BEN HelpsBEN Helps&

P2PP2P[PROCURE[PROCURE--TOTO--PAY]PAY]

PresentsPresents

““The Procure to Pay Life CycleThe Procure to Pay Life Cycle””1

TABLE OF CONTENTSI. Purchase Orders [Creation Process]……… 4II. Managing Invoice Holds…………………..... 9III. Receipts ……………………………………… 28IV. Purchase Orders [Final Close Process]…… 41V. Navigation/ On-line Inquiries ……………….. 46VI. Encumbrances ……………………………….. 56VII. Reporting Tools ………………………………. 61VIII. Online Resources ……………………………. 65

2

3

I. PURCHASE ORDERS

“CREATION PROCESS”

Purchase OrdersPurchase Orders““Creation ProcessCreation Process”

4

”• 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

= P2P HELPFUL TIPS & TOOLSP2P

Purchase OrdersPurchase Orders““Creation ProcessCreation Process”” [continued]

P2P

[continued]

5

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 & TOOLSP2P

Purchase OrdersPurchase Orders““Creation ProcessCreation Process”” [continued]

P2P

[continued]

6

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

Purchasing• http://www.purchasing.upenn.edu/buyinfo/guide/

7

– 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.shtml#buy

For More Info

II. MANAGING INVOICE HOLDS

8

How do I manage an invoice on hold?

9

Seven Easy Steps for Managing Holds

1. Click on URL sent via e-mail.

2. Log-on to MarkView.

3. Click on the [i] and [?] icons.

4. Decide ‘To pay or not to pay?’

5. Place PO Creator Approved stamp (pay) or Hold Resolved sticky note (don’t pay w/full explanation).

6. Click [Save] to affix the stamp to the image and transition document to next stage.

7. Click on [Refresh] or close window.

Received an Oracle Alert

from

apsup@pobox.upenn.edu?

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

Ask yourself…Should invoice

be PAID?

If invoice should be

“CANCELLED”…

10

Viewing the Working FolderViewing the Working Folder

Click on the “?” icon to view the hold details

Steps 1 & 2-

Click on the URL

and Log into

MarkView to

your working

folder

Step 3-

OR

Click on the “i”icon to view the invoice image

11

Invoice Detail ScreenInvoice Detail Screen[[Step 3Step 3 Continued]Continued]

Details of the specific

line on the PO which

the invoice was

matched against – in

turn created the hold.

What hold(s) th

e

invoice is on

Get more detail o

n

your specific

hold

Details on HOW to manage hold(s)

By clicking on the

PO Line 1- PO Amt = $330 vs. Invoice Amt = $495

View the Invoice ImageView the Invoice Image[Step 3[Step 3 Continued]Continued]

12

By clicking

on the

13

Compare Invoice to PO LinesCompare Invoice to PO Lines[Step 3[Step 3 Continued]Continued]

Max Ship variance

was caused

because the

invoice price is

higher than the

PO price

Qty on PO and Inv – okay

PO price and Inv price-

Different = Max Ship Amount

14

““Managing HoldsManaging Holds””

“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

Step 4- Decide if the invoice is okay to pay

““Managing HoldsManaging Holds””Step 4- continued

15

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.

Using Using Markups & StampsMarkups & Stamps

• 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

These markups are used for notations ONLY- Note to self

“ONLY”. They DO NOT transition the document

16http://www.finance.upenn.edu/ftd/documentation/markpo.doc

For More Info

The ONLY

stamp that

transitions

a document

to AP

Step 5- Approve or Cancel

17

INVOICE HOLD TYPE APPROVE INVOICE CANCEL INVOICEQuantity Ordered Hold {QTY ORD}

Place PO Creator Approved Stamp on invoice image

Apply Holds Resolved Stamp with detailed reason in Resolution Sticky Note text box

Maximum Shipment Hold {MAX SHIPMENT AMOUNT}

Place PO Creator Approved Stamp on invoice image

Apply Holds Resolved Stamp with detailed reason in Resolution Sticky Note text box

Items Not Ordered Hold {ITEMS NOT ORDERED HOLD}

Place PO Creator Approved Stamp on invoice image

Apply Holds Resolved Stamp with detailed reason in Resolution Sticky Note text box

Invoice Buckslip Hold Review PO Buckslip text and respond to AP’s request appropriately

Apply Holds Resolved Stamp with detailed reason in Resolution Sticky Note text box addressing PO Buckslip appropriately

Multiple Holds Place PO Creator Approved Stamp on invoice image. If one of the holds is a QTY REC Hold, log on to BEN Financials and process receipts via the Requisitioner or PO Manager Responsibility

Apply Holds Resolved Stamp with detailed reason in Resolution Sticky Note text box

Quantity Received Hold {QTY REC}

Log on to BEN Financials and process receipts via the Requisitioner or PO Manager Responsibility

Apply Holds Resolved Stamp with detailed reason in Resolution Sticky Note text box

Finally Closed PO Hold {FINAL MATCHING}

Review e-mail message sent by Accounts Payable (apsup@pobox.upenn.edu)

Step 5- Continued

Image with Notations Applied [example]

18GREEN TEXT

BLUE STICKY NOTE

RED ARROW

HIGHLIGHTER

Viewing MarkView Viewing MarkView Origin InformationOrigin 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.

19

Viewing MarkView QueuesViewing 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.

20

To view the “queue”information, be sure the

eye ball icon is placed on the “Queue Status

Markups” line in the View Manager box.

Viewing Markup InformationViewing 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

21

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

“Managing Holds” [continued]

22

– 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

“Managing Holds ProcessManaging Holds Process””[Continued][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.shtml23

For More Info

“For a PO Buyer who leaves the University OR Transfers within the University and

DOES NOT have PO Manager responsibility in their new role”?

• 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.

“Managing Holds” [continued]

24

THINGS TO REMEMBERTHINGS TO REMEMBER

25

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

= P2P HELPFUL TIPS & TOOLSP2P

Submitting Invoices for PaymentSubmitting Invoices for Payment• 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

26

P2P

=P2P = P2P HELPFUL TIPS & TOOLS

III. RECEIPTS

27

Invoices on Qty Rec HoldInvoices 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= 25,879There 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

28

29

Invoices on Qty Rec HoldInvoices on Qty Rec Hold

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

View the “Quantity Detail Folder”

PO Manager> View/Control PO

30

Invoices on Qty Rec HoldInvoices on Qty Rec Hold[Continued][Continued]

REMEMBER: Each hold and each receipt is against a specific line number on the purchase order as shown in the illustration below.

Qty Detail Folder

Enter Receipts Screen

Invoices on Qty Rec HoldInvoices on Qty Rec Hold[Continued][Continued]

31

“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, it’s not necessary to apply a PO Creator Approved stamp IF invoice is on Qty Rec hold ONLY.

Why we receiptWhy we receipt……

• 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

32

P2P

P2P = P2P HELPFUL TIPS & TOOLS

Entering Receipts from PO ManagerEntering Receipts from PO Manager

33

“Why can’t I enter areceipt”? 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

Entering ReceiptsEntering Receiptswithwith Multiple DistributionsMultiple Distributions

34

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

#2

In order to receipt the quantity, click

on the + sign. The expanded lines are the

quantities ordered per PO

line/ per distribution.

35

Problem Resolution with ReceiptsProblem Resolution with Receipts

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 & TOOLSP2P

Impact of ReceiptsImpact of Receipts

36

• 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 AccrualsFiscal Year End Receipt Accruals900 Uninvoiced Receipts Report

37

REQUIRED FIELDS

REQUIRED

CNAC Required only

if ORG is blank

ORG Required only

if CNAC is blank NOTE:

None of the other

parameters need to be entered to

run this report

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

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.

Fiscal Year End Receipt AccrualsFiscal 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/ 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)38

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

900 Uninvoiced Receipts Report900 Uninvoiced Receipts Report• To better manage accruals, this report should

be run monthly and receipts should be corrected by sending an email to apsup@pobox.upenn.edu

39

. 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 & TOOLSP2P

IV. PURCHASE ORDERS

“FINAL CLOSE PROCESS”

40

FINAL CLOSE PO PROCESSFINAL CLOSE PO PROCESS

41

• “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 PROCESSFINAL CLOSE PO PROCESS[continued][continued]

42

• “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 PROCESSFINAL CLOSE PO PROCESS[continued][continued]

43

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

FINAL CLOSE PO PROCESSFINAL CLOSE PO PROCESS[continued]

P2P

[continued]

• 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@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.

44P2P = P2P HELPFUL TIPS & TOOLS

V. NAVIGATION & ON-LINE INQUIRIES

45

Navigating to the Navigating to the Quantity Detail FolderQuantity Detail Folder

46

PO Manager>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 POLines at once as shown on slide #49 without drilling down by screens.

Quantity Detail FolderQuantity Detail Folder [Continued][Continued]

47

Example:1 Line PO

Example:Multi Line PO This view gives you the ability

to see ALL lines in one view.

NO DRILLING DOWN

Make Make ““Quantity DetailQuantity Detail”” Your Default FolderYour Default Folder

48

From the “Shipments” form1. Click on the yellow folder icon

next to “Shipping Detail”

2. Select “Quantity Detail” from the list of values

3. To Set this Folder as your “Default View”

• Select Folder>Save As from the toolbar

Autoquery should be set

to “NEVER”

Credit MemosCredit MemosP2P

• 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_topics/invoice_inquiry_def.shtml#creditmemo

P2P

CREDIT

= P2P HELPFUL TIPS & TOOLS

49

Querying EDI Credit MemosQuerying EDI Credit Memos

50

PO Manager >Invoice Inquiry

“How do I find a Credit Memo?”

Enter one or more of the following search criteria to further restrict your query

Enter either the

Supplier Name or

Number in your query

Querying EDI Credit MemosQuerying EDI Credit Memos [Continued][Continued]

51

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

Querying EDI Credit Memos Querying EDI Credit Memos [Continued][Continued]

Example 2: Search by Supplier Name/ # and Credit Memo Amount

• Amounts must be entered as a negative

52

Querying EDI Credit MemosQuerying EDI Credit Memos [Continued][Continued]

53

• Searching by Supplier information and a "dollar range“

NOTE: When entering credit memos you’re dealing with negative numbers. The lower dollar amount must be entered in your searchfirst. 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.

Querying EDI Credit MemosQuerying EDI Credit Memos [Continued][Continued]

54

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.

VI. ENCUMBRANCES

55

MANAGE ENCUMBRANCESMANAGE ENCUMBRANCES

56

“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 ENCUMBRANCESMANAGE ENCUMBRANCES[continued][continued]

57

• GL Inquiry Responsibility> 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”

MANAGE ENCUMBRANCES MANAGE ENCUMBRANCES [continued][continued]

58

“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 MANAGE ENCUMBRANCES [continued][continued]

• 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@lists.upenn.edu to have the journal posted

P2P

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

59

= P2P HELPFUL TIPS & TOOLSP2P

VII. REPORTING TOOLS

60

Reporting ToolsReporting Tools500 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.

61

Reporting ToolsReporting Tools [Continued][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 > 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

62

P2P Viewing Report OutputReport Output

Steps to review BEN Financials report output:• Once a report has completed successfully, click on

the “View Output” button.• Select Tools> 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

63

= P2P HELPFUL TIPS & TOOLSP2P

VIII. ONLINE RESOURCES

““WHERE TO GET HELPWHERE TO GET HELP””

64

““Where to Where to LL

Find helpful information available online

BEN KnowsThe place to browse and search for possible

solutions to your BEN Financials and BEN Reports questions.

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

KK

65

BEN Knows BEN Knows [continued][continued]

MENU OPTIONS: BROWSE BY TOPIC VIEW

Provides other helpful information:

66

67

BEN Knows BEN Knows [continued][continued]

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

Indexed by the “problem”

““Where to LookWhere to Look”” [continued][continued]

Financial Training Documentation

Quick Reference Guides: Using MarkView

Purchase Order:http://www.finance.upenn.edu/ftd/documentation/markpo.doc

C-Form:http://www.finance.upenn.edu/ftd/documentation/markcform.doc

68

““Where to LookWhere to Look”” [continued]

BEN Financials- Active Advisorieshttp://www.finance.upenn.edu/ben/benfin/advisories.shtml

69

““Where to LookWhere to Look”” [continued][continued]

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 password

3. 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

70

- 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.

Find Penn ID’s using BEN Reports

P2P

= P2P HELPFUL TIPS & TOOLSP2P

““Where to GoWhere to Go””For Commodity or Supplier Issues• To add PO and Non-contract supplier addresses

Contact Purchasing Services:http://www.purchasing.upenn.edu/

71

• Supplier invoice related questions or problemsContact the appropriate Accounts Payable representative:

A-D Shanel Plummer and Tamiko AllenE-J Lisa Smith and Yvonne AllenK-P Kim Montgomery and Sherry MackQ-V Jack Collins and Chanel HarrisonW-Z/ Facilities LaTanya Carter

http://www.finance.upenn.edu/comptroller/accts_payable/

QUESTIONS

72

CALL 215.746-

BEN FINANCIALS

PRESS 1

TRAVELPRESS 2

BEN REPORTSPRESS 3

BEN DEPOSITS

PRESS 4

Enter 2-digit school/ center #4357