BEN HelpsBEN Helps &

P2PP2P[PROCURE-TO-PAY][PROCURE-TO-PAY]

PresentsPresents

““TheThe Procure to Pay Life Cycle”Procure to Pay Life Cycle”

Last Updated November 2012

2

Table of ContentsI. Purchase Orders [Creation Process]……… 3

II. Managing Invoice Holds…………………..... 11

III. Receipts ……………………………………… 33

IV. Purchase Orders [Final Close Process]…… 47

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

VI. Encumbrances ……………………………….. 56

VII. Reporting Tools ………………………………. 63

VIII. Online Resources ……………………………. 69

3

I. PURCHASE ORDERS

“CREATION PROCESS”

4

Purchase OrdersPurchase Orders ““Creation Process”Creation Process”

• 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 HELPFUL TIPS & TOOLS

P2P

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

5

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

P2P

= P2P HELPFUL TIPS & TOOLSP2P

6

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

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 = P2P HELPFUL TIPS & TOOLS

7

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

Purchase Orders for Goods/ Services1. Goods billed by quantity = (Qty * Price)2. Goods or services billed by amount = (Amount * 1)3. 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 = P2P HELPFUL TIPS & TOOLS

8

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 roleIt streamlines the typical transaction by requiring a requisitioner to be specific when orderingLegally committing the University to funding the purchaseAllowing a supplier to deliver as requestedEnabling the University to pay invoices within 30 days

For More

7 STEP PROCESS

STEP 1- Identify Need STEP 5- Process InvoiceSTEP 2- Initiate Purchase STEP 6- PaySTEP 3- Issue Purchase Order STEP 7- Track and ImproveSTEP 4- Take Delivery/ Create Receipt

7 STEP PROCESS

STEP 1- Identify Need STEP 5- Process InvoiceSTEP 2- Initiate Purchase STEP 6- PaySTEP 3- Issue Purchase Order STEP 7- Track and ImproveSTEP 4- Take Delivery/ Create Receipt 9

10

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

For More

11

II. MANAGING INVOICE HOLDS

12

How do I manage an invoice on hold?Seven Easy Steps for

Managing Holds

1. Click on URL sent via e-mail.

2. Log-on to BEN Pays Web Inbox.

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

4. Decide ‘To pay or not to pay?’

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

6. 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.

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

Received an Oracle Alert

from

apsup@exchange.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”…

13

Viewing the Web InboxViewing the Web Inbox

Click on “Web Inbox” on menu

Steps 1 & 2-

Click on the URL and Log into your MarkView Web

Inbox

Step 3-

OR

Click go to your web inbox AP Invoices

Current Inbox ItemsCurrent Inbox Items[[Step 3Step 3 Continued] 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 14

15

Invoice Image & Work ItemInvoice Image & Work Item

Markups (stamps) available

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

Invoice image and manipulating the image display

Message Area

[Step 3 Continued][Step 3 Continued]

16

Invoice Item: Invoice Item: Message Area Message Area

[Step 3[Step 3 Continued] 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

17

Expanded Information:Expanded Information:Holds & PO Line DetailsHolds & PO Line Details

[Step 3[Step 3 Continued] Continued]

Icon used to open and close detail information

Holds details hold type, reason, date, and line numberHolds details hold type, reason, date, and line number

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

Expanded Information: Expanded Information: Accounting, Related PO Invoices, & History Accounting, Related PO Invoices, & History

18

Related PO Invoices links to all invoices and credit memos matched to the given PO (except EDI credit memos)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 MarkViewDocument History details all actions related to the invoice since it was scanned into MarkView

Accounting shows amount and distribution (account charged)Accounting shows amount and distribution (account charged)

[Step 3 Continued][Step 3 Continued]

19

““Managing Holds Process”Managing Holds Process”

“ 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

Step 4- Decide if the invoice is okay to pay

20

““Managing Holds Process”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”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

21

22

Inbox Items: Inbox Items: Notes, Markups, Email & PrintNotes, 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

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

23

Step 5- Continued

Hold Resolution GridHold Resolution Grid

24

“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 [the 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

• 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”Managing Holds” [continued]

25

“Managing Holds Process”Managing 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.shtml

For More Info

“Managing Holds Process”Managing Holds Process”[Continued][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**

26

27

“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 Process”Managing Holds Process”

• 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.

• 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.

[Continued]

Manipulating the Image DisplayManipulating the Image Display

28

29

THINGS TO REMEMBERTHINGS TO REMEMBERMarkView

• 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

30

Submitting Submitting InvoicesInvoices for Payment for PaymentP2P

=P2P = P2P HELPFUL TIPS & TOOLS

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.

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

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.

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

Submitting Submitting C-FormsC-Forms for Payment for Payment

31

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

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 Submitting C-FormsC-Forms for Payment for Payment

32

P2P

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

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

[continued]

33

III. RECEIPTS

34

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

35

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

36

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

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

37

[Continued][Continued]

38

Invoices on Qty Rec HoldInvoices on Qty Rec Hold

“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.

[Continued][Continued]

39

Why we receipt…Why 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

P2P

P2P = P2P HELPFUL TIPS & TOOLS

40

Entering Receipts from PO ManagerEntering Receipts from PO Manager

“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

41

Entering ReceiptsEntering Receiptswithwith Multiple Distributions 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.

In order to receipt the quantity, click

on the + sign. The expanded lines are the

quantities ordered per PO

line/ per distribution.

#1

#2

42

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

43

Impact of ReceiptsImpact of Receipts

• 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.

44

Fiscal Year End Receipt AccrualsFiscal Year End Receipt Accruals

900 Uninvoiced Receipts Report

REQUIRED FIE

LDS

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.

45

Fiscal Year End Receipt Accruals Fiscal Year End Receipt Accruals

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

ContinuedContinued

46

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@exchange.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 & TOOLSP2P

47

IV. PURCHASE ORDERS

“FINAL CLOSE PROCESS”

48

FINAL CLOSE PO PROCESSFINAL 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

49

FINAL CLOSE PO PROCESSFINAL CLOSE PO PROCESS [continued][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

50

FINAL CLOSE PO PROCESSFINAL CLOSE PO PROCESS [continued][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

51

FINAL CLOSE PO PROCESSFINAL CLOSE PO PROCESS[continued][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@exchange.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 = P2P HELPFUL TIPS & TOOLS

52

V. NAVIGATION & ON-LINE INQUIRIES

53

Navigating to the Navigating to the Quantity Detail FolderQuantity Detail Folder

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.

54

Quantity Detail FolderQuantity Detail Folder [Continued][Continued]

Example: 1 Line PO

Example:Multi Line PO This view gives you the ability

to see ALL lines in one view.

NO DRILLING DOWN

55

Make “Quantity Detail” Your Default FolderMake “Quantity Detail” Your Default Folder

From the “Shipments” form

1. 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”

56

VI. ENCUMBRANCES

Commitment EncumbrancesCommitment Encumbrances

57

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

What does this mean to you?

I. 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).

II. 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 EncumbrancesCommitment Encumbrances

58

[continued][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.

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.

59

MANAGE ENCUMBRANCESMANAGE 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 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

60

MANAGE ENCUMBRANCESMANAGE ENCUMBRANCES[continued][continued]

• 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 TypeSelect an

“Encumbrance Type”

61

MANAGE ENCUMBRANCES MANAGE ENCUMBRANCES [continued][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.

62

MANAGE ENCUMBRANCES MANAGE ENCUMBRANCES [continued][continued]

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

P2P

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

= P2P HELPFUL TIPS & TOOLSP2P

63

VII. REPORTING TOOLS

64

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.

65

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– 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

900. Un-invoiced Receipts &

901. Over-invoiced Receipts

900. Un-invoiced Receipts &

901. Over-invoiced Receipts

Reporting Tools Reporting Tools [Continued][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]

66http://www.finance.upenn.edu/ben/benfin/documentation/reportdoc/quickv/901.shtml

67

Viewing Report OutputReport Output

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 & TOOLSP2P

Viewing Report Output Report Output [Continued][Continued]

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

68

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).

69

VIII. ONLINE RESOURCES

““Where To Get Help”Where To Get Help”

70

““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/browse_topics/

KK

71

BEN Knows BEN Knows [continued][continued]

MENU OPTIONS: BROWSE BY TOPIC VIEW

Provides other helpful information:

72

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”

• 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

73

BEN Knows BEN Knows [continued][continued]

74

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

75

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

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

76

““Where to Look”Where 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 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.

Find Penn ID’s using BEN Reports

P2P

= P2P HELPFUL TIPS & TOOLSP2P

77

QUESTIONS

Call 215.746-

BEN FINANCIALS

PRESS 1

TRAVELPRESS 2

BEN REPORTSPRESS 3

BEN DEPOSITS

PRESS 4

Enter 2-digit school/ center #

4357