PO Lifecycle in SAP

Table of Contents
I.
Purchase Orders [Creation Process]
II.
Managing Invoice Holds.....
11
III.
Receipts
IV.
Purchase Orders [Final Close Process] 47
V.
Navigation/ On-line Inquiries .. 52
VI.
Encumbrances .. 56
33
VII. Reporting Tools . 63

VIII. Online Resources . 69
I.
PURCHASE ORDERS
CREATION PROCESS
2
P2P
Purchase Orders
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 nonmarketplace suppliers, use the
link on the
Requisitions Home Page to create a purchase requisition.
3
P2P
= P2P HELPFUL TIPS & TOOLS
P2P
Purchase Orders
Creation Process [continued]
Creating a Non-Catalog Item Request

The Non-Catalog link can be accessed from
multiple places in the application
Search catalogs prior to adding a Non-Catalog
item to be sure your item is not being offered from
another marketplace supplier
P2P
P2P
Purchase Orders
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
Purchase Orders
Purchase Orders for Goods/ Services

1. 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
6
P2P
For More
Purchasing- http://www.purchasing.upenn.edu/buyinfo/guide/
Overview of the purchasing process for newly appointed faculty and staff.
Overview of the University's authorized buying methods for equipment, supplies and
services from external suppliers
University procurement and disbursement policies, guidelines, and ethical business
practices faculty and staff are required to follow when making a purchase from an
external supplier.
Buying tips, resources and related information for authorized BEN Buys system users
and credit card cardholders.
Information related to suppliers that provide the products and services required by the
University.
For More
P2P (Procure-to-Pay)- http://www.upenn.edu/p2p/purchase_order

The purchase order process can be viewed as a series of linked steps in which
different participants play a role
It streamlines the typical transaction by requiring a requisitioner to be specific when
ordering
Legally committing the University to funding the purchase
Allowing a supplier to deliver as requested
Enabling the University to pay invoices within 30 days
7 STEP PROCESS
STEP 1- Identify Need
STEP 2- Initiate Purchase
STEP 3- Issue Purchase Order
STEP 4- Take Delivery/ Create Receipt
STEP 5- Process Invoice

STEP 6- Pay
STEP 7- Track and Improve
8
For More
Financial Traininghttp://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
II.
MANAGING INVOICE
HOLDS
10
How do I manage an invoice on hold?

Seven Easy Steps for
Managing Holds
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Ask yourself
Should invoice
be PAID?
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 (dont 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.
If an
invoice is
on Qty Ord
or Max
Ship hold
and OK
to pay
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11
Viewing the Web Inbox

Steps 1 & 2Click on the URL
and Log into your
MarkView Web
Inbox
Step 3Click on
Web Inbox
on menu
OR
Click go to your
web inbox AP
Invoices
12
Current Inbox Items

[Step 3 Continued]
The Current Inbox Items lists any invoices

awaiting review
Information shown includes Invoice Number, Supplier Name, PO

Number, Invoice Date, and Amount
Invoice Number is a link that will open invoice for review
An e-mail notification for invoices on hold will be sent daily
13
Invoice Image & Work Item

[Step 3 Continued]
Message Area
Markups (stamps) available
Expanded information available

includes Holds, PO details,
distributions (Accounting), related
invoices, and document history
Invoice image and manipulating

the image display
14
Invoice Item:
Message Area
[Step 3 Continued]
The Message Area at the top of the page

Provides information on the invoice holds and
instructions to follow
Blue icons indicate instructions and feedback
Red icons indicate warnings or alerts
15
Expanded Information:
Holds & PO Line Details

[Step 3 Continued]
Holds details hold type, reason, date, and line

number
PO Line Details presents PO information

by line on order, received, and invoiced
16
Icon used to open and close detail information
Expanded Information:
Accounting, Related PO Invoices, & History
[Step 3 Continued]
Accounting shows amount and distribution (account

charged)
Related PO Invoices links to all invoices and credit
memos matched to the given PO (except EDI credit
memos)
Document History details all actions related to
the invoice since it was scanned into MarkView
17
Managing Holds Process

Step 4- Decide if the invoice is okay to pay
WHY is the invoice ON HOLD?

An invoice can be on hold for one or more of the following reasons:
Quantity Ordered Hold {QTY ORD}
The quantity invoiced for a PO line exceeds the 10% tolerance of the
quantity ordered on the PO
Maximum Shipment Hold {MAX SHIPMENT AMOUNT}
The invoice line total (Qty x Price) is greater than the PO total (Qty x Price)
by $25
Comment Requested Hold
Additional information is being requested by Accounts Payable. A response
should be submitted via Return To stamp with a resolution
Quantity Receipt Hold {QTY REC}
Total quantity BILLED exceeds the Total quantity receipted for the PO line
on any purchase order with a total greater than $5K or marked as receipt
required
18

Step 5- Apply the markup
After reviewing the hold reason, invoice and purchase order line, is the invoice
okay to pay?
YESApply the Holds Resolved stamp to release one or all of these holds:
Qty Ordered
Max Ship Amount
NOApply 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.
19 to
Once the supplier responds and an agreement is made, proceed with actions
pay or cancel the invoice.

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 Buyers Web
Inbox.
Return To
Markup used by Buyer to respond to Comment Requested
Response information is entered in Return To comment box
20
Inbox Items:
Notes, Markups, Email & Print
Blue Sticky Note- Enter information that will be for VIEW ONLY
Green Text- Applies green bold text to image
Email Document Link (new)- Email a link to the invoice image for others to
review
Holds Resolved (transitions invoice out of Web Inbox)

Markup to *Approve* payment for invoice
Comment box not required (will not be read by Accounts Payable)
Route To Accounts Payable (transitions invoice to A/P)

Markup to *Cancel* invoice and Comment box used to explain the
reason for cancellation
Comment Box will be read by Accounts Payable
Print- Directly prints the image to your local printer
For More Info
http://www.finance.upenn.edu/ftd/documentation/benpays.pdf
21
Step 5- Continued
Hold Resolution Grid
22
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 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
23

[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
24
For More Info

[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 persons email address can be entered, but only
other PO Manager & BEN Balances users can view the
invoice image
**Note: Asterisk denotes a required field**
25

[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.
26
Manipulating the Image Display
27
P2P
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
28
into MarkView.
P2P
P2P
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.
E-mail alerts for invoices on hold will be sent daily
Only the Buyer (or their Alternate Assignment Designee) can
approve or request cancellation of an invoice.
To access your Web Inbox at any time, bookmark the following
URL:
https://benimgprd01.isc-seo.upenn.edu/markview_pr01/MVT_MV_Home.Home
P2P = P2P HELPFUL TIPS & TOOLS
29
P2P
Submitting C-Forms for Payment
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
30
P2P
Submitting C-Forms for Payment

[continued]
Electronically via BEN: C-Forms will be sent back to the TAC Reviewer List
If
Missing Invoice #
Invoice # must not contain words. It can consist of letters and numbers
Missing Invoice Date
Total dollar amount on lines does not equal what is written on the C-Form
Invalid GL Account
Duplicate Invoice #
Name provided on C-Form doesnt match name in BEN
SSN # on C-Form does not match number in BEN
31
III. RECEIPTS
32
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
33

How can I verify whats been billed and
receipted on my purchase order?
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34

[Continued]
REMEMBER: Each hold and each receipt is against a

specific line number on the purchase order as shown
in the
Ent
er R
illustration below.
ece
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Q t y D et
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Scr
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35

[Continued]
You can also view what was ordered, billed &

receipted on a Purchase Order from Inquiry>
Invoices.
36

[Continued]
I entered a receipt and applied the Holds

Resolved stamp to the invoice. Why is the
hold notification still in my web inbox?
Remember:
Qty Rec holds are released in nightly batch
processing. The hold will be released the night
that receipts are entered in BEN. Therefore,
its not necessary to apply a Holds Resolved
stamp IF invoice is on Qty Rec hold ONLY.
37
P2P
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
38
P2P
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
39
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
40
P2P
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:
41
P2P
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
42
Receipts report.
Fiscal Year End Receipt Accruals

900 Uninvoiced Receipts Report
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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.
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43
Fiscal Year End Receipt Accruals

Continued

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)
44
P2P
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
45
IV. PURCHASE ORDERS
FINAL CLOSE PROCESS
46
FINAL CLOSE PO PROCESS

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

before the existing one is Final Closed
FINAL
47

[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 48

[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
49
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@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
50
V. NAVIGATION & ON-LINE

INQUIRIES
51
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.
52
Quantity Detail Folder [Continued]

Example:
1 Line PO
Example:
Multi Line PO
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53
Make Quantity Detail Your Default Folder

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

the list of values
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54
VI. ENCUMBRANCES
55
Commitment Encumbrances
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.
56
Commitment Encumbrances
[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.
57
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
58
MANAGE ENCUMBRANCES
[continued]
GL Inquiry Responsibility> Inquiry on Account
nce
a
r
b
m
Encu ce Type
e
s
Choo ary Balan
im
as Pr
E
n
S
cu elec
mb t a
ran n
ce
Ty
pe
Inquiry on Account gives you the ability to DRILL

59
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
60
PO has been final closed.
P2P
MANAGE ENCUMBRANCES
[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
http://www.finance.upenn.edu/benknows/
61
P2P
VII. REPORTING TOOLS
62
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
.
s
V
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
63
Reporting Tools [Continued]

900. Un-invoiced Receipts
&
901. Over-invoiced Receipts
The 900 Un-invoiced Receipts report is run to:
View purchase orders that have been receipted but not invoiced in
BEN Financials by the supplier
The quantity billed is less than the quantity ordered
Identify any potential accruals over an amount entered in the
parameter
When you run the report, it is suggested to run for any transactions > 1,000
[minimum extended value].
Over the last several years, the Universitys policy has been to
create accruals if $1K or greater.
64
Reporting Tools [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]
65
P2P
Viewing Report 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
66
P2P
Viewing Report Output [Continued]

USERS WHO RUN REPORT EXTRACTS IN BEN
FINANCIALS:
End-users will now retrieve their extract files by
using Secure Share Exchange Service.
NOTE: End-users can no longer retrieve extract
files from their home directory on the BEN
Financials FTP server (Findata).
Documentation on Extracts and

Extract retrieval can be found at:
http://www.finance.upenn.edu/ben/benfin/do
cumentation/reportdoc/guide8.shtml#filt
67
VIII. ONLINE RESOURCES

Where To Get Help
68
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/browse_topics/
69
BEN Knows [continued]

MENU OPTIONS:
BROWSE BY TOPIC VIEW
Provides other
helpful
information:
70

Use BEN KnowsIts the easy way to
find the answer to
your question, the
solution to your
problem
Indexed by the problem
71

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
72
Where to Look [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
73

BEN Financials- Active Advisories
http://www.finance.upenn.edu/ben/benfin/advisories.shtml
74
P2P

Find Penn IDs using BEN Reports
Travel & Expense c-forms now require Penn ID # for employees and student
workers
1. Go to: http://benapps.isc-seo.upenn.edu/BEN Reports: System for retrieving

financial and sponsored project information from the Data Warehouse in
predefined formats; includes links to other applications such as GRAM and
Position Inventory.
2. Log in using PennKey username and 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
75
numbers.
P2P
QUESTIONS
Call 215.746-
Enter 2-digit school/ center #

BEN
4357
REP
S
L
O RT
CIA
N
S
A
PRE
N
I
SS 3
NF
1
E
B
ESS
I TS
R
S
P
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P
DE
BEN
TRAVE
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PRESS
2
76

PO Lifecycle in SAP

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PO Lifecycle in SAP

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Table of Contents

Purchase Orders [Creation Process]

Managing Invoice Holds.....

Purchase Orders [Final Close Process] 47

Navigation/ On-line Inquiries .. 52

VII. Reporting Tools . 63

Purchase Orders should be created via the Penn

= P2P HELPFUL TIPS & TOOLS

Creating a Non-Catalog Item Request

= P2P HELPFUL TIPS & TOOLS

Creating Non-Marketplace Request

= P2P HELPFUL TIPS & TOOLS

Purchase Orders for Goods/ Services

= P2P HELPFUL TIPS & TOOLS

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

STEP 5- Process Invoice

How do I manage an invoice on hold?

Click on URL sent via e-mail.

Log-on to BEN Pays Web Inbox.

Click on Web Inbox on menu or

Decide To pay or not to pay?

Place Holds Resolved markup

Click the appropriate markup to

Click OK in the Comments Box

Viewing the Web Inbox

Current Inbox Items

The Current Inbox Items lists any invoices

Information shown includes Invoice Number, Supplier Name, PO

Invoice Image & Work Item

Markups (stamps) available

Expanded information available

Invoice image and manipulating

The Message Area at the top of the page

Holds & PO Line Details

Holds details hold type, reason, date, and line

PO Line Details presents PO information

Accounting shows amount and distribution (account

Managing Holds Process

WHY is the invoice ON HOLD?

Managing Holds Process

Managing Holds Process

Green Text- Applies green bold text to image

Holds Resolved (transitions invoice out of Web Inbox)

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

For More Info

Hold Resolution Grid

Managing Holds [continued]

In some cases, it may be necessary to change the Buyer on

Managing Holds Process

A PO Manager transfers to another department and

Run the 501. Matching Holds report

Managing Holds Process

Email Document Link

Contact - The icon next to Contact opens a list of values

Managing Holds Process

For a PO Buyer who leaves the University OR

In addition to managing their own holds,

Manipulating the Image Display

Users should NOT set their MarkView password to be

Submitting Invoices for Payment

To ensure timely payment to suppliers and within the specified

P2P = P2P HELPFUL TIPS & TOOLS

Submitting C-Forms for Payment