You are on page 1of 76

BEN Helps &

P2P
[PROCURE-TO-PAY]

Presents
The Procure to Pay Life Cycle
Last Updated December 2009

Table of Contents
I. II. Purchase Orders [Creation Process] Managing Invoice Holds..... 3 11

III.
IV. V. VI.

Receipts

33

Purchase Orders [Final Close Process] 47 Navigation/ On-line Inquiries .. 52 Encumbrances .. 56

VII. Reporting Tools . 63

VIII. Online Resources . 69

I.

PURCHASE ORDERS

CREATION PROCESS
3

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.
4
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 HELPFUL TIPS & TOOLS

P2P

Purchase Orders
Creation Process [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 addition to providing the quote # in the item description, include specific item details. [e.g.. Product name, model #ABC123,
etc.].

P2P

= P2P HELPFUL TIPS & TOOLS

P2P

Purchase Orders
Creation Process [continued]

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 NonCatalog item request
7
P2P

= P2P HELPFUL TIPS & TOOLS

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.
8

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
9

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
10

II. MANAGING INVOICE HOLDS

11

How do I manage an invoice on hold?


Seven Easy Steps for Managing Holds
1. 2. 3. Click on URL sent via e-mail. Log-on to BEN Pays Web Inbox. Click on Web Inbox on menu or AP Invoices link to view any invoices on hold awaiting your review. Decide To pay or not to pay? Place Holds Resolved markup (pay) or Route to Accounts Payable markup (dont pay w/full explanation). 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.

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

4. 5.

Ask yourself Should invoice be PAID?

6.

Comments Box not used with Holds Resolved.


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

12

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
13

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

14

Invoice Image & Work Item


By clicking on the [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

15

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

16

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

17
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

18

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 19

Managing Holds Process


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. Once the supplier responds and an agreement is made, proceed with actions 20 to pay or cancel the invoice.

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 Buyers Web Inbox.

Return To
Markup used by Buyer to respond to Comment Requested Response information is entered in Return To comment box
21

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
22

For More Info

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

Step 5- Continued

Hold Resolution Grid

23

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
24

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
25
For More Info

Managing Holds Process


[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
26

**Note: Asterisk denotes a required field**

Managing Holds Process


[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.
27

Manipulating the Image Display

28

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 into MarkView.
P2P
= P2P HELPFUL TIPS & TOOLS

29

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

30

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
31

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
32

III. RECEIPTS

33

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
34

Invoices on Qty Rec Hold


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

35

Invoices on Qty Rec Hold


[Continued]

REMEMBER: Each hold and each receipt is against a


specific line number on the purchase order as shown in the illustration below.

36

Invoices on Qty Rec Hold


[Continued]

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

37

Invoices on Qty Rec Hold


[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.
38

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
39
P2P

= P2P HELPFUL TIPS & TOOLS

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

40

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

41

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:

42
P2P

= P2P HELPFUL TIPS & TOOLS

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. 43

Fiscal Year End Receipt Accruals


900 Uninvoiced Receipts Report
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.

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

44

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)
45

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

P2P

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@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

46

= P2P HELPFUL TIPS & TOOLS

IV. PURCHASE ORDERS

FINAL CLOSE PROCESS

47

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

48

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

49

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 receipted but not yet billed (invoiced) An account segment on the purchase order has been disabled 50

P2P

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@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 HELPFUL TIPS & TOOLS

51

V. NAVIGATION & ON-LINE INQUIRIES

52

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.

53

Quantity Detail Folder [Continued]


Example: 1 Line PO

Example: Multi Line PO

54

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

55

VI. ENCUMBRANCES

56

Requisition Encumbrances
With the new version of BEN Buys, Oracle now requires Requisition 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 Requisition Encumbrance entries that will be a simple in and out requisition 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 Requisition Encumbrance resulting from a Rejected PO, the related Requisition needs to be cancelled. Currently, only the Requisitioner can cancel the requisition.

57

Requisition Encumbrances
[continued]

Process for handling a Rejected Purchase Order:


If you need to reject a purchase order contact BEN Helps (215-746-4357) or review the temporary work around instructions which can be found at: http://www.finance.upenn.edu/benknows/browse_topics/po_rejected.shtml
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.
58

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
59

MANAGE ENCUMBRANCES
[continued]

GL Inquiry Responsibility> Inquiry on Account

Inquiry on Account gives you the ability to DRILL 60 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 61 PO has been final closed.

P2P

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/
62
P2P

= P2P HELPFUL TIPS & TOOLS

VII. REPORTING TOOLS

63

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
64

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.
http://www.finance.upenn.edu/ben/benfin/documentation/reportdoc/quickv/900.shtml 65

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

P2P

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
67
P2P

= P2P HELPFUL TIPS & TOOLS

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

68

VIII. ONLINE RESOURCES


Where To Get Help

69

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/

70

BEN Knows [continued]


MENU OPTIONS: BROWSE BY TOPIC VIEW

Provides other helpful information:

71

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
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

Where to Look [continued]


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

74

P2P

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 75 numbers.
P2P

= P2P HELPFUL TIPS & TOOLS

QUESTIONS Call 215.746Enter 2-digit school/ center #

4357

76