Documenti di Didattica
Documenti di Professioni
Documenti di Cultura
&
P2P
[PROCURE-TO-PAY]
Presents
2
I. PURCHASE ORDERS
“CREATION PROCESS”
3
P2P
Purchase Orders
“Creation Process”
• Purchase Orders should be created via the Penn
Marketplace by clicking on
P2P
5
= P2P HELPFUL TIPS & TOOLS
P2P
Purchase Orders
“Creation Process” [continued]
Creating Non-Marketplace Request
From a Quote:
• In the item description, include specific item details. [e.g..
Product name, model #ABC123, etc.]. The Quote # should be
added to the ‘Additional Information’ field.
P2P
6
= 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 Non-
Catalog 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
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
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
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
11
How do I manage an invoice on hold?
Seven Easy Steps for
If an
Managing Holds invoice is
on Qty Ord
1. Click on URL sent via e-mail.
or Max
2. Log-on to BEN Pays Web Inbox. Ship hold
and “OK”
3. Click on Web Inbox on menu or AP to pay…
Invoices link to view any invoices
on hold awaiting your review.
Steps 1 & 2-
Click on the URL
and Log into your
MarkView Web
Inbox
Step 3-
Click on
“Web Inbox”
on menu
OR
Click go to your
web inbox AP
Invoices
13
Current Inbox Items
[Step 3 Continued]
[Step 3 Continued]
Message Area
16
Expanded Information:
Holds & PO Line Details
[Step 3 Continued]
17
Icon used to open and close detail information
Expanded Information:
Accounting, Related PO Invoices, & History
[Step 3 Continued]
18
“Managing Holds Process”
Step 4- Decide if the invoice is okay to pay
– The invoice line total (Qty x Price) is greater than the PO total (Qty x Price) by $25
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 Ordered
– Max Ship Amount
NO-
Apply the “Route To Accounts Payable” [include a note of why invoice should
be canceled in the ‘Comments’ box]
• 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 Buyer’s 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”
• Email Document Link (new)- Email a link to the invoice image for others to
review
22
http://www.finance.upenn.edu/ftd/documentation/benpays.pdf
For More Info
Step 5- Continued
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:
24
http://finance.upenn.edu/comptroller/forms/#BEN
“Managing Holds Process”
[Continued]
“A PO Manager transfers to another department and
the original PO Buyer retains PO Manager access in
their new role.”
http://www.finance.upenn.edu/ben/benfin/documentation/reportdoc/quickv/501.shtml
25
For More Info
“Managing Holds Process”
[Continued]
26
**Note: Asterisk denotes a required field**
“Managing Holds Process”
[Continued]
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?
=
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
31
White out is used on a field then typed over
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 doesn’t 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 what’s 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]
37
Invoices on Qty Rec Hold
[Continued]
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 Holds Resolved
stamp IF invoice is on Qty Rec hold ONLY.
38
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.
http://www.finance.upenn.edu/vpfinance/fpm/2300/2309.asp
39
P2P = P2P HELPFUL TIPS & TOOLS
Entering Receipts from PO Manager
In order to receipt
the quantity, click
on the + sign.
The expanded
lines are the
quantities
ordered per PO
line/ per
#2
distribution. 41
P2P Problem Resolution with Receipts
Remember:
• You DO NOT receipt invoices, you receipt
merchandise on a PO line.
42
P2P
= P2P HELPFUL TIPS & TOOLS
Impact of Receipts
NOTE:
None of the
other
parameters
need to be
entered to
run this
report
44
Fiscal Year End Receipt Accruals
Continued
47
FINAL CLOSE PO PROCESS
• “What are reasons a purchase order
should be FINAL CLOSED”?
48
FINAL CLOSE PO PROCESS
[continued]
NOTE:
Requests received and meet the conditions to Final Close, will
be processed by 5 pm within 3 business days.
51
P2P = P2P HELPFUL TIPS & TOOLS
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
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”
next to “Shipping Detail” • Select Folder>Save As
from the toolbar
55
VI. ENCUMBRANCES
56
Commitment Encumbrances
With the new version of BEN Buys, Oracle now requires Requisition Encumbrances
(also known as “Commitment Encumbrances’.
What does this mean to you?
I. Requisition and Purchase Order Approvals– there is no change to
the approval process. The only change is the addition of the
Commitment Encumbrance entries that will be a simple ‘in and
out’ commitment encumbrance when the requisition is approved
and purchase order is created. (Please see the note on the next
slide for further explanation of the new Encumbrance accounting
entries).
II. Purchase Orders that are Rejected – NEW process. In order to
relieve the Commitment Encumbrance resulting from a Rejected
PO, the Rejected PO must be deleted and the requisition needs
to be ‘Returned’. 57
Commitment Encumbrances
[continued]
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
http://www.finance.upenn.edu/ben/benfin/documentation/reportdoc/quickv/501.shtml 64
Reporting Tools [Continued]
900. Un-invoiced Receipts
&
901. Over-invoiced Receipts
68
VIII. ONLINE RESOURCES
69
“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/
70
BEN Knows [continued]
Provides other
helpful
information:
71
BEN Knows [continued]
72
BEN Knows [continued]
73
“Where to Look” [continued]
74
“Where to Look” [continued]
BEN Financials- Active Advisories
http://www.finance.upenn.edu/ben/benfin/advisories.shtml
75
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. 76
P2P = P2P HELPFUL TIPS & TOOLS