

  • It streamlines the typical transaction by requiring a requisitioner to be specific when ordering

  • Legally committing the University to funding the purchase

  • Allowing a supplier to deliver as requested

  • Enabling the University to pay invoices within 30 days

7 STEP PROCESS

STEP 1- Identify Need STEP 5- Process Invoice

STEP 2- Initiate Purchase STEP 6- Pay

STEP 3- Issue Purchase Order STEP 7- Track and Improve

STEP 4- Take Delivery/ Create Receipt


For More

  • Financial Training- http://www.finance.upenn.edu/ftd/documentation.shtml#buy

  • Learn how to navigate through the BEN Buys system and PO Manager responsibility

    • Use the Navigation User Guide and Quick Reference Guide

  • Learn the policies surrounding the requisition and purchase order process

  • Learn how to manage requisitions and/or purchase orders

    • Use the Requisitioner User Guide or the Purchase Order Manager User Guide

  • Understand how to create Marketplace and/or Non-Catalog Item requisitions

    • Use the Enhanced Penn Marketplace Guide

  • Understand how to research invoice information

    • Use the Invoice Inquiry User Guide



How do i manage an invoice on hold
How do I manage an invoice on hold?

  • Seven Easy Steps for

  • Managing Holds

  • Click on URL sent via e-mail.

  • Log-on to BEN Pays Web Inbox.

  • Click on Web Inbox on menu or AP Invoices link to view any invoices on hold awaiting your review.

  • Decide ‘To pay or not to pay?’

  • Place Holds Resolved markup (pay) or Route to Accounts Payable markup (don’t pay w/full explanation).

  • Click the appropriate markup to affix to the image. In the Comments Box, enter the reason for cancellation when invoice should be routed to Accounts Payable. Comments Box not used with Holds Resolved.

  • Click “OK” in the Comments Box to save markups.

If an invoice is on Qty Ord or Max Ship hold and “OK” to pay…

Received an Oracle Alert from [email protected]?

Ask yourself… Should invoice be PAID?

If invoice should be “CANCELLED”…


Viewing the web inbox
Viewing the Web Inbox

Steps 1 & 2-

Click on the URL and Log into your MarkView Web Inbox

Step 3-

Click on “Web Inbox” on menu

OR

Click go to your web inbox AP Invoices


Current inbox items step 3 continued
Current Inbox Items[Step 3 Continued]

  • The ‘Current Inbox Items’ lists any invoices awaiting review

  • Information shown includes Invoice Number, Supplier Name, PO Number, Invoice Date, and Amount

  • Invoice Number is a link that will open invoice for review

  • An e-mail notification for invoices on hold will be sent daily


Invoice image work item
Invoice Image & Work Item

By clicking on the Invoice #

[Step 3 Continued]

Message Area

Markups (stamps) available

Expanded information available includes Holds, PO details, distributions (Accounting), related invoices, and document history

Invoice image and manipulating the image display


Invoice item message area
Invoice Item: Message Area

[Step 3 Continued]

  • The ‘Message Area’ at the top of the page

    • Provides information on the invoice holds and instructions to follow

    • Blue icons indicate instructions and feedback

    • Red icons indicate warnings or alerts


Expanded information holds po line details step 3 continued
Expanded Information:Holds & PO Line Details[Step 3 Continued]

Holdsdetails hold type, reason, date, and line number

PO Line Details presents PO information by line on order, received, and invoiced

Icon used to open and close detail information


Expanded information accounting related po invoices history
Expanded Information: Accounting, Related PO Invoices, & History

[Step 3 Continued]

Accounting shows amount and distribution (account charged)

Related PO Invoices links to all invoices and credit memos matched to the given PO (except EDI credit memos)

Document History details all actions related to the invoice since it was scanned into MarkView


Managing holds process
“Managing Holds Process”

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

  • Comment Requested Hold

    • Additional information is being requested by Accounts Payable. A response should be submitted via “Return To” 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


Managing holds process step 5 apply the markup
“Managing Holds Process”Step 5- Apply the markup

After reviewing the hold reason, invoice and purchase order line, is the invoice

okay to pay?…

YES-

Apply the “Holds Resolved stamp” to release one or all of these holds:

  • Qty Ordered

  • Max Ship Amount

    NO-

    Apply the “Route To Accounts Payable” [include a note of why invoice should be canceled in the ‘Comments’ box]

    Not sure yet-

    In “dispute” with supplier? You can apply the “Blue Sticky Note”.

    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.


Managing holds process step 5 continued
“Managing Holds Process”Step 5- continued

  • Comment Requested

    • Used by Accounts Payable when more information or clarification is needed on the reason for cancelling an invoice

    • Replaces Buckslip markups

    • Comment Requested sends the invoice to the Buyer’s Web Inbox.

  • Return To

    • Markup used by Buyer to respond to Comment Requested

    • Response information is entered in Return To comment box


Inbox items notes markups email print

Blue Sticky Note- Enter information that will be for “VIEW ONLY”

Green Text- Applies green bold text to image

Email Document Link (new)- Email a link to the invoice image for others to review

Holds Resolved (transitions invoice out of Web Inbox)

Markup to *Approve* payment for invoice

Comment box not required (will not be read by Accounts Payable)

Route To Accounts Payable (transitions invoice to A/P)

Markup to *Cancel* invoice and Comment box used to explain the reason for cancellation

Comment Box will be read by Accounts Payable

Print- Directly prints the image to your local printer

Inbox Items: Notes, Markups, Email & Print

http://www.finance.upenn.edu/ftd/documentation/benpays.pdf

For More Info


Step 5- ONLY”Continued

Hold Resolution Grid


For a po buyer that transfers within university and has po manager responsibility in their new role

“Managing Holds” ONLY”[continued]

“For a PO Buyer that transfers within University and has PO Manager responsibility in their new role”?

  • This should be a short term transitional process and should only occur for “service” Purchase Orders. Supply Purchase Orders should be fully exhausted once the final invoice is processed

  • There should be a combined effort from [thedepartment 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

  • In some cases, it may be necessary to change the “Buyer” on Purchase Orders

    • The form to request a change Buyer can be found at: http://finance.upenn.edu/comptroller/forms/#BEN


Managing holds process continued
ONLY”Managing Holds Process”[Continued]

“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/documentation/reportdoc/quickv/501.shtml

For More Info


Managing holds process continued1
ONLY”Managing Holds Process”[Continued]

Email Document Link

  • Sends e-mail with a link to the MarkView invoice image with your comments for others to review

  • Invoice can be viewed by other PO Managers or BEN Balances users

  • Reviewer CANNOT apply markups

  • Reviewer can apply notes using the Blue Sticky Note or Green Text

    Contact - The icon next to Contact opens a list of values containing all PO Managers

    • Select the PO Manager desired and their name & email address will populate

      Email - Any person’s email address can be entered, but only other PO Manager & BEN Balances users can view the invoice image

      **Note: Asterisk denotes a required field**


“Managing Holds Process” ONLY”

“For a PO Buyer who leaves the University OR Transfers within the University and DOES NOT have PO Manager responsibility in their new role”?

[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.



Things to remember
THINGS TO REMEMBER ONLY”

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


Submitting invoices for payment
Submitting ONLY”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 NOTuse a highlighter on an invoice. Once scanned in the system by Accounts Payable, the data can not be read in MarkView.

  • E-mail alerts for invoices on hold will be sent daily

  • Only the Buyer (or their Alternate Assignment Designee) can approve or request cancellation of an invoice.

  • To access your Web Inbox at any time, bookmark the following URL:

  • https://benimgprd01.isc-seo.upenn.edu/markview_pr01/MVT_MV_Home.Home

=

= P2P HELPFUL TIPS & TOOLS

P2P


Submitting c forms for payment
Submitting ONLY”C-Forms for Payment

P2P

AP & IDS employ the following procedures and criteria for handling C-Form exceptions, either by returning C-Forms with exceptions through Intramural Mail or electronically through BEN Pays Imaging system.

  • Intramural Mail: C-Forms will be sent back to the TAC Holder who embossed it.

  • If…

    • Wrong form used

    • Missing TAC and/or signature

    • TAC Card has expired

    • Total Amount on C-Form is greater than TAC holder limit

    • C-Form is a photocopy

    • No Vendor # on the C-Form and no W-9 attached

    • Information on the C-Form not typed

    • Fields are crossed out and typed over

    • White out is used on a field then typed over


Submitting c forms for payment1
Submitting ONLY”C-Forms for Payment

P2P

[continued]

  • Electronically via BEN: C-Forms will be sent back to the TAC Reviewer List

  • If…

    • Missing Invoice #

    • Invoice # must not contain “words”. It can consist of letters and numbers

    • Missing Invoice Date

    • Total dollar amount on lines does not equal what is written on the C-Form

    • Invalid GL Account

    • Duplicate Invoice #

    • Name provided on C-Form doesn’t match name in BEN

    • SSN # on C-Form does not match number in BEN


Receipts
RECEIPTS ONLY”


Invoices on qty rec hold
Invoices on Qty Rec Hold ONLY”

“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


Invoices on qty rec hold1
Invoices on Qty Rec Hold ONLY”

  • How can I verify what’s been billed and receipted on my purchase order?

View the “Quantity Detail Folder”

PO Manager> View/Control PO


Invoices on qty rec hold continued
Invoices on Qty Rec Hold ONLY”[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


Invoices on qty rec hold2
Invoices on Qty Rec Hold ONLY”

[Continued]

  • You can also view what was ordered, billed & receipted on a Purchase Order from Inquiry> Invoices.


Invoices on qty rec hold3
Invoices on Qty Rec Hold ONLY”

[Continued]

“I entered a receipt and applied the Holds Resolved stamp to the invoice. Why is the hold notification still in my web inbox”?

Remember:

  • Qty Rec holds are released in nightly batch processing. The hold will be released the night that receipts are entered in BEN. Therefore, it’s not necessary to apply a Holds Resolved stamp IF invoice is on Qty Rec hold ONLY.


Why we receipt
Why we receipt… ONLY”

P2P

  • University’s 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/2300/2309.asp

P2P

= P2P HELPFUL TIPS & TOOLS


Entering receipts from po manager

“Why can’t I enter a ONLY”

receipt”? I get a message

‘Field is protected

Againstupdate’ in the

lower corner of the screen

when I try to put a check

mark in the box next to the

Quantity field.

Entering Receipts from PO Manager

This message means, there are multiple distributions on your purchase order


Entering receipts with multiple distributions
Entering Receipts ONLY”with 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


Problem resolution with receipts
Problem Resolution with Receipts ONLY”

P2P

Remember:

  • You DO NOT receipt invoices, you receipt merchandise on a PO line.

  • You have the ability to view the Quantity Detail folderin PO Manager. It shows:

P2P

= P2P HELPFUL TIPS & TOOLS


Impact of receipts
Impact of Receipts ONLY”

  • What’s 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.


Fiscal year end receipt accruals 900 uninvoiced receipts report
Fiscal Year End Receipt Accruals ONLY”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


Fiscal year end receipt accruals 900 uninvoiced receipts report1
Fiscal Year End Receipt Accruals ONLY”900 Uninvoiced Receipts Report

Continued

  • The report provides a preview of all accrual entries that will be posted to your school/ center’s 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/documentation/reportdoc/quickv/900.shtml


900 uninvoiced receipts report
900 Uninvoiced Receipts Report ONLY”

P2P

  • To better manage accruals, this report should be run monthly and receipts should be corrected by sending an email to [email protected] 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


Purchase orders1
PURCHASE ORDERS ONLY”

“FINAL CLOSE PROCESS”


Final close po process
FINAL CLOSE PO PROCESS ONLY”

  • “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


Final close po process continued
FINAL CLOSE PO PROCESS ONLY”[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


Final close po process continued1
FINAL CLOSE PO PROCESS ONLY”[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 receipted but not yet billed (invoiced)

  • An account segment on the purchase order has been disabled


Final close po process continued2
FINAL CLOSE PO PROCESS ONLY”[continued]

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 [email protected] 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



Navigating to the quantity detail folder

PO Manager> ONLY”

Purchase Orders>

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.

Navigating to the Quantity Detail Folder


Quantity detail folder continued
Quantity Detail Folder ONLY”[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


Make quantity detail your default folder

From the ONLY”“Shipments” form

Click on the yellow folder icon next to “Shipping Detail”

Select “Quantity Detail” from the list of values

Make “Quantity Detail” Your Default Folder

  • To Set this Folder as your “Default View”

  • Select Folder>Save As

  • from the toolbar

Autoquery should be set to “NEVER”


Encumbrances
ENCUMBRANCES ONLY”


Commitment encumbrances
Commitment Encumbrances ONLY”

With the new version of BEN Buys, Oracle now requires Requisition Encumbrances (also known as “Commitment Encumbrances’.

What does this mean to you?

Requisition and Purchase Order Approvals– there is no change to the approval process. The only change is the addition of the Commitment Encumbrance entries that will be a simple ‘in and out’ commitment encumbrance when the requisition is approved and purchase order is created. (Please see the note on the next slide for further explanation of the new Encumbrance accounting entries).

Purchase Orders that are Rejected – NEW process. In order to relieve the Commitment Encumbrance resulting from a Rejected PO, the Rejected PO must be deleted and the requisition needs to be ‘Returned’.


Commitment encumbrances1
Commitment Encumbrances ONLY”

[continued]

Process for handling a “Rejected” Purchase Order:

A ‘Rejected’ PO must be deleted and the associated requisition ‘Returned’ - the detailed instructions can be found at: http://www.finance.upenn.edu/benknows/browse_topics/po_rejected.shtml

Commitment [Requisition] Encumbrance Accounting Note:

In most cases this encumbrance will be similar to the existing Invoice Encumbrance process; the encumbrance is created when the Requisition is approved and automatically relieved when the Purchase Order is created. If a Requisition and the resulting Purchase Order are both approved (PO released to the supplier) in the same day, these transactions will be transparent (an ‘in and out’ transaction). The entries net to zero in the overnight processing and no journals are created for the Requisition encumbrance. If the Requisition and Purchase Order are not approved on the same day the system will create a Requisition Encumbrance entry that will be posted to the ledger. Once the Purchase Order is approved the required Requisition Encumbrance relief entry will be automatically created in the overnight processing and posted to the general ledger.


Manage encumbrances
MANAGE ENCUMBRANCES ONLY”

“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 don’t.

BEN Financials>GL 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


Manage encumbrances continued
MANAGE ENCUMBRANCES ONLY”[continued]

  • GL Inquiry Responsibility> Inquiry on Account

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

Select an “Encumbrance Type”

Choose “Encumbrance” as Primary Balance Type


Manage encumbrances continued1
MANAGE ENCUMBRANCES ONLY”[continued]

“What if an encumbrance still exists after the PO has been final closed?”

[This is a question that’s 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.


Manage encumbrances continued2
MANAGE ENCUMBRANCES ONLY”[continued]

P2P

  • If your 163/164 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 [email protected] to have the journal posted

http://www.finance.upenn.edu/benknows/

P2P

= P2P HELPFUL TIPS & TOOLS



Reporting tools1
Reporting Tools ONLY”

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/documentation/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/documentation/reportdoc/quickv/501.shtml

Vs.


Reporting tools continued
Reporting Tools ONLY”[Continued]

900. Un-invoiced Receipts

&

901. Over-invoiced Receipts

  • 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

    • The quantity billed is less than the quantity ordered

    • Identify any potential accruals over an amount entered in the parameter

      • When you run the report, it is suggested to run for any transactions > 1,000 [minimum extended value].

    • Over the last several years, the University’s policy has been to create accruals if $1K or greater.

      http://www.finance.upenn.edu/ben/benfin/documentation/reportdoc/quickv/900.shtml


Reporting tools continued1
Reporting Tools ONLY”[Continued]

  • The 901 Over-invoiced Receipts report is run to:

    • View purchase orders that have been invoiced for greater than or equal to the quantity ordered on the original purchase order

    • The quantity billed is greater or equal to the quantity ordered

    • Un-invoiced receipts on the 901 report do not show on the 900 report and are not part of the year-end accrual process

      • When you run the report, it is suggested to run for any transactions > 1,000 [minimum extended value]

http://www.finance.upenn.edu/ben/benfin/documentation/reportdoc/quickv/901.shtml


Viewing report output
Viewing ONLY”Report Output

P2P

Steps to review BEN Financials report

output:

  • Once a report has completed successfully, click on the “View Output” button.

  • Your report will open in browser; being able to view in the 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


Viewing report output continued
Viewing ONLY”Report Output [Continued]

USERS WHO RUN REPORT EXTRACTS IN BEN FINANCIALS:

End-users will now retrieve their extract files by using Secure Share Exchange Service.

NOTE: End-users can no longer retrieve extract files from their home directory on the BEN Financials FTP server (Findata).

  • Documentation on Extracts and Extract retrieval can be found at:http://www.finance.upenn.edu/ben/benfin/documentation/reportdoc/guide8.shtml#filt


Online resources
ONLINE RESOURCES ONLY”

“Where To Get Help”


Where to l
“Where to ONLY”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/browse_topics/


Ben knows continued
BEN Knows ONLY”[continued]

MENU OPTIONS:

BROWSE BY TOPIC VIEW

Provides other helpful information:


Ben knows continued1

“Use BEN Knows- It’s the easy way to find the answer to your question, the solution to your problem”

BEN Knows [continued]

Indexed by the “problem”


Ben knows continued2
BEN Knows your question, the solution to your problem”[continued]

  • In addition to using your training materials, calling 6-HELP (215.746.4357) or searching the BEN Knows website, you can also enter a ticket via BEN Helps Online Support at http://BENHelps.finance.upenn.edu


Where to look continued
“Where to Look” your question, the solution to your problem”[continued]

Financial Training Documentation

Managing Invoice Holds

Invoice Imaging Quick Reference Guide:

http://www.finance.upenn.edu/ftd/documentation/QRG_markpo.pdf

Invoice Imaging User Guide (for Purchase Order & C-Form):

http://www.finance.upenn.edu/ftd/documentation/benpays.pdf


“Where to Look” your question, the solution to your problem”[continued]

BEN Financials-Active Advisories

http://www.finance.upenn.edu/ben/benfin/advisories.shtml


Where to look continued1
“Where to Look” your question, the solution to your problem”[continued]

P2P

Find Penn ID’s 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 IndividualView 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


Questions
QUESTIONS your question, the solution to your problem”

Call 215.746-

Enter 2-digit school/ center #

4357

BEN REPORTS

PRESS 3

BEN FINANCIALS

PRESS 1

BEN DEPOSITS

PRESS 4

TRAVEL

PRESS 2


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