BEN Helps &P2P[PROCURE-TO-PAY]PresentsThe Procure to Pay Life Cycle

Last Updated November 2012

*Table of ContentsPurchase Orders [Creation Process] 3Managing Invoice Holds..... 11Receipts 33Purchase Orders [Final Close Process] 47Navigation/ On-line Inquiries .. 52Encumbrances .. 56Reporting Tools . 63 Online Resources . 69

*

*PURCHASE ORDERS

CREATION PROCESS

*Purchase Orders Creation ProcessPurchase 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 non-marketplace suppliers, use the link on the Requisitions Home Page to create a purchase requisition.

= P2P HELPFUL TIPS & TOOLSP2PP2P

*

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

*Purchase Orders Creation Process [continued]P2P= P2P HELPFUL TIPS & TOOLSP2P

*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 the item description, include specific item details. [e.g.. Product name, model #ABC123, etc.]. The Quote # should be added to the Additional Information field.

P2PP2P= P2P HELPFUL TIPS & TOOLS

*

*Purchase Orders Creation Process [continued]Purchase Orders for Goods/ ServicesGoods billed by quantity = (Qty * Price)Goods or services billed by amount = (Amount * 1)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 requestP2PP2P= P2P HELPFUL TIPS & TOOLS

*

*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 suppliersUniversity 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 roleIt streamlines the typical transaction by requiring a requisitioner to be specific when orderingLegally committing the University to funding the purchaseAllowing a supplier to deliver as requestedEnabling the University to pay invoices within 30 days

For More 7 STEP PROCESS

STEP 1- Identify NeedSTEP 5- Process InvoiceSTEP 2- Initiate PurchaseSTEP 6- PaySTEP 3- Issue Purchase OrderSTEP 7- Track and ImproveSTEP 4- Take Delivery/ Create Receipt*

*Financial Training- http://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

For More

*MANAGING INVOICE HOLDS

*

*How do I manage an invoice on hold?Seven Easy Steps for Managing Holds

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. Comments Box not used with Holds Resolved.

Click OK in the Comments Box to save markups.

Received an Oracle Alert from apsup@exchange.upenn.edu?If an invoice is on Qty Ord or Max Ship hold and OK to payAsk yourself Should invoice be PAID?If invoice should be CANCELLED

*

*Viewing the Web InboxClick on Web Inbox on menuSteps 1 & 2-Click on the URL and Log into your MarkView Web InboxStep 3-ORClick go to your web inbox AP Invoices

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 AmountInvoice Number is a link that will open invoice for reviewAn e-mail notification for invoices on hold will be sent daily

*

*

*Invoice Image & Work ItemMarkups (stamps) available

Expanded information available includes Holds, PO details, distributions (Accounting), related invoices, and document history

Invoice image and manipulating the image display

Message Area

[Step 3 Continued]

*

*

Invoice Item: Message Area

[Step 3 Continued]The Message Area at the top of the pageProvides information on the invoice holds and instructions to followBlue icons indicate instructions and feedbackRed icons indicate warnings or alerts

*Expanded Information:Holds & PO Line Details[Step 3 Continued]

Icon used to open and close detail informationHolds details hold type, reason, date, and line numberPO Line Details presents PO information by line on order, received, and invoiced

*

Expanded Information: Accounting, Related PO Invoices, & History

*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 MarkViewAccounting shows amount and distribution (account charged)[Step 3 Continued]

*Managing Holds ProcessWHY 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 POMaximum 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 resolutionQuantity 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

Step 4- Decide if the invoice is okay to pay

*

*Managing Holds ProcessStep 5- Apply the markup

After reviewing the hold reason, invoice and purchase order line, is the invoice okay to pay? YES- Apply the Holds Resolved stamp to release one or all of these holds: Qty OrderedMax Ship Amount

NO- Apply 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 to pay or cancel the invoice.

*

Managing Holds ProcessStep 5- continuedComment RequestedUsed by Accounts Payable when more information or clarification is needed on the reason for cancelling an invoiceReplaces Buckslip markupsComment Requested sends the invoice to the Buyers Web Inbox.Return To Markup used by Buyer to respond to Comment RequestedResponse information is entered in Return To comment box

*

*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 invoiceComment 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 cancellationComment Box will be read by Accounts Payable Print- Directly prints the image to your local printer

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

*

*Step 5- Continued

Hold Resolution Grid

*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 processedThere should be a combined effort from [the department where POs were originated and department PO Buyer transferred to] for managing lingering holdsActions the originating department [PO was created from] should take:Run the Open Purchase Orders by Buyer report to view POs that are still activeRun the 501. Matching Holds ReportReceipt 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 invoiceIn some cases, it may be necessary to change the Buyer on Purchase OrdersThe form to request a change Buyer can be found at: http://finance.upenn.edu/comptroller/forms/#BEN

Managing Holds [continued]

*

*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 reportReport 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 For More Info

Managing Holds Process[Continued]Email Document LinkSends e-mail with a link to the MarkView invoice image with your comments for others to reviewInvoice can be viewed by other PO Managers or BEN Balances usersReviewer 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 ManagersSelect the PO Manager desired and their name & email address will populateEmail - 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***

*For a PO Buyer who leaves the University OR Transfers within the University and DOES NOT have PO Manager responsibility in their new role?Managing Holds Process 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.

[Continued]

Manipulating the Image Display*

*THINGS TO REMEMBERMarkViewUsers 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 & TOOLSP2P

*

*Submitting Invoices for PaymentP2P=P2P= P2P HELPFUL TIPS & TOOLS 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

Submitting C-Forms for Payment*P2PAP & 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

Submitting C-Forms for Payment*P2PElectronically 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

[continued]

*RECEIPTS

*Invoices on Qty Rec HoldI 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= 25,879There 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

*

*Invoices on Qty Rec HoldHow can I verify whats been billed and receipted on my purchase order?

View the Quantity Detail FolderPO Manager> View/Control PO

*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. Qty Detail FolderEnter Receipts Screen

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

*[Continued]

*Invoices on Qty Rec HoldI 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.

[Continued]

*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 P2PP2P= P2P HELPFUL TIPS & TOOLS

*Entering Receipts from PO ManagerWhy cant I enter areceipt? 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

*

*Entering Receiptswith Multiple DistributionsIf 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.In order to receipt the quantity, click on the + sign. The expanded lines are the quantities ordered per PO line/ per distribution.#1#2

*Problem Resolution with ReceiptsRemember: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:

P2P= P2P HELPFUL TIPS & TOOLSP2P

*

*Impact of ReceiptsWhats 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.

*Fiscal Year End Receipt Accruals 900 Uninvoiced Receipts Report

REQUIRED FIELDSREQUIREDCNAC Required only if ORG is blankORG Required only if CNAC is blankNOTE: None of the other parameters need to be entered to run this reportOPTIONAL- Enter a dollar amount here if you want to only see accruals equal to or greater than this amount. For example, if you do not want to see any accruals for uninvoiced receipts that are less than $1,000, enter $1,000 for the Minimum Extended Value parameter

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.

*

Fiscal Year End Receipt Accruals

900 Uninvoiced Receipts ReportThe 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) http://www.finance.upenn.edu/ben/benfin/documentation/reportdoc/quickv/900.shtml

Continued

*900 Uninvoiced Receipts ReportTo 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 beThis report is a useful tool for managers to identify :End users who have problems setting up purchase orders correctlyEnd users who enter receipts at the time the PO is created or before goods and services have actually been received

P2P= P2P HELPFUL TIPS & TOOLSP2P

*PURCHASE ORDERS

FINAL CLOSE PROCESS

*FINAL CLOSE PO PROCESSWhat 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 ClosedFINAL

*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 receivedAll invoices were entered into BEN Financials and all holds have been resolvedAll checks have been issued to the supplier

*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

*

*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 NumberBuyer NameSupplier NameReason 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.

P2PP2P= P2P HELPFUL TIPS & TOOLS

*NAVIGATION & ON-LINE INQUIRIES

*Navigating to the Quantity Detail FolderPO Manager>Purchase Orders>View/Control PO

Steps:1- Enter the PO #2- Select Shipments in the Results box to go to the Shipments screen3- Click the FIND button

This function gives you the ability to see all POLines at once as shown on slide #49 without drilling down by screens.

* Quantity Detail Folder [Continued]Example: 1 Line POExample:Multi Line POThis view gives you the ability to see ALL lines in one view. NO DRILLING DOWN

*Make Quantity Detail Your Default Folder From the Shipments formClick on the yellow folder icon next to Shipping Detail

Select Quantity Detail from the list of valuesTo Set this Folder as your Default ViewSelect Folder>Save As

from the toolbar

Autoquery should be set to NEVER

*ENCUMBRANCES

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? 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).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.

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.

*MANAGE ENCUMBRANCESThere 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 ResponsibilityRev/ Expense InquiryShows 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

*MANAGE ENCUMBRANCES[continued]GL Inquiry Responsibility> Inquiry on Account

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

Choose Encumbrance as Primary Balance TypeSelect an Encumbrance Type

*MANAGE ENCUMBRANCES [continued]

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

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

*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

P2Phttp://www.finance.upenn.edu/benknows/= P2P HELPFUL TIPS & TOOLSP2P

*REPORTING TOOLS

*Reporting Tools500 Matching Holds Extract:Can be run for large volumes of holds OR by departmental managers to review all holds for people working under themSpreadsheet format to slice and dice dataReview 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 OutShould 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.shtmlVs.

* 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 supplierThe quantity billed is less than the quantity orderedIdentify any potential accruals over an amount entered in the parameterWhen 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 900. Un-invoiced Receipts & 901. Over-invoiced Receipts

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 orderedUn-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

* Viewing Report OutputSteps 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 browserGives you the ability to scroll up and down to view report details instead of clicking the Next buttonThen you can save as a text file and export into Excel

P2P= P2P HELPFUL TIPS & TOOLSP2P

Viewing Report Output [Continued]Documentation on Extracts and Extract retrieval can be found at: http://www.finance.upenn.edu/ben/benfin/documentation/reportdoc/guide8.shtml#filt

*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).

*ONLINE RESOURCES

Where To Get Help

*Where to LFind helpful information available online

BEN KnowsThe place to browse and search for possible solutions to your BEN Financials and BEN Reports questions.

http://www.finance.upenn.edu/benknows/browse_topics/ K

* BEN Knows [continued]MENU OPTIONS:BROWSE BY TOPIC VIEWProvides other helpful information:

* BEN Knows [continued]

Use BEN Knows- Its the easy way to find the answer to your question, the solution to your problemIndexed by the problem

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

* BEN Knows [continued]

* 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

*Add quick reference card

* Where to Look [continued]

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

*Where to Look [continued]Travel & Expense c-forms now require Penn ID # for employees and student workers1. 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. Find Penn IDs using BEN ReportsP2P= P2P HELPFUL TIPS & TOOLSP2P

*QUESTIONSCall 215.746-BEN FINANCIALSPRESS 1TRAVELPRESS 2BEN REPORTSPRESS 3BEN DEPOSITSPRESS 4

Enter 2-digit school/ center #4357

*

*

*

**

*

*

**

*

*

*

*

*

*

*

*

*

*Add quick reference card