Professional Documents
Culture Documents
I.
II.
11
III.
Receipts
IV.
V.
VI.
Encumbrances .. 56
33
I.
PURCHASE ORDERS
CREATION PROCESS
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Purchase Orders
Creation Process
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Purchase Orders
Creation Process [continued]
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Purchase Orders
Creation Process [continued]
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Purchase Orders
Creation Process [continued]
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
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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
7 STEP PROCESS
STEP 1- Identify Need
STEP 2- Initiate Purchase
STEP 3- Issue Purchase Order
STEP 4- Take Delivery/ Create Receipt
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
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Ask yourself
Should invoice
be PAID?
1.
2.
3.
4.
5.
6.
7.
If an
invoice is
on Qty Ord
or Max
Ship hold
and OK
to pay
e
b
d
ul
o
h
s
e
D
c
E
voi ELL
n
i
If
NC
A
C
11
13
Message Area
14
Invoice Item:
Message Area
[Step 3 Continued]
15
Expanded Information:
16
Icon used to open and close detail information
Expanded Information:
Accounting, Related PO Invoices, & History
[Step 3 Continued]
17
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.
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
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Inbox Items:
Notes, Markups, Email & Print
Blue Sticky Note- Enter information that will be for VIEW ONLY
Email Document Link (new)- Email a link to the invoice image for others to
review
http://www.finance.upenn.edu/ftd/documentation/benpays.pdf
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Step 5- Continued
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23
25
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THINGS TO REMEMBER
MarkView
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
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into MarkView.
= P2P HELPFUL TIPS & TOOLS
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https://benimgprd01.isc-seo.upenn.edu/markview_pr01/MVT_MV_Home.Home
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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
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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
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III. RECEIPTS
32
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
r
e
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l
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a
et
D
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P
i
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Vie
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ag
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a
M
PO
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Q t y D et
ai l F o l d
er
Scr
een
35
36
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.
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Why we receipt
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
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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
42
Receipts report.
D
RE
IR
QU
E
R
ED
DS
L
IE
y
onl
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ire
equ nk
R
bla
AC
ly
CN RG is
on
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e
if O
uir lank
q
Re is b
G
OR NAC
if C
NOTE:
a
ter f
n
E
i
AL- t here e
N
un
se
TIO
OP ar amo only or
o
l
dol want t ual to
q
you uals e n this ple,
r
m
acc ter tha r exa to
o
t
a
gre unt. F t wan or
o
f
amo u do n ruals ts
c
if yo any ac receip
see voiced 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
None of the
other
parameters
need to be
entered to
run this
report
43
http://www.finance.upenn.edu/ben/benfin/documentation/reportdoc/quickv/900.shtml
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45
46
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NOTE:
Requests received and meet the conditions to Final Close, will
be processed by 5 pm within 3 business days.
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50
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
Example:
Multi Line PO
ility
b
a
the iew.
u
o
s y on e v
e
v
i
g
in
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NO
53
ry s
e
u
oq
Aut EVER
N
to
54
VI. ENCUMBRANCES
55
Commitment Encumbrances
With the new version of BEN Buys, Oracle now requires Requisition Encumbrances
(also known as Commitment Encumbrances.
56
Commitment Encumbrances
[continued]
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.
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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
MANAGE ENCUMBRANCES
[continued]
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
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MANAGE ENCUMBRANCES
[continued]
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
http://www.finance.upenn.edu/ben/benfin/documentation/reportdoc/quickv/500.shtml
.
s
V
63
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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Where to L
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/
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Provides other
helpful
information:
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72
73
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Travel & Expense c-forms now require Penn ID # for employees and student
workers
QUESTIONS
Call 215.746-