BEN Helps &

P2P
[PROCURE-TO-PAY]

Presents
The Procure to Pay Life Cycle
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TABLE OF CONTENTS
I. II. III. IV. V. VI. Purchase Orders [Creation Process] Managing Invoice Holds..... Receipts 4 9 28

Purchase Orders [Final Close Process] 41 Navigation/ On-line Inquiries .. 46 Encumbrances .. 56

VII. Reporting Tools . 61 VIII. Online Resources . 65

I.

PURCHASE ORDERS

CREATION PROCESS
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Purchase Orders
Creation Process

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. 4
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Purchase Orders
Creation Process [continued]

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 . 5
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Purchase Orders
Creation Process [continued]

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, 6 etc.]
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For More Info

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

Financial Training
http://www.finance.upenn.edu/ftd/documentation.shtml#buy
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II. MANAGING INVOICE HOLDS

How do I manage an invoice on hold?

Seven Easy Steps for Managing Holds
1. Click on URL sent via e-mail.

le 3. Click on the [i] and [?] icons. r ac O u? d n d a om enn.e e fr 4. Decide To pay or not to pay? eiv .up c ox Re ob 5. Place PO Creator Approved @p p su stamp (pay) or Hold Resolved ap
sticky note (dont pay w/full explanation).

t ler A

2. Log-on to MarkView.

If an is o invoic nQ e or M ty Or d ax S hip ho OK ld and to pay

Ask yourself Should invoice be PAID?

6. Click [Save] to affix the stamp to the image and transition document to next stage. 7. Click on [Refresh] or close window.

e ld b u sho D ce voi ELLE If in ANC C

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the k on to Clic og in and L iew to V Mark orking w your der fol

1&2 s Step URL

Viewing the Working Folder

Step 3Click on the ? icon to view the hold details OR Click on the i icon to view the invoice image

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Invoice Detail Screen

[Step 3 Continued]
e th ) (s on d ol is h at ice h W invo
on il d ta hol de ic e f o r eci t m sp e G our y

By click in on th g e

fi c eci h p Details on HOW to e s whic h manage hold(s) of t PO s s tail the e wa in c De on voi ainst old. e lin he in ag h t ed ed the h atc reat PO Line 1- PO Amt = $330 m c 11 vs. Invoice Amt = $495 urn t

ing lick By c the on

View the Invoice Image

[Step 3 Continued]

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y oka Inv t and rice moun p PO Inv hip A on nd Qty e a Max S c pri t = PO eren f Dif

Compare Invoice to PO Lines

[Step 3 Continued]

ce ian ar pv i Sh sed x Ma s cau the is wa ause rice e p h c be oice an t h inv her t e 13 hig pric PO

Managing Holds
Step 4- Decide if the invoice is okay to pay

WHY is the invoice ON HOLD?

An invoice can be on hold for one or more of the following reasons: Quantity Ordered Hold {QTY ORD} The quantity invoiced for a PO line exceeds the 10% tolerance of the quantity ordered on the PO Maximum Shipment Hold {MAX SHIPMENT AMOUNT} The invoice line total (Qty x Price) is greater than the PO total (Qty x Price) by $25 Invoice Buckslip Hold Additional information is being requested by Accounts Payable. A response should be submitted via Hold Resolved stamp with a resolution Quantity Receipt Hold {QTY REC} Total quantity BILLED exceeds the Total quantity receipted for the PO line on any purchase order with a total greater than $5K or marked as receipt required 14

Managing Holds
Step 4- continued After reviewing the hold reason, invoice and purchase order line, is the invoice okay to pay?

YESApply the PO Creator Approved stamp to release one or all of these holds:
Qty Ordered Max Ship Amount

NOApply 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.
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These markups are used for notations ONLY- Note to self ONLY. They DO NOT transition the document
LY ON hat e Th mp t ns sta nsitio ent tra ocum ad P A to

Using Markups & Stamps

Step 5- Approve or Cancel

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

PO Creator Approved Stamp- When applied, indicates your approval

to PAY this invoice 16

For More Info

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

Step 5- Continued INVOICE HOLD TYPE

Quantity Ordered Hold {QTY ORD} Maximum Shipment Hold {MAX SHIPMENT AMOUNT} Items Not Ordered Hold {ITEMS NOT ORDERED HOLD} Invoice Buckslip Hold

APPROVE INVOICE
Place PO Creator Approved Stamp on invoice image

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

Place PO Creator Approved Stamp on invoice image Place PO Creator Approved Stamp on invoice image

Review PO Buckslip text and respond to APs request appropriately

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

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 Log on to BEN Financials and process receipts via the Requisitioner or PO Manager Responsibility Review e-mail message sent by Accounts Payable (apsup@pobox.upenn.edu)

Quantity Received Hold {QTY REC} Finally Closed PO Hold {FINAL MATCHING}

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

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Image with Notations Applied [example]

HI TE IGH GHL R

RED ARROW

BLUE STICKY NOTE

GREEN TEXT
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Viewing MarkView Origin Information

Provides detailed information on When the invoice was scanned into BEN.

To view the origin information, be sure the eye ball icon is placed on the Origin Information line in the View Manager box.

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Viewing MarkView Queues

If an invoice is in the PO Creator Review queue users have the ability to see and apply mark-ups to the invoice. Any invoices that are ON HOLD would be in the PO Creator Review queue.

To view the queue information, be sure the eye ball icon is placed on the Queue Status Markups line in the View Manager box.

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Viewing Markup Information

Provides detailed information on Who applied the markup stamp and the Date & Time the markup was applied

Hover your mouse over the markup to view the information

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Managing Holds [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 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 22 invoice

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
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For More Info

Managing Holds [continued]

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.
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THINGS TO REMEMBER
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.
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Submitting 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

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III. RECEIPTS

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Invoices on Qty Rec Hold

I receipted an invoice in PO Manager, why is it still on hold?

Remember:
When entering receipts, you receipt a quantity or amount against the PO Line. You do not receipt the invoice. There is NO association between receipts and specific invoices.
EXAMPLE: PO created for QTY= 25,879 There are 4 invoices on Qty Rec hold. 3 for $7,327.84 [ea] and 1 for $3,863.92. A receipt is entered for QTY= 21,983.53 [total of 3 invoices] None of the invoices go off hold because the total quantity received must equal or exceed the total quantity billed
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Invoices on Qty Rec Hold

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

lder Fo tail e O ty D rol P a n ti t Qu /Con e ew w th ie > Vi r V a ge Man PO

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Invoices on Qty Rec Hold

[Continued]

REMEMBER: Each hold and each receipt is against a

specific line number on the purchase order as E shown in the nter Rec illustration below. e
ipts Scr ee

Qty Det

ail Fold er

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Invoices on Qty Rec Hold

[Continued]

I entered a receipt and applied the PO Creator Approved stamp to the invoice. Why is the hold notification still in my working folder? Remember: Qty Rec holds are released in nightly batch processing. The hold will be released the night that receipts are entered in BEN. Therefore, its not necessary to apply a PO Creator Approved stamp IF invoice is on Qty 31 Rec hold ONLY.

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Why we receipt

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

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

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

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Entering Receipts
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

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Problem 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:

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Impact of Receipts
Whats the Impact on entering receipts?
Creates an accrual amount at the end of the fiscal year if the qty or amount receipted is MORE THAN the qty or amount billed. The unrecorded liability for goods and services that have been received but not yet billed to the university [invoiced in BEN]. Incorrect receipting can create an error to the Financial Statements. It is important to manage receipted POs throughout the year. To manage accruals, run the 900.Uninvoiced Receipts report. 36

Fiscal Year End Receipt Accruals

900 Uninvoiced Receipts Report
R UI Q ED S LD E FI
o ired equ k C R blan A CN RG is if O nly

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.
ly

RE

on red nk ui eq bla G R is OR NAC if C

NOTE: None of the other parameters need to be entered to run this report

IR E QU RE

ra nte if e L- E NA nt her ee IO o u s T OP ar am n ly o o to o r l dol want t ual q you uals e n this ple, r m acc ter tha or exa to t a gre unt. F ot wan or f o am u do n cruals ts o if y any ac receip d see voice s than 0 0 n s uni are le er $1,0 t t tha 00, en imum $1,0 he Min alue t V for nded e Ext meter a par

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Fiscal Year End Receipt Accruals

[continued]

900 Uninvoiced Receipts Report

The report provides a preview of all accrual entries that will be posted to your school/ centers 26-digit account in June as part of year end processing.
The accrual calculation is derived from the quantity receipted less the quantity billed times the unit price of the purchase order line
Accrual = (Qty/Amt Received x Unit Price on PO) - (Qty/Amt Billed x
Unit Price on PO)
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http://www.finance.upenn.edu/ben/benfin/documentation/reportdoc/quickv/900.shtml

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900 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. 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
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IV. PURCHASE ORDERS

FINAL CLOSE PROCESS

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FINAL CLOSE PO PROCESS

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

[continued]

What are steps I need to take prior to Final Closing a PO?

Purchase Order has been fully executed which includes:

All goods and/or services were received All invoices were entered into BEN Financials and all holds have been resolved All checks have been issued to the supplier 42

FINAL CLOSE PO PROCESS

[continued]

AP responds Final Close is NOT an option for your PO Final Close request. Why?
Since the system does not inform AP on the reason WHY a PO can not be final closed, it could be one or more of the following reasons: PO has been cancelled PO has been receipted but not yet billed (invoiced) An account segment on the purchase order 43 has been disabled

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FINAL CLOSE PO PROCESS

[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.
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V. NAVIGATION & ON-LINE INQUIRIES

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Navigating to the Quantity 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 PO Lines at once as shown on slide #49 without drilling down by screens.

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Quantity Detail Folder [Continued]

Example: 1 Line PO

Example: Multi Line PO

y bilit a the iew. u s yo one v iv e w g lines in ie N is v ALL h DOW T G e o se LLIN t RI OD N

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Make Quantity Detail Your Default Folder

From the Shipments form 3. To Set this Folder as your 1. Click on the yellow folder icon Default View Select Folder>Save As next to Shipping Detail
from the toolbar

2. Select Quantity Detail from the list of values

sh uery oq Aut EVER N to et be s ould

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Credit Memos

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
CRE D IT

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Querying EDI Credit Memos

How do I find a Credit Memo?
PO Manager >
Invoice Inquiry
e er t h r ith ter e Name o y En r plier our que Sup in y er umb N

Enter one o r mor of the e follow searc h crite ing ria furthe r restr to ict your q uery

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Querying EDI Credit Memos [Continued]

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

51

Querying EDI Credit Memos [Continued]

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

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Querying EDI Credit Memos [Continued]

Searching by Supplier information and a "dollar range

NOTE: When entering credit memos youre dealing with negative numbers. The lower dollar amount must be entered in your search first. If you enter the higher dollar amount first you will receive the following message: Error: APP-SQLAP-10028: The minimum amount 53 cannot be greater than the maximum amount. Re-enter.

Querying EDI Credit Memos [Continued]

Example 3: Searching by Supplier information and date 3.1: Enter a date range

NOTE: Guesstimate the date range. You obviously would not enter a date parameter that is prior to the original invoice date. 54

VI. ENCUMBRANCES

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MANAGE ENCUMBRANCES
There was an encumbrance on my 100.ORG report, but the dollar amount does not appear on my 163.Open Encumbrances report. Why? Use one of the following tools described to determine if the transaction is an invoice encumbrance. Invoice encumbrances should be created and relieved in the same batch, occasionally they dont. BEN 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
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MANAGE ENCUMBRANCES
[continued]

GL Inquiry Responsibility> Inquiry on Account

nce mbra ype ncu se E alance T Choo ary B im as Pr

E nc Sele um c bra t an nc eT yp e

Inquiry on Account gives you the ability to DRILL 57 down to view invoice detail

MANAGE ENCUMBRANCES [continued]

What if an encumbrance still exists after the PO has been final closed?
[This is a question thats been asked. This should not be happening, we implemented a process to prevent this]

The automated encumbrance relief process which was implemented 2 years ago will relieve these. This process kicks in during nightly batch processing the night after a PO has been final closed. 58

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MANAGE ENCUMBRANCES
[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
http://www.finance.upenn.edu/benknows/
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VII. REPORTING TOOLS

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Reporting Tools
500 Matching Holds Extract: Can be run for large volumes of holds OR by departmental managers to review all holds for people working under them Spreadsheet format to slice and dice data Review the length of time an invoice has been on hold
http://www.finance.upenn.edu/ben/benfin/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
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s. V

Reporting Tools [Continued]

The 900 Un-invoiced Receipts report is run to:
View purchase orders that have been receipted but not invoiced in BEN Financials by the supplier Identify any potential accruals over an amount entered in the parameter
When you run the report, it is suggested to run for any transactions > 1,000 [minimum extended value].

Over the last several years, the Universitys policy has been to create accruals if $1K or greater.
http://www.finance.upenn.edu/ben/benfin/documentation/reportdoc/quickv/900.shtml
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Viewing Report 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
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VIII. ONLINE RESOURCES

WHERE TO GET HELP

64

Where to L

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/

65

BEN Knows [continued]

MENU OPTIONS: BROWSE BY TOPIC VIEW

Provides other helpful information:

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BEN Knows [continued]

Use BEN KnowsIts the easy way to find the answer to your question, the solution to your problem
Indexed by the problem
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Where to Look [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

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Where to Look [continued]

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

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Where to Look [continued]

Find Penn IDs using BEN Reports

Travel & Expense c-forms now require Penn ID # for employees and student workers

1. Go to: http://benapps.isc-seo.upenn.edu/BEN Reports: System for retrieving financial and sponsored project information from the Data Warehouse in predefined formats; includes links to other applications such as GRAM and Position Inventory. 2. Log in using PennKey username and 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 70 numbers.
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Where to Go
For Commodity or Supplier Issues To add PO and Non-contract supplier addresses
Contact Purchasing Services:
http://www.purchasing.upenn.edu/

Supplier invoice related questions or problems

Contact the appropriate Accounts Payable representative: A-D Shanel Plummer and Tamiko Allen E-J Lisa Smith and Yvonne Allen K-P Kim Montgomery and Sherry Mack Q-V Jack Collins and Chanel Harrison W-Z/ Facilities LaTanya Carter
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http://www.finance.upenn.edu/comptroller/accts_payable/

QUESTIONS CALL 215.746Enter 2-digit school/ center # BEN 4357 REP S L ORT CIA N S PRE INA F SS 3 EN S1 B S S RE P OSIT DE P BE N TRAV 4 EL RE S S P PRES S2 72