BEN Helps

&
P2P
[PROCURE-TO-PAY]

Presents

“The Procure to Pay Life Cycle”

1
 TABLE OF CONTENTS
I. Purchase Orders [Creation Process]……… 4
II. Managing Invoice Holds…………………..... 9
III. Receipts ……………………………………… 28
IV. Purchase Orders [Final Close Process]…… 41
V. Navigation/ On-line Inquiries ……………….. 46
VI. Encumbrances ……………………………….. 56
VII. Reporting Tools ………………………………. 61
VIII. Online Resources ……………………………. 65

2
I. PURCHASE ORDERS

“CREATION PROCESS”

3
 P2P
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
P2P
= P2P HELPFUL TIPS & TOOLS
 P2P
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
P2P = P2P HELPFUL TIPS & TOOLS
 P2P
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,
etc.] P2P
6
= P2P HELPFUL TIPS & TOOLS
 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 7
II. MANAGING INVOICE
HOLDS

8
 How do I manage an invoice on hold?
Seven Easy Steps for If an
Managing Holds is o invoic
n e
or M Qty Or
ax S d
1. Click on URL sent via e-mail. ho hip
“OK ld and
” to
rt 2. Log-on to MarkView. pay
le …
A
r a cle 3. Click on the [i] and [?] icons.
n O du?
d a m n .e
ive fro .upe n 4. Decide ‘To pay or not to pay?’
e c e x
R obo
p @p 5. Place PO Creator Approved
s u stamp (pay) or Hold Resolved
ap
sticky note (don’t pay w/full
explanation).
Ask yourself… 6. Click [Save] to affix the
Should invoice stamp to the image and be
ld
be PAID? transition document to next
s hou ”…
stage.
v o ice LLED
If in ANCE
7. Click on [Refresh] or close “C
window.
9
 2-
Step
s 1 &
RL
Viewing the Working Folder
on the U
Click Log into
and iew to
V
Mark orking
w
your der
fol
Step 3-
Click on the
“?” icon to
view the
hold details

OR
Click on the “i”
icon to view the
invoice image

10
 By
Invoice Detail Screen click
on th
ing
e
[Step 3 Continued]

n
li o ld
t he e ta ho
( s) n d
e ific
old s o r
o ec
t h ei m p
ha voic et r s
W in G ou
y

c i fi c
Details on HOW to
e spe hich
manage hold(s) o f th O w
t ails he P was in
De on t oice st – .
line he inv again e hold
t
t c hed ted th
PO Line 1- PO Amt = $330 m
a rea
n c 11
vs. Invoice Amt = $495 tu r
 ing
lic
By c the
on
k
View the Invoice Image
[Step 3 Continued]

12
 Compare Invoice to PO Lines
o kay [Step 3 Continued]
In v–
and r ic e- ount
O v p p Am
onP I n i
Qty e and ax Sh
p ric = M
PO erent
f
Dif

e
ia nc
v ar
S hip ed
x s
Ma s cau the is
wa ause rice e
c p h
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?…

YES-
Apply the “PO Creator Approved stamp” to release one or all of these
holds:
– Qty Ordered
– Max Ship Amount

NO-
Apply 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. 15
 These markups are used for
notations ONLY- Note to self
Using
“ONLY”. They DO NOT
transition the document 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

Y
O NL at
e h
Th mp t ns • Green text- Applies green bold text to image
sta nsitio ent
tra ocum
ad P • Holds Resolved Stamp- When applied, indicates [with appropriate note]
A
to that invoice should NOT be paid

• PO Creator Approved Stamp- When applied, indicates your approval

to PAY this invoice
16
http://www.finance.upenn.edu/ftd/documentation/markpo.doc
For More Info
 Step 5- Continued
INVOICE HOLD TYPE APPROVE INVOICE CANCEL INVOICE
Quantity Ordered Hold Place PO Creator Approved Stamp on Apply Holds Resolved Stamp
invoice image with detailed reason in
{QTY ORD}
Resolution Sticky Note text box

Maximum Shipment Hold Place PO Creator Approved Stamp on Apply Holds Resolved Stamp
{MAX SHIPMENT AMOUNT} invoice image with detailed reason in
Resolution Sticky Note text box
Items Not Ordered Hold Place PO Creator Approved Stamp on Apply Holds Resolved Stamp
{ITEMS NOT ORDERED invoice image with detailed reason in
Resolution Sticky Note text box
HOLD}

Invoice Buckslip Hold Review PO Buckslip text and respond to
AP’s request appropriately
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
Quantity Received Hold Log on to BEN Financials and process
receipts via the Requisitioner or PO
{QTY REC}
Manager Responsibility
Finally Closed PO Hold Review e-mail message sent by Accounts
{FINAL MATCHING} Payable (apsup@pobox.upenn.edu)
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
Apply Holds Resolved Stamp
with detailed reason in
Resolution Sticky Note text box
17
Image with Notations Applied [example]
R
LI GH TE
H
H IG

RED ARROW

BLUE STICKY
NOTE

GREEN TEXT
18
 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.

19
 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 20
Manager box.
 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

21
 “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 the22
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
23
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.
24
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.
25
P2P = P2P HELPFUL TIPS & TOOLS
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.
• 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

=
P2P = P2P HELPFUL TIPS & TOOLS
26
III. RECEIPTS

27
 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
28
 Invoices on Qty Rec Hold
• How can I verify what’s been billed and
receipted on my purchase order?

l d er”
ai l Fo
y D et O
n t i t o l P
Q ua o n t r
he “ w/ C
w t V ie
Vi e a g er>
M an
PO

29
 Invoices on Qty Rec Hold
[Continued]
REMEMBER: Each hold and each receipt is against a
specific line number on the purchase order as Eshown in the
nter
illustration below. Rec
e
ipts
Scr
ee n

Qty Det
ail Fold
er 30
 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, it’s not necessary to apply a PO
Creator Approved stamp IF invoice is on Qty
Rec hold ONLY. 31
 P2P Why we receipt…
• University’s Financial Policy #2309 requires due
diligence on the part of University employees to ensure
the proper receipt and inspection of purchased goods.

• Departments must receipt goods and/or services for all

purchase orders valued at $5,000 or greater before
payment can be released to supplier.

http://www.finance.upenn.edu/vpfinance/fpm/2300/2309.asp

32
P2P
= P2P HELPFUL TIPS & TOOLS
 Entering Receipts from PO Manager

“Why can’t 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
33
purchase order
 Entering Receipts
with Multiple Distributions
If a + sign is shown
and the Destination
Type is “Multiple”,
this indicates there
were multiple
distributions used on
#1 this PO. This shows
the quantity on the
line level.

In order to receipt
the quantity, click
on the + sign.
The expanded
lines are the
quantities
ordered per PO
line/ per
#2
distribution. 34
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:

35
P2P
= P2P HELPFUL TIPS & TOOLS
 Impact of Receipts

• What’s the Impact on entering receipts?

– Creates an accrual amount at the end of the
fiscal year if the qty or amount receipted is
MORE THAN the qty or amount billed.
– The unrecorded liability for goods and
services that have been received but not yet
billed to the university [invoiced in BEN].
– Incorrect receipting can create an error to the
Financial Statements. It is important to
manage receipted POs throughout the year.
To manage accruals, run the 900.Uninvoiced
Receipts report. 36
 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
LDS the report. These parameters are NOT shown on
E
FI y the parameters page as they are in other reports.
D d onl
RE uire
UI Req
nk
E Q
N AC is bla ly
R C RG
d on
if O e
uir lank
NOTE:
eq b
R G R C is None of the
O NA
if C other
a
E n ter f parameters
i
N AL- t here e need to be
TIO un se
OP ar amo only or entered to
l o
dol want t ual to run this
q
you uals e n this ple, report
r m
E D acc ter tha or exa to
UIR a t
Q gre unt. F ot wan or
RE o
am u do n cruals ts
f
o
if y any ac receip
d
see voice s than 0
n s 0
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 37
 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/
center’s 26-digit account in June as part of year
end processing.
– The accrual calculation is derived from the quantity
receipted less the quantity billed times the unit price
of the purchase order line
Accrual = (Qty/Amt Received x Unit Price on PO) - (Qty/Amt Billed x
Unit Price on PO)
38
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@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 39
P2P
= P2P HELPFUL TIPS & TOOLS
IV. PURCHASE ORDERS

“FINAL CLOSE PROCESS”

40
 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

L
FINA
41
 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
has been disabled 43
 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@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.
44
P2P = P2P HELPFUL TIPS & TOOLS
V. NAVIGATION & ON-LINE
INQUIRIES

45
 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. 46
 Quantity Detail Folder [Continued]
Example:
1 Line PO

a b ility
u the iew.
e s yo n ev
giv es in o
Example: ew
i s vi LL lin O W N
Multi Line PO T h eA GD
s e LI N
to RIL
D
NO

47
 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”
next to “Shipping Detail” • Select Folder>Save As
from the toolbar

2. Select “Quantity Detail” from

the list of values

be set
sh ould
er y
oqu ”
Aut EVER
N
to “

48
 P2P
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

49
P2P
= P2P HELPFUL TIPS & TOOLS
 Querying EDI Credit Memos
“How do I find a Credit Memo?”
he r t he
r ei t or
nt e m e
E
p l i e r Na query
Sup in your
PO Manager > u m b er
N
Invoice Inquiry Enter
one o
of the r mor
f e
searc ollowing
hc
furthe riteria to
r re
your q strict
uery

50
 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

52
 Querying EDI Credit Memos [Continued]
• Searching by Supplier information and a "dollar range“

NOTE: When entering credit memos you’re 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

55
 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 don’t.

BEN Financials>GL Inquiry Responsibility

• Rev/ Expense Inquiry
• Shows transactions [including Pending status] for Encumbrance, PO
Adjustment Encumbrance, and Salary/ EB [which is summarized-no
personal information available]
• Shows the Encumbrance details of the transaction [e.g. PO/Inv #/
Supplier
56
 MANAGE ENCUMBRANCES
[continued]

• GL Inquiry Responsibility> Inquiry on Account

br ance” “E
“
m
Encu ce Type nc Sele
s e um c
Choo ary Balan bra t an
im nc
as Pr eT
yp
e”

– Inquiry on Account gives you the ability to DRILL

down to view invoice detail 57
 MANAGE ENCUMBRANCES [continued]

“What if an encumbrance still exists after the PO

has been final closed?”
[This is a question that’s been asked. This should not be
happening, we implemented a process to prevent this]

• The automated encumbrance relief process which

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

59
P2P
= P2P HELPFUL TIPS & TOOLS
VII. REPORTING TOOLS

60
 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 .
501 Matching Holds Report: V
• 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 61
 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 University’s policy
has been to create accruals if $1K or greater.
http://www.finance.upenn.edu/ben/benfin/documentation/reportdoc/quickv/900.shtml
62
 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
63
P2P = P2P HELPFUL TIPS & TOOLS
VIII. ONLINE RESOURCES

“WHERE TO GET HELP”

64
 “Where to L
K
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:

66
 BEN Knows [continued]

“Use BEN Knows-

It’s the easy way to
find the answer to
your question, the
solution to your
problem”

Indexed by the “problem”

67
 “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

68
 “Where to Look” [continued]
BEN Financials- Active Advisories
http://www.finance.upenn.edu/ben/benfin/advisories.shtml

69
 P2P
“Where to Look” [continued]
Find Penn ID’s 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
numbers. 70
P2P = P2P HELPFUL TIPS & TOOLS
 “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
71
http://www.finance.upenn.edu/comptroller/accts_payable/
 QUESTIONS

CALL 215.746-
Enter 2-digit school/ center #

L S
BEN
REP 4357
N CIA ORT
S
IN A PRE
E NF 1 SS 3
B
R ESS SITS
P D E P O
TRAV BE N
EL
R E S S4
PRES P
S2
72