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PO Manager User Guide - Office of the Vice President for Finance

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1. 16 Ip a E EE E EE A 20 X driiicblgret c4 HT H 21 Navigation TIS ou oosiecenurin Ia aoIntanioexEassaierhore fin tavid bovis sm secu bP MUN frs hoa aaia Pa baaa Pere raain 22 Additional Tips Canceling a Long Running Query esseseeseeeeneen enne 23 Canceling a Query with Many Records sessessesseseeeeneene nenne nennen nnne nena nnne nn nnns 23 Exporting BEN Financials Data to a Microsoft Excel Spreadsheet ccccccecseececeeeeeeeseeeeeeesaeeeeeeeaeeaeseeaes 24 Desktop Configuration us uicivoponorir vitii FOE FVOA USE CX EVE nU DOR aaa DEC NDU PrugR E dae 24 Using the Navigator s Documents Region sese nne nenne nne nnn nnne nn nnne nnn nnns 25 LOGGING Off OFBEN FINGMCIANS assu EISE UERKEURVNI EIN cH U MEE EEUN MXN MX CN IRI DN S RA HERR 26 BEN Financials HOMENAJE uiiarun Pda un nan RGUU DIVA E CR Ku RR KUNP VATER Fa kI a EUNT END Ua CN a P Cu EVA Lu CUu A INA EUM T La NEN TETR 27 Notifications d k 3 WOFKIISE ios ix aca oin acr DRE RE ERE He PR n E Fl 28 eG IIA NOICA NEM E E TD 30 Approve or Reject a Purchase Order iiis ixi vea iR RR XR ER ERA EN ARRA RNV TURA MERERI FRE ENME EN EMEN NEERE ME NEA 31 Purchase Orders 5 000 or Greater cccccecccceccuceecueueuuueueaueueaueusuuausueausueaueusauaueauausueaueueaueusavausavauseeaneas 34 sere FACTION ODIOM ass crease ss csc
2. 35 Approve or Reject a REGUISIUION siisirncscicavasasanavessncnacesdnstivrasiineaespisaviansisanavasncuravavasavanananananananieiwes 36 Edita Rerjected Purchase OF GOP iiid tip EV REcU MEE MON ECEUIUEI A rM IX Araia aain 37 Deleting a Rejected Purchase Order eeeeeee eese eese eene unu un unu una na nana nana nana na nana nan 41 Canceling an Approved Purchase Order 1 2 eeeeeeeieeeeee enne nenne nnne nnus kun he sau ruere a e nne n 46 Finally Closing a Purchase Order assscowssuts ciwascutaiogpeRu ps canaaitda sah qu cata ota untra Ea apa ad G ud VR CS ade rdi CO Sra qu du suat 49 PENTET RECEIPES METRI T TII IT I LT I UNUM 50 Multiple Distribution Receipts PO Manager Application seeeeeeeeeeee 52 Inauiry INVOICES cosanai pi a va rae ATE A 53 Maged IW ONC S METTRE TEE TEE DELE 55 Imaged INVOICES Continued siisnscsenissdeveninenenssensncnsasnsuensdsusunesednsancsiscndarsdanneunsecnscansudnadendaineneneutuse 56 INGUIFY INVOICES CONTINUCG assis ka RSRNRAEKERE AE AREREERRRI KO UNE OU RR RO RUE ROO GR HE H ROT NS RUN RR EDEN ER 58 View Credit MEMO W Imadge isisesiuva us raa ku e x XU I S REOS CE bAPICI S VEA ERU T Mi Ces Yu CA ERE Para eene E KU EpR DUAE ER 59 Sample Cancelled Check qt 60 Inguiry ReauisitlOnDS sanninna AAAA ee NE 63 Inauiry Shipment MmTormMmatiO T ssccemsdes nat dsy AAA EAA 64 PAGO SS UND
3. Note Do not remove notification from your Worklist that may require an action i e Rejected PO 2816722 Revision 0 for Supplier FORD MOTOR COMPANY has PO 2816722 Revision 0 will require a receipt PO 2816739 Revision 0 for Supplier DELL MARKETING LP has bee from the Worklist until they are either approved or rejected PO 2816739 Revision 0 will require a receipt ares your approval e Select the notification s to be removed from the Worklist and click Close The following message will appear Warning All the selected notification will be closed e Click on Apply or Cancel as appropriate e The Notification is now Closed e The Notification s selected will be removed from your Open and FYI Worklist but can be viewed from the View All choice A closed notification cannot be reopened A Tip If you have multiple notifications to be managed i e has been approved select these notifications and click on Close for all A Financial Training Department 30 DZ teaches 0 0 gy Approve or Reject a Purchase Order As a PO Manager whenever you create a requisition you have unlimited dollar authority for the requisition and therefore BEN Buys system will automatically generate a purchase order Additionally if a PO Manager within your department creates a requisition with a total above his her spending limit the system will create a purchase order a
4. User Preferences Help Close Window Copyright c 2006 Oracle All rights e Click on Apply Find Requests Submit a New Request e Click on Refresh Data Request ID Parent to see the reprint request TER em Status EE l 34975457 Reprints output from concu O Completed 34975428 34975428 100 0RG SUMMARY BY Completed MURRAYB 50442 1 JUN 12 NOW JA 7 EE ds SPANO nn AL Mete d Sh EM pott x pe b n AN P A La Na J ae RINT A e tow M T Financial Training Department 69 b Zin teaches Reporting Run Report continued Viewing Requests If you ever need to view your request s whether completed or in progress you can simply click on View gt Requests from the menu in any responsibility including PO Buttons on the Submit Requests window Use the Copy button to take advantage of previously entered request submissions You can change fields such as Period for reports you submit frequently with the same parameters E You cant get rid of Notifications if the previously entered request had them they will be copied You can change them but you cant delete them The scheduling window provides you with several scheduling options You can choose to re use a schedule you previously defined and saved or define a new schedule You can define your schedule to run a request as soon as possible at a specific time or repeatedly at specific intervals on specif
5. Open Document Forward To all Employees and Users B Response Note Return to Worklist Approve Approve And Forward Forward Reject Display next notification after my response User Preferences Home Logout Help Copyright c 2006 Oracle All rights reserved If you need to view the shipment information and or attachments for a purchase order take the following steps Under References click on Open Document You are automatically directed to the PO Header Detail screen EE e Financial Training Department 32 Approve or Reject a Purchase Order continued Your Purchase Order Header Detail form appears Supplier FISHER SCIENTIF See Lae O aL E I Oy E E E L L P L L L E L E Mew Relea New PO e To view line details click on Lines e To view shipping information click on Shipment e To view the charge account details click on Distributions e To view the Penn Account Flexfield click in the charge account field and click on Edit gt Edit Field e When you are finished reviewing the supplier and shipment information or attachments if applicable click on the Details Notification button on your taskbar amp Notification Details Windows Internet Explorer Forward To An Employees and Users E Response Note Return to Worklist Approve Apjfrove And Forward Fo S I Display next notification a
6. Yes Bottom of Window Toolbars amp Menu Items Help Record History View User option listed under various Responsibilities View gt Query By Example Enter or F11 or Flashlight Icon View gt Query By Example Run or Ctrl F11 or click Find View gt Query By Example Cancel of F4 Edit Duplicate Field Above or Shift F5 Edit Duplicate Record Above or Shift F6 Edit Paste Pop up Box Requests Pop up List or Ctrl Down Arrow or NEW record icon Edit Edit Field File Exit Oracle Applications Financial Training Department 22 b amp n teaches Additional Tips Canceling a Long Running Query When a query may take longer than a few seconds to retrieve the selected records this pop up message may appear Ignore this message if you wish to wait for the query to finish Or click on Cancel to end the query and either enter data to narrow the search or re enter any mistyped information Cancel Query Press Cancel to end this database operation Cancel Canceling a Query with Many Records If you enter a query and the records exceed 100 you will see this message appear Select from the following options e Continue will continue to the next 100 records e Stop will stop the query e Continue to End will continue to the end of the entire query Decision 100 more records have been retrieved and an unknown number of additional records remain
7. 2 mme md E wen d Mormon men lth d Te always use the selected program En open this kind of file IF the program wou want is not in the list ar on your computer veu can look For Ehe appropriate program on Ehe Web mF Financial Training Department 24 DZN teaches 0000000000000 y Using the Navigator s Documents Region If you have a document such as a particular purchase order invoice or report that you want to access later you can create a link to the document using the Navigator s Document feature The Navigator s Document feature allows you to create as many links as you want and save them in the Documents region of the Navigator window The links can be represented as icons in the window or may be viewed as a list When you use a link to open a document BEN Financials opens the document in the appropriate form window You can access the Document region using the tab titled Documents Adding New Documents to the Navigator e Forms that support adding documents to the Navigator enable the Place on Navigator menu item in the File menu Use this menu item to add your document to the Navigator Opening the Navigator s Document Region e Click on the Documents tab in the Navigator window CE Once you create a link to a document the e Select the document link you want to open Document region will open by default when you log on Information here is Renaming Documents in the Navigator static i e not updated
8. 4 Select All Select None J Select From Type Subject Sent STDTO0301 BEN PO Approval PO 2816962 Revision 0 for Supplier TELROSE CORPORATION has been approved 07 Aug 2012 d Purchasing BEN PO Approval PO 2816930 Revision 0 for Supplier PHILADELPHIA CATERING COMPANY has been approved 07 Aug 2012 E O PO Approval PO 2816930 Revision 0 will require a receipt 07 Aug 2012 4 E PO Approval PO 2816898 Revision 0 will require a receipt 07 Aug 2012 e Purchasing BEN PO Approval PO 2816898 Revision 0 for Supplier SHIHADEH CARPETS has been approved 07 Aug 2012 a STDT0399 BEN PO Approval PO 2816882 Revision 0 for Supplier FISHER SCIENTIFIC COMPANY has been approved 07 Aug 2012 i STDT0301 BEN PO Approval PO 2816914 Revision 0 for Supplier ADVANCED OFFICE ENVIRONMENTS has been approved 07 Aug 2012 1 STDTO0301 BEN PO Approval PO 2816866 Revision 0 for Supplier FAX PLUS SYSTEMS INC has been approved 07 Aug 2012 f Purchasing BEN PO Approval PO 2816722 Revision 0 for Supplier FORD MOTOR COMPANY has been approved 06 Aug 2012 E PO Approval PO 2816722 Revision 0 will require a receipt 06 Aug 2012 j Purchasing BEN PO Approval PO 2816739 Revision 0 for Supplier DELL MARKETING LP has been approved 06 Aug 2012 E PO Approval PO 2816739 Revision 0 will require a receipt 06 Aug 2012 z 7 POMANAGER2000 PO Approval PO 2816786 Revision 0 for 132 75 for Supplier HAMILTON PRESS INC requires your approval 06 Aug 2012 7 PO
9. EE e Financial Training Department 13 b amp n teach cs OOOO 0 Using the Top Ten List Optional If there are forms that you use frequently you can copy them over to a navigation top ten list located on the right hand side of the Application Functions Navigator The top ten list displays your forms numerically so you can choose them instantly without having to drill down for them in the navigation list You can add a maximum of ten forms to the top ten list and you can create a different top ten list for each responsibility you have access to Functions Documents View User Notifications Top Ten List Inquiry 1 Account Inquiry Account 2 Revenue Expense Inquiry Funds Available gt 3 View User Journals Rev iExp Inquiry Acct Mapping COA Inquiry Other Profile To create a navigational top ten list e Highlight a frequently used form from the navigation list e Click on the arrow going right e The form name now appears in the navigation top ten list preceded by a top ten list number E If you wish to remove a form name from the top ten list highlight the form name in the top ten list and click on the arrow going left To open a form from the navigation top ten list e Type the top ten list number that precedes the form name you want to open e You can also highlight the form name you want and click on Open or double click on the form name E The name and description of the form selected also appear in th
10. To Open a Form from the Document Region e Click on Open or double click on it e Highlight the document link you want to rename e Click on Rename or double click on the label e Enter the new name then click OK KE There is a limit of 80 characters for document names mds con view Removing Documents from the Navigator e Highlight the document link to be Request ID discarded 34961728 e Click on Remove E Documents placed on the Navigator will stay there until you remove them Removing the document link from the Navigator has no effect on the actual document However if a record such as a report request Rename is deleted the link in your Navigator displays a message letting you know that your link is now invalid EEE 1 1 1 4 Financial Training Department 25 DZN teachesm y Logging Off of BEN Financials When you are ready to logoff of BEN Financials e Close all the open windows and forms by clicking on the x in the upper right hand side e Click on File gt Exit Oracle Applications e Click OK Caution Exit Oracle Applications Cancel mF Financial Training Department 26 b Zin teach BEN Financials Homepage e When you click any one of the Responsibilities or the plus icon to the left of a responsibility the system displays the navigation paths beneath the selected responsibility Oracle Applications Home Page User Preferences Logout Help Logged In As
11. 1 1 Financial Training Department 23 DEN teachesu y Exporting BEN Financials Data to a Microsoft Excel Spreadsheet Procedure e From the menu click on File gt Export e If your desktop is configured properly you should either see the spreadsheet or the following pop up box File Download Do you want to open or save this file lie Mame Fnd ofr 2906315 tsv d Type Microsoft Office Excel Comma Separated values File From benfperz isc seo upenn edu While Files fram the Internet can be useful same files can potentially harm your computer IF vau do nat trust the source do not open or save this file What s the risk e Click on Open or Save as desired Desktop Configuration e Should be handled by your Local Support Provider Choose the program you want to use to open this File LSP L File Fnd afm 1 Esv e Do it yourself instructions can be found here Fires http www finance upenn edu ben benfin desktop Recommended Programs E Internet Explorer _req config excel shtml Notepad A w ordPad dU f your desktop is not configured properly you rj Other Programs will receive the following box You can either select Adobe Reader 9 5 a Recommended Program or browse to the C BusinessObjects Enterprise EXCEL EXE file on your hard drive or select Save Microsoft Office 2010 File and open the file from within Excel later WI Microsoft ward W Paint Windows Media Player NETT eis
12. 12 JAN Amount 672 00 Terms Net Terms Date 12 TECHNOLOGIES Site MENTOR 2 2012 JAN 2012 s Blue Sticky Note View Default Previous Page 1 of 1 Next Page Ima esize 1 A M eea Green Text 2 Fi CAE INVOICE MXR a m Print MEN SourceQne mm buena oroe sours ers Email Document eire na T bee career OF rems LNA SALTO 191M 03ONP MIC E CITED SEARLS OP ANBNDA a tibi RIA e a e tty FRAMKLIM BLDG AP RN AT yo I D UMNERSITY Of PENNSYLVANIA PA to 349 WALAATT ST NI aao STE MEM ANY QUESTIONS REGARDING THE INVOXI CALL 1 006 126 1962 Pease state with you payment 20032274070 IQUAMTITY UM REFERENCE OESCRPTION UMTNMET EXTENDED AMT i ITEM NO i PCE l fables ai Mo 309 2063900668 Salon Order Type S15 Pacting Sip Ne teen i ert View and or Pri nt the Mee s ed roe Shp Du 01 12 2012 scanned image here Co o z FREIGHT HANDUING x on Use the icons to ST n eal aad increase decrease TENTRY CU x COMPLETED size for viewing EU e Rr E UE ae em Please note new Remit To address l PRSE UMTED STATES OF AMERICA UST ORR FO WO T were Me jon CAAT ORME Pla ores a 0t932TA4TO 01 72 12 36241023 UNIVERSITY OF PESINSYL V AMA 100 os F YOU MAVT ANY COMMENTS PLEASE NOTE BELOW Aii n AMAT EM 672 00 Click the image to zoom in A PO Line Details Invoice Invoice Invoice Invoice PO PO Line PO po PO Dist Line Dist Uni
13. I ars American English Language Settings Debug Options At these Times PMs Soon as Possible Mo Schedule Upon Completion Save all Output Files EE i ce Delivery Opts antop 2014 y Up e Click on Submit e You will be taken to the Requests window Refresh Data Find Requests Submit a New Request Request ID Parent Phase Status Parameters 164 0RG OPEN ENAN MURRAYB 50487 1 MAR 12 4987974 Print Purchase Order ompleted Norma JR 2816908 2816908 N Y 4987820 Print Purchase Order Cad Normal R 2816905 2816905 N Y Click here when the phase is Pending or Running to refresh im window until phase is Completed un NE a w S When Pending or Running click on Tools gt Manager to see Concurrent Manager Queue Hold Request Cancel Request View Log GEB GEB NEM NND NEED aaa mE E j e Financial Training Department 68 ben teaches aE Reporting Run Report continued Single Request continued e When report is Completed click on View Output DATE RUN 11 02 2012 UNIVERSITY OF PENNSYLVANIA PAGE 1 TIME RUN 17 33 55 BEN FINANCIALS PROGRAM ID glrp6163 rdx 164 0RG OPEN ENCUMBRANCES REPORT SORT SUB TOTAL BY CNAC ORG BC FUND CUMULATIVE THROUGH MAR 12 FORMAT Dr Cr CNAC ORG BC FUND ENC ENCUMBRANCE TOTAL EXPENSED CURRENT LAST ACT UNREL OBJ PROG CREF TYPE PO REQ CREATE DATE VENDOR NAME BATCH NAME PO RE
14. Notifications on the Navigator Print the Output To SIE When all information is Printer Fe ance completed click here joo i Allengueges Use this button to Cancel cancel the request Brings up the Find Requests window where you can request all or those in progress Cannot submit new requests from here Begin new Mm rg ttt request here JENNI A w amt PPS QN QN QM RE QI QM QE QE r Buttons on the Requests window Click inter mittently to yest ID Parent see Phase Name Phase Status Parameters field change i on 100 0RG SUMMARY BY MURRAYB 50442 1 SEP 12 Pending to b4975457 Reprints output from concu J Completed 34975428 Completed Click here to do jJ L BEEN eee complete information about t prior t printing the request View Output Hold Request View Details Use Cancel Request to terminate requests in Running or Pending phase Click here to see if there is any problem solving information regarding your request Upon successful completion click here to see the date and time report run time began and ended E 1 1 Financial Training Department 71 b Zn teaches Appendix Viewing and Creating Folders A folder block is a special block whose field and record layout you can customize The f
15. check VETE o Payment Method information Payment Process Profile g Amount Paid GL Date Description 672 00 10 FEB 2012 PO 2734479 46 52110 FEB 2012 PO 2734216 208 00 10 FEB 2012 PO 2734819 Invoices L a Number 30093274670 30093274671 30093274672 Invoice Overview Financial Training Department 58 D DGZN teaches s 0 y Inquiry Invoices continued View Credit Memo w Image e Below is a sample of a credit memo with the corresponding invoice image O Invoice Batch Actual Total Supplier Num Supplier Site Name Invoice Num Invoice Date Inypiew rmon mascription 47533 PHILADELPHIA INV14 7577 1 15 MAY 2012 o pem LL 1 General Invoice ZINV147577 1 Quick Links to Details Accounting Payments Document History Q This Pre Approved Invoice is finished going through the workflow Take no additional action on this document Summary Items 466 30 INVIg S77 1 PO 2800 BARBARA MURRAY Logout Tutorial Supplier EMSCO SCIENTIFIC ENTERPRISES Supplier Site PHILADELPHIA Date 15 MAY Amount 466 30 Terms Net Terms Date 15 MAY Retainage INC 2 2012 USD 7 2012 Prepayments Applied Blue Sticky Note View Default j Previous Page 1 of 1 Next Page Withholding rice image Sze D A YES Subtotal Tax Print Rendered Invoice EDI GATEWAY Freight Email Document Supplier EMSCO SCIENTIFIC ENTERPRISES INC 47533 Mi
16. print screen function Close Form Closes all windows of the current form Cut Cut the current selection to the clipboard Copy Copies current selection to the clipboard Paste Pastes from the clipboard into the current field Clear Record Erases the current record from the window Delete Deletes the current record from the database Edit Field Displays the Editor window for the current field Zoom Get Next Invoice Image typically used by Accounts Payable Translations Invokes the Translations window Attachments Invokes the Attachments window If one or more attachments already exist the icon changes to a paper clip on a piece of paper Folder Tools Displays the folder tool palette Window Help Displays help for the current window mF Financial Training Department 20 DZN teaches 000 y Keyboard Shortcuts Although these functions can be accessed either by the toolbar or pull down menus Keyboard Shortcuts are yet another option for navigating through BEN Block menu Clear Block Clear Field Clear Form Clear Record Commit Count Query Delete Record Display Error Duplicate Field Duplicate Record Edit Enter Query Execute Query Exit Help Insert Record List of Values List Tab Pages Next Block Next Field Next Primary Key Next Record Next Set of Records Previous Block Previous Field Previous Record Print Return Scroll Down Scroll Up Show Keys Update Record Ctrl
17. 77 NENNEN 101 0 Financial Training Department 3 b n teaches M EE Objectives Upon completion of this section you will Have an overview of BEN BEN Financials and BEN Buys Know the desktop requirements for BEN Financials Understand the role of the PO Manager responsibility Learn the policies surrounding the purchase order process Know how to access the PO Manager responsibilities Learn how to manage purchase orders i e approve reject delete Understand how to enter and view receipts using the PO Manager responsibilities Learn how to manage notifications Understand how to research requisition and purchase order information Know where to go for assistance when necessary Learn how to find information about Suppliers Know how to switch Responsibilities Understand how to log off from BEN Financials TEE Financial Training Department 4 ban teaches M dl Overview of BEN Business Enterprise Network BEN Penn s business and financial management systems which includes e Web enabled applications and tools e Support structure Desktop Configuration Consistent with current University standards http www finance upenn edu ben benfin desktop req Local Support Providers LSP s http www upenn edu computing view support staff html e List of primary computer support assigned by Center and by Department Access Security Penn eForms e http www upenn edu computing da eforms Important Web Addresses U Penn
18. Approved Purchase Order to Suppler e And more Need Help Dial 6 HELP 6 4357 or 215 746 4357 e Enter your two digit School or Center code e BEN Helps is available 9 00 a m to 5 p m Monday through Friday BEN Knows Web Page http www finance upenn edu benknows Web site to browse and search for possible solutions to your BEN Financials and BEN Reports questions Penn eForms Penn eForms are required for entry to most University financial systems These eForms should be processed promptly to ensure system access following training If an eForm has not been processed within 60 days or more of attending a training course you will be required to repeat the course to obtain access E 3J I Financial Training Department 6 b n teaches M EE Logging on to BEN Financials From the U Penn Portal Business Tab http medley isc seo upenn edu penn _portal u penn ph Access amp Forms Click on BEN Financials gt BEN Financials Homepage or type http benapps isc seo upenn edu These are websites you may want to create a bookmark or favorite in your web browser NESS NETWORK mm About BEN Contacts News Related Links elcome to the Business Enterprise Network BEN site your gateway to Penn s web based financial systems and related information and services Access to the BEN Helps systems is limited to authorized University staff and faculty Desktop Requirements Documentation FAQs B
19. Comments Shipped Date list of values Waybill Air bill and Bill of Lading information if desired e If additional information is added to the receipt save changes File gt Save Multiple Distribution Receipts PO Manager Application If an item or supply requiring a receipt has multiple distribution lines click on the to open the distribution lines Currency Order Information Outside Servic es Shipment Information Secondar magtination Quantity UOM Quay UOM Type Item Rev Description 1 Each Multiple EA 86C ISOTEMI IEEE A DE e Select the lines to be receipted e Click on File gt Save or the Save icon Currency Order Information Outside Services Shipment Information Secondary Destination Quantity UOM Quantity UOM Type Item Rev Description Item Description Destination Header Receiver Note Shipment Receiver Note gt Lot Ole Aoig University of Penns NE e Click Header to view the Receipt Number Item Description Shipment Receiver Note Order Type Due Date ii o Lot Serial Cascade Header 1 1 Financial Training Department 52 b amp n teach Cs Ka Inquiry Invoices You can find invoices to respond to Supplier inquiries including questions regarding invoice payment status invoice payment date reasons an invoice has not been pa
20. Inquire Window The Control Document form will open e Select Cancel PO e Enter your Reason for canceling the purchase order Actions e Enter a Note to Supplier indicating you have contacted them prior to canceling the PO GL Date Crear eaniciion Wise Document GL Date to Unreserve e Click OK Reason e Ifyou are certain you want to cancel the purchase order click OK FAX Number Caution orice Once the document is Cancelled it cannot be undone Do you want to proceed e Financial Training Department 47 You will receive these confirmation notes e Click OK on each note see the changes Once the PO is re queried the PO Header Detail form shows the status of the PO as closed cancelled and frozen PO Header Detail O a O M 9 Supplier Amount Buyer Approval Status Closure Status Supplier Site p atched Amount Cancelled GE HEALTHCARE MURRAY BARBAF Approved Closed PISCATAWAY 1 qd iv B MM 1 3h Se B a na N di c ae gt P I Ane AIN ett Meet me A M M Ne bo Cancelled Purchase Orders are not required to be Finally Closed e To cancel a single line of a purchase order click on Lines of that PO and follow the instructions beginning above to cancel one or several lines of a purchase order Control Document 26635 Cancel PO Line N Actions CNB CEIO1 NOV 2012 AC ares reris Ese Document GL Date to Unreserve assed Found suppli
21. JESSICA4662 Approver Resone oz JESSICA aseak Swm roze vesica 262 1 1 Financial Training Department 45 D amp N teaches 800000 y Purchase Order Control Actions The Control feature allows you to manage your purchase orders There are two Control actions 1 Cancel PO 2 Finally Close Functions Documents Purchase Orders View Control PO Notifications Top Ten List Purchase Orders 1 View Invoices Summary End Use View Control PO 2 Purchase Order Summary Enter Receipts Inquiry Invoices Locations Receipts Requisitions Shipment Information Suppliers COA Inquiry COA Segment Values View Grant Attributes Note The Finally Close Control Action is for Accounts Payable only In order to Finally Close a purchase order you must contact Accounts Payable see the section Finally Closing a Purchase Order for instructions on how to determine if a PO can be finally closed Canceling an Approved Purchase Order Purchase orders can be cancelled if the following criteria are met Purchase order has been approved and sent to the supplier Supplier has not shipped item s Purchase order must not have been receipted Purchase order must not have been invoiced Important Prior to processing a purchase order Cancellation contact the Supplier to verify that the product s has not been shipped If the product s has been shipped a Cance
22. Line Supplier po Receiving Location Release Shipment mE Tip Easy to receipt from PO Manager if you have your PO number Caution Do not receipt POs which are not your own Date Ranges Destination Item Rev mS Category Description Supplier Item Shipments Unordered E es Financial Training Department 50 a j Enter Receipts continued The Receipt Header form overlays the Receipt form Click on the Receipts form or close the Receipt Header to begin the receipt process Receipt shipment Packing Slip Freight Carrier Containers Supplier Comments Operating Unit Supplier ltem Description Destination Header Receiver Note shipment Receiver Note e Receive the PO INew Receipt FRESH ON 47TH University of Pennsylvania FRESH ON 47TH Graduation Party FINANCE TRAINING 409 MURRAY BAF Lot Serial Add To Receipt 02 NOV 2012 09 51 MURRAY BARBARA A 10015 Receipt Date shipped Date Waybill Airbill Bill of Lading Received By i eye METTE Standard Seelam 2516908 IBT EBIEE 20 OCT 2012 00 01 UN Number roiie Direct Delivery o To receipt the FULL AMOUNT of the PO click on Express or click on the select box o To receipt A PORTION of the PO Select the line s to be receipted and type the quantity amount ACTUALLY received in the Quantity field lO Recei pts UO e Select the menu path File gt Save or cli
23. Payment Amount Discount Taken 40002342 09 NOV 201 0 09 NOV 2010 281 75 E 40002342 09 NOV 201 0 07 DEC 2010 261 5 E ae ub 4 Invoice Details etainage Suse melo Trading Partner Supplier Num Supplier Site Name Description Withholding B standard FRESH ON 47TH PHILADELPHIA 1 1522 11 OCT 20010 O 00 CANCEL THIS IS DUP PI Subtotal al jf Lo L1 Lj Tex L 1D Lo 1 Lj Freight L rd LB ee ee Total 0 1 General 2 Lines 3 Holds 4 Calculate Tax Dn P 4 4 Payment Overview All Distributions I Calculate Tax Payment Overview PO Manager ooo Payee IT MNT MEF RESH ON 47TH Taxpayer ID Currency De xs xij ILADELPHIA RUE 1017 25 upplier Number PHILADELPHIA NOV 2010 ellie 352 SOUTH 47TH STREET Date PHILADELPHIA PA 19143 Emea a 0 15 B 1 08 09 1 1 10 COH PAYB United States Ss ssuseaSeiaEUJniversity of Pennsylvanie I ey ho Q3 AR ho Number c C O P Yon wt Status Cleared Arzt Cleared Date eee Brome 0 DEC 2010 Maturity Date Senne VYYACHOVIA PA vere ssa Y ABLES Payment Document Payment Method ME V Vire M 9 a D ci Payment Process Profile Invoices Amount Paid GL Date Description Financial Training Department 60 DZN teaches y Inquiry Receipts To find receipt using the Find Receiving Transactions form select the PO Manager responsibility fr
24. To all Employees and Users md 2 Note A Return to Worklist Approve Appllove And Forward F Display next notification after my response i y a e To update the requisition click on the Update requisition e g to add charge account info e Inthe response section click on either Approve or Reject Before you select Reject be sure to type a Note to explain why you are rejecting the requisition The Approve and Forward and Forward buttons are not recommended See section titled Approve Action Options Click Return to Worklist to manage other Notifications J A Financial Training Department 36 b amp n teach cs Ka Edit a Rejected Purchase Order A rejected Purchase Order can only be accessed from the PO Manager Responsibility To edit a rejected Purchase Order e Select the PO Manager responsibility from the BEN Financials Home Page e Double click on Notifications e From either the Open or To Do Notifications select the rejected purchase order you want to correct by clicking on the link in the Subject column e Review the Note DGZN financials PO Manager User Preferences Home Logout Help PO 2816926 Revision 0 for Supplier FISHER SCIENTIFIC COMPANY has been Rejected From WEIDNER E To MURRAY BARBARA Sent 31 Oct 2012 16 16 29 ID 3492521 PO 2816926 Revision 0 has been Rejected PO Amount USD 6 007 90 Supplier FISHER SCIENTIFIC COMPANY Supplier Site PITTSBURGH 2 Descr
25. To switch Responsibilities e Close the current form by either e Clicking on the x in the upper right hand corner of the form or e Clicking on File gt Close Form on the menu path or e Clicking on the Close Form icon on the Toolbar e Once the forms are closed e Click on File gt Switch Responsibility or e Click on the Top Hat icon on the tool bar e This pop up box will appear ny Responsibility Asset Administrator Budget Entry Secured GL Reporting Secured Journal Entry Geb Cost Transfers Journal Entry General PO Manager Requisitianer Taskbar e You can also go back and forth between Responsibilities by using the Task Bar on your desktop Or enn Forta e 4 amp U Penn Windows Internet Explorer BEN Financials Homepage Splash Screen Application EE e Financial Training Department 12 DZN teaches 000 y Using the Applications Navigator Functions Region The forms that you can navigate to are displayed in a navigation list on the left hand side of the Functions MIBOGHINSNIS Navigator window The Notifications navigation list is organized much like the hierarchy of a file system where you can expand a naues nquiry seed i abitur inira Acct Mapping These are the 2 Revenue Expense Inquiry COA Inquiry opuons 3 View User you find your form of interest M available from gt Sub levels appear indented View ker within the GL below th
26. and purchase orders are created e Double click on Notifications to view the Worklist Functions E Pecuments Notifications Notifications Top Ten List 1 View Invoices Summary End Use 2 Universal In Box Purchase Orders Enter Receipts Inquiry COA Inquiry Reporting Other View User Note Notifications titled Return Requisition Universal In Box when added to the Top Ten List e Can also click once on Notifications and then click on Open Can also type 1 ifon the Top Ten List Worklist View Open Notifications Go Select Notifications Open Close Select All Select None Select From Type Subject Sent STDT0301 BEN PO Approval PO 2816962 Revision 0 for Supplier TELROSE CORPORATION has been approved 07 Aug 2012 Purchasing BEN PO Approval PO 2816930 Revision 0 for Supplier PHILADELPHIA CATERING COMPANY has been approved 07 Aug 2012 PO Approval PO 2816930 Revision 0 will require a receipt 07 Aug 2012 PO Approval PO 2816898 Revision 0 will require a receipt 07 Aug 2012 Purchasing BEN PO Approval PO 2816898 Revision 0 for Supplier SHIHADEH CARPETS has been approved 07 Aug 2012 STDT0399 BEN PO Approval PO 2816882 Revision 0 for Supplier FISHER SCIENTIFIC COMPANY has been approved 07 Aug 2012 STDT0301 BEN PO Approval PO 2816914 Revision 0 for Supplier ADVANCED OFFICE ENVIRONMENTS has been approved 07 Aug 2012 STDT
27. y B 35000 mew 7 umm TER s Ex C1 H co tc MURRAY BARBAF 28 OCT 2012 01 950 FINANCENIRAII d M E LU ES ta dm Aa M TEM aes amm ant m mme teme onm a TM TE 4 M ue erem Mw e Click on Lines to move to the Requisition Lines Summary form where the Purchase Order number s can be found by scrolling to the right 7 1 1 Financial Training Department 63 ben teach cs 00 Inquiry Shipment Information To find Shipment Information using the Search Shipment Page screen select the PO Manager responsibility from the BEN Financials Homepage e Click on Inquiry gt Shipping Info navigational path e Click on Open or double click on Shipping Info The Shipment Info Search screen will open e Enter a search criteria Note that the search is case insensitive O PO Number PO Number o Order Date Order Date Supplier Name o Supplier Name l Ship To Location Code o Ship To Location Code e Click on Go to execute the query Shipment Info Search Note that the search is case insensitive Advanced Search PO Number ps 906 Order Date sd sg Supplier Name i tsti izOY Ship To Location Code 7 Go Glear PO Number Order Date Supplier Name Buyer Name University Contact Ship To Location Code 2816906 FISHER SCIENTIFIC COMPANY MURRAY BARBARA MULLOCK JOSEPH A 10023244 FINANCE TRAINING 409 e Click on Un
28. 0301 BEN PO Approval PO 2816866 Revision 0 for Supplier FAX PLUS SYSTEMS INC has been approved 07 Aug 2012 Purchasing BEN PO Approval PO 2816722 Revision 0 for Supplier FORD MOTOR COMPANY has been approved 06 Aug 2012 PO Approval PO 2816722 Revision 0 will require a receipt 06 Aug 2012 Purchasing BEN PO Approval PO 2816739 Revision 0 for Supplier DELL MARKETING LP has been approved 06 Aug 2012 PO Approval PO 2816739 Revision 0 will require a receipt 06 Aug 2012 POMANAGER2000 PO Approval PO 2816786 Revision 0 for 132 75 for Supplier HAMILTON PRESS INC requires your approval 06 Aug 2012 POMANAGER2000 PO Approval PO 2816802 Revision 0 for 1 939 96 for Supplier FISHER SCIENTIFIC COMPANY requires your approval 06 Aug 2012 REQONLY Requisition Requisition 1658224 for USD 70 10 USD requires your approval 04 Aug 2012 STDT0399 BEN PO Approval PO 2816770 Revision 0 for Supplier SCIENTIFIC EQUIPMENT REPAIR has been Rejected 04 Aug 2012 REQONLY Requisition Requisition 1658158 for USD 30 56 USD requires your approval 04 Aug 2012 STDT0301 BEN PO Approval PO 2816723 Revision 0 for Supplier TELROSE CORPORATION has been approved 04 Aug 2012 STDT0399 BEN PO Approval PO 2816706 Revision 0 for Supplier BETTY THE CATERER INC has been Rejected 04 Aug 2012 Select Notifications Open Close User Preferences Home Logout Help E z z gt gt z User Preferences Home Logout Hel
29. 6 Reporting Run Report continued Single Request e Click in the Name field to select from the standard list of reports t Request Run this Request R eports mna a 164 ORG OPEN ENCUMBRANCES REPORT PENN Gener 015 Invoice Creation Exceeds Vendor Invoice Date Detail Report PENN Payab 018 PO Created After Supplier Invoice Date Detail Report PENN Payab Copy file PENN Payab 500 Matching Holds Extract 501 Matching Holds Report XML 800 Uninvoiced Receipts Report 802 Capital Construction Uninvoiced Receipts Report 803 Capital Construction Overinvoiced Uninvoiced Receipts Report Open Purchase Orders By Buyer Purchase Order Summary Report Ship to Location Listing Purchase Order Distribution Detail Report 4 D e Enter the appropriate parameters e Click OK PERIOD NAME ORG LOW ORG HIGH Tere Nee aagOR EEE RESP orc Low RESP ORG HIGH Tem 1 FUND HcH EE Cae OBJECT HICH MEME AROCENA Ue Ee crer Low CREF HICH MAMMMI SORT SUB TOTAL OPTION CNAC ORG BC FUND PAGE BREAK OPTION Y N NO S7 For more information on Reports and Report parameters please go to http www finance upenn edu ben benfin documentation reportdoc quickv 1 1 Financial Training Department 67 rr by Y E Ow D j s Reporting Run Report continued Single Request continued Operating Unit i Testata vieR 12 87 12 87 12 OR 000000 000000 1 N
30. B F7 F5 F8 F6 Ctrl S F12 Ctrl Up Arrow Shift Ctrl E Shift F5 Shift F6 Ctrl E F11 Ctrl F11 F4 Ctrl H Ctrl Down Arrow Ctrl L F2 Shift Page Down Tab Shift F7 Down Arrow Shift F8 Shift Page Up Shift Tab Up Arrow Ctrl P Enter Page Down Page Up Ctrl K Ctrl U Financial Training Department 21 Navigation Tips Item Navigating Quickpick Cancel Runaway Query Change Responsibility Move From Fields and Zones Finding Patterns With Wildcards Case Sensitive Message and Status Lines Available Options Record History Name in Action History Enter Query Execute Query Cancel Query Copy Field Copy Record Paste Error Message Report Additional Record Information Insert Row Field Edit Exiting DGN teachesq 00000000 y BEN Financials Pull Down Menu Paths Toolbar icons Keyboard shortcuts List of Value icon within field or Ctrl L Pop up box appears after first 100 records Click Continue Stop or Continue to End or Click Cancel on Press Cancel message File Switch Responsibility Tab or Move Cursor With Mouse You can use the percent 9o wildcard within a field to represent any number of characters including no characters Example To retrieve all records that contain the word Central in a specific field you would enter Central in that field Click Find
31. EN Financials Core financial system providing purchasing BEN Buys payables BEN Pays and general ledger BEN Balances functions Before you log on check for late breaking advisories and useful suggestions for using BEN Financials Last Updated 02 28 2002 Training BEN Reports System for retrieving financial and sponsored project information e Data Warehouse in predefined formats includes links to other applications such as GRAM and Position Inventory Check here for important system availability messages etc Send Comments amp Inquiries about this site to Copyright 2002 University of Pennsylvania All Rights Reserved File Last Updated Thursday February 28 2002 Included on this page is the following information Across the Top Contacts takes you to information regarding BEN Helps and links to the Local Support Providers Frequently Asked Questions and the Financial Training Department News takes you to all the published communications regarding BEN Related Links takes you to the links for BEN Helps Desktop Requirements and Setup Hardware and Software Requirements BEN Applications Documentation Training Information Purchasing Services Information Systems and Computing Office of the Comptroller and Office of the Vice President for Finance Along the Side Access and Forms takes you to the appropriate links for BEN Reports BEN Financials and BEN Deposits BEN Helps takes you to the BEN H
32. IMITED LIABILITY COMPANY FRESHAPEEL HUMMUS 518632 3161 Non Contract FRESHFLY 512544 7960 LIMITED Ix I I Y N Y N N N Pay Sites Address where PO Sites Fax address payment sent located here where PO sent located here If Supplier information needs to be updated changed go to this website for more information 1 1 1 amp 8 Financial Training Department 65 DEN teachesqu CC Reporting Run Report Standard reports are available to assist you in the management of your accounts er Throughout BEN Financials reports are referred to as requests e Select the PO Manager responsibility on the BEN Financials Homepage e Click on the Reporting gt Run Report navigation path Click on Open or double click on Enter 8 avigator PO Manager Functions Documents Reporting Run Report Submit Report Request Notifications Top Ten List Purchase Orders 1 View Invoices Summary End Use View Control PO Enter Receipts nquiry Invoices Locations Receipts Requisitions Shipment Information Suppliers COA Inquiry Reporting Create Report Set Other View User Return Requisition e When the pop up box appears select which type of request you would like to run e Click OK This allows you to submit an individual request Request Set This allows you to submit a pre defined set of requests 1 1 Financial Training Department 6
33. INV 300932 V 1cenera A 2 Lines 3 Holds 4 View Payments 5 Scheduled Payments 6 View Prepayment Applications JrSuprrean z NN NONEM age Brant Paid um ECCL LAE Se me While on the General tab only a piece of paper will appear in the paperclip on the Toolbar To view the image e Click on the paperclip icon e Enter your BEN Financials Username and Password eles Eon The server bering iss gern ed at Mar e The image for the PO or C form will appear User name p Wi i p Password Pp e Remember the paperclip will only have a piece of paper if a it is after FY 2001 and b you are on the General tab Ac coord For more information regarding Invoice Images see the BEN Pays Invoice Imaging User Guide http www finance upenn edu ftd documentation benpays pdf LL eee Financial Training Department 55 DEM teaches O y Inquiry Invoices continued Imaged Invoices continued View the PO Line Details including the Quantity Ordered Received and Billed here View GL Account charged here Click to expand and view Payment and Document History here BARBARA MURRAY Logout KOFAX Invoice 30093274670 Quick Links to Details PO Line Details Accounting Tutorial Payments Supplier Documents Document History Q This PO Invoice is finished going through the workflow Take no additional action on this document Supplier SOURCEONE HEALTHCARE Supplier Date
34. MANAGER2000 PO Approval PO 2816802 Revision 0 for 1 939 96 for Supplier FISHER SCIENTIFIC COMPANY requires your approval 06 Aug 2012 ra REQONLY Requisition Requisition 1658224 for USD 70 10 USD requires your approval 7 m 04 Aug 2012 Ln sznzoaost UM Mh nolo self uuu ul o apro mmm uo co sdne bec Ul ae mmu Br TN Pe dd Mem d nn d P P A panel od S b9n acn YX 0000000000000 0 00 y Managing Notifications If the Subject of the Notification is FYI i e has been approved the notification can be removed from the Worklist Worklist View Open Notifications Select Notifications Select All Select None Select From z E O O 0O 0 0 0 0 0 0 0 STDT0301 BEN Purchasing BEN Purchasing BEN STBTO399 BEN STDTO301 BEN STDTO301 BEN Purchasing BEN Purchasing BEN POMANAGER2000 POMANAGER2000 REQONLY STDT0399 BEN REQONLY STDTO301 BEN STDT0399 BEN Type PO Approval PO Approval PO Approval PO Approval PO Approval PO Approval PO Approval PO Approval PO Approval PO Approval PO Approval PO Approval PO Approval PO Approval Requisition PO Approval Requisition PO Approval PO Approval Select Notifications Open Close 4 i s Subject PO 2816962 Revision 0 for Supplier TELROSE CORPORATION ha PO 2816930 Revision 0 for Supplier PHILADELPHIA CATERING PO 2816930 Revision 0 will require a receipt
35. MURRAYB Main Menu L Asset Administrator L Budget Entry Secured J GL Inquiry Secured L GL Reporting Secured J Journal Entry G amp C Cost Transfers L Journal Entry General J PO Manager J Requisitioner LI Senior Asset Administrator z EL eee ae z 4 E oo oo r _ e som troum Oracle Applications Home Page ad Te eid og ea Puer EJ LJ po Manager E Notifications Enter Receipts View User S EI purchase Orders View Contral PO EJ LJ inquiry Invoices Locations Receipts Requisitions S Shipment Information E Suppliers EJ LJ coa Inquiry COA Segment Values EJ LJ Reporting Nera eee Run Report Create Report Set El CJ other 4 Requisitioner aga nee hore NET C ds Mos P am T Once you select a path the Navigator window appears on the screen To change a navigation path within a responsibility invoke the Navigator by either e Closing all forms or e Clicking on the Show Navigator icon on the toolbar Functions Documents Notifications Top Ten List Purchase Orders 1 View Invoices Summary End Use Enter Receipts Inquiry COA Inquiry Reporting Other View User Return Requisition EE ES Financial Training Department 27 b amp n teaches Notifications a k a Worklist e Select Notifications to view the Worklist of Open To Do and FYI Notifications generated when requisitions
36. NGL aA 65 mM Financial Training Department 2 b N teaches NNN Reporting RUM RCD ONG auuioaaxvix don EN EUCATEERER IRR ENERRIENENE NUN EErEE 66 Single REGU OSE rasrasan irai cun ASIE DRC LA EFL tT RUOTE COD DU S eianieds sles EC rEn PO LIE TED LunPEE LUE PS rie M CURES 67 Printing Requests uoces tapur emer vaibebtesu eu sd 3udnbve tenus vx RM DENS Cxpsa cvs Kobe ERV Vimeri a RE E EeTR AU E vE FREU UU ERR E P EKEdS 69 Buttons on the Submit Requests window esesssseseeseeeennenee nenne nne nennen nnne nu nnn nns 70 Buttons on the Requests window sssssssseseesen nennen nenne nenne nnus nau saine ne nan sn nun 71 Appendix 4 T M 71 Viewing and Creating Folders sese nnne nnne nenne nnne nnn nenne nne nn 72 Viewing Existing Folders sese nennen nnne nnne nennen nenne nn nnn nena 73 Creating a Folder and Changing Your Default cccccccecceceeeeeeeeeeeeeeeeeeeaeeeesaeeeeseeeesaeeaees 73 Creating a Folder Without Changing Your Default esseennnnnn mmn 74 Deleting a FOUR METTE TTA 75 Appendix B Use of Notes and Attachments Leere eese eene nnne n enun a aua n nnn na nuu nana 76 Revision PUSEOFV oce ECUXEENEEFIT NETS REURESUREKTEIS CREEEEREIR FIR RS UERERERREATREER ARR NEN NR ENTE FR TR VF TITR IR UNI VR UN FERE ENAEIEE
37. Navigator by either Other View User e Closing all forms or e Clicking on the Show Navigator icon on the toolbar SY Financial Training Department 9 b Zn teaches BEN Financials Responsibilities amp Navigation Paths The BEN Financials Homepage lists the BEN Responsibilities for which you have access Listed below each responsibility are the corresponding navigation paths BEN Assets Senior Asset Administrator amp Asset Administrator Inquiry Financial Information Transaction History Asset Asset Workbench Mass Changes Invoice Inquiry BEN Balances Budget Entry Secured Budget Journal Freeze Grant Secured Freeze Grant View Grant Attributes View User Freeze Unfreeze Grant Secured Freeze Unfreeze Grant View Grant Attributes View User GL Inquiry Secured Notifications Inquiry Account Funds Available Journal Rev Exp Inquiry GL Inquiry Secured cont Acct Mapping Legacy GL to BEN Legacy SL to BEN Legacy Subcode to BEN Object Legacy Acc Desc Legacy Subcode Desc COA Inquiry COA Segment Values View Grant Attributes Other Profile View User GL Reporting Secured Reporting Run Report Create Report Set Other Profile Journal Entry General Notifications Journals Enter Encumbrance COA Inquiry COA Segment Values View Grant Attributes Other Profile View User Journal Entry G amp C Cost Transfers Generally same as Journal Entry General menu optio
38. OADMIN Financial default PO Header Detail THAMITER folder has the owner name of POADMIN Deleting a Folder While your cursor is resting on the form in which you created a folder select from the menu path Folder gt Delete icon or invoke your Folder Tools box by clicking on the Folders Tool icon and clicking on the Delete 1 1 Financial Training Department 75 DEN teach Appendix B Use of Notes and Attachments NOTES Header Level When Adding an Approver Note to Approver Used by Not Applicable Used by Requisitioner to relay Requisitioner Only information to an additional to relay internal approver regarding information to the entire Requisition Requisition Approver i e PO If a requisition was forwarded Manager to you and you re forwarding regarding the to an additional Approver entire Requisition clear the original Note to Approver and add a new note Note Information here on account or grant usage should be included here ATTACHMENTS Header Level When Adding an Approver Internal to Not m Not Used Not Used Requisition To Purchasing Not dili Required to document Competitive Not Used Bids or justification of Bid Waiver for over 5 000 PO Possible note to Purchasing Services Contract Supplier No Bids Required or Bids to Follow or Sole Source Suppler Purchasing Services will review when PO over 5 000 is automatically routed to them Can e mail bi
39. OT on Hold Release Billed Line Received Date Accepted Ship To Accepted Calculate Tax Tax Details All Distributions 1 1 Financial Training Department 57 DZN teaches 8000000000000 y Inquiry Invoices continued e Click on the View Payments tab to view the Document Number and Payment Date O Invoice Workbench GL Inquiry Secured Sait Sic 8 86 t e Invoice Details fal Type Trading Partner Supplier Num Supplier Site Name Invoice Num invoice Date Invoice Amount i wLTHC4 250077 MENTOR 2 30093274670 12 JAN 2012 672 00 PO 2734479 The View mn D indicates the Document Number a k a Check or Wire and the Pavment Date LL Payments tab rs U P Payment Method Document Num Payment Date GL Date Void Payment Amount Discount Taken E Check 2794534 1 0 FEB 2012 10 FEB 2012 a 672 00 E where check was sent Date check Operating Unit cashed appears here when Supplier cashes check University of Pennsylvani 2794534 Number Taxpayer ID Currency Lu Amount 978 52 Supplier Number at 10 FEB 2012 aS ECCEEPO BOX 8004 MENTOR OH 44061 8004 United States C i 100212 YA PAY 06 Voucher Status Bank Reconciled Unaccount List of all 978 52 pl invoices S BE 14 FEB 2012 E aid on Po Payment Document m j en University s bank
40. Order Shipment d Quantity Detail Number Line shyffent Quantity Quantity Billed Quantity Received N CONN GLE i tes e Click Distributions to go to account information for this PO 1 1 Financial Training Department 44 DEN teachesmm 0 y Purchase Order Inquiry continued Purchase Order Distributions ag PO Distribution Detail 11570472 Note Each EN line has a Emm Purchas separate Distribution E PO Distribution Detail Distribution Charge Account Amount Active Encumbrance Amount 5 0472 2747194 870 8712 1 000000 5249 7450 000 16 36 m a L E L L M L E E E E E es ee E 532 171 mmm MEN LL a HEN ee New R elease View Action History To review the actions performed on a single PO from the menu click on Inquire View Action Histo Soft Close when PO Standard Purchase Order 2807387 ieee eee er eee has been fully receipted and or paid System Freeze when PO sent to Supplier Rev Action Close Freeze Date 08 JUN 2012 18 5 30 MAY 2012 15 5 Performed By Close status rolled up WEFADMIN Automatic System Freez Purchasing 30 MAY 2012 15 5 REARDON COLLEEN specification Approval for 25 MAY 2012 12 0 Forward gt 5 000 25 MAY 2012 11 5 24 MAY 2012 12 2 24 MAY 2012 12 2 24 MAY 2012 12 2 Fomara KOZEL
41. Portal http medley isc seo upenn edu penn portal uGQpenn ph e Access to a wide variety of University web sites and information including those listed below BEN Financials Homepage http benapps isc seo upenn edu e Access to BEN Financials BEN Deposits and BEN Reports Business Enterprise Network http www finance upenn edu ben e News Calendar BEN Reps BEN Knows Frequently Asked Questions Support Information etc Financial Training Department Web Page http www finance upenn edu ftd e Information regarding courses offered register for training view the Bottom Line Newsletter etc Audit and Compliance Web Page http www upenn edu audit e Information on controls compliance mechanisms and technologies to manage risk as well as providing guidance on the stewardship of University resources Responsibility Center Management RCM http www finance upenn edu comptroller rcm index shtml e Information about BEN Financials Reports Fund Aggregations amp Object Code Aggregations etc mM Financial Training Department 5 b n teaches M LL 8 5 Overview of BEN continued Purchasing Services Web Page http www purchasing upenn edu e Information about BEN Buys the Commodity Matrix Supplier information etc Purchasing Forms http www purchasing upenn edu forms e Request to Add a New BEN Buys Supplier e Request to Add a New BEN Buys Ship To Location e Request for University Tax Exemption Certificate e Request to Resend
42. Q AMOUNT ENC AMOUNT DATE 870 8712 1 000000 5224 7450 0000 1 15 OCT 04 8712 jih 10 15 04 03 15 OCT 1 500 00 1 500 00 15 OCT 04 5224 7450 0000 21 AUG 07 Reverses 8712 jih 10 15 04 1 500 00 1 500 00 21 AUG 07 0 00 0 00 ODATE RUN 11 02 2012 UNIVERSITY OF PENNSYLVANIA PAGE TIME RUN 17 33 55 BEN FINANCIALS PROGRAM ID glrp6163 rdx 164 0RG OPEN ENCUMBRANCES REPORT SORT SUB TOTAL BY CNAC ORG BC FUND CUMULATIVE THROUGH MAR 12 FORMAT Dr Cr REPORT PARAMETERS GLRP6163 RDF LOW HIGH PERIOD NAME MAR 12 ORG 8712 CONNECTOR OR RESP ORG FUND 000000 000000 OBJECT PROG CREF Sort SubOTotal Option CNAC ORG Page Break OPTION Y N E It is recommended that you view the report on line first prior to printing to ensure this is the report you wish to in fact print e When finished viewing return to the Requests form to print or run another report Printing Requests e From the Requests form highlight the report you want to print by placing your cursor on that line e From the menu click on Tools Reprint Republish DGZN financials Concurrent Processing User Preferences Help Close Window Republish and Reprint Request Apply Cancel Program Name 100 0RG SUMMARY BY CNAC ORG FUND Request Name 100 0RG SUMMARY BY CNAC ORG FUND Request ID 34975428 Completion Date 18 Oct 2012 11 04 20 Republish Printer Printer p872014 Print Style Landwide Copies 1 Apply Cancel
43. alculate Tax Tax Details All Distributions Holds lo heduled Payment Holds 0 1 1 Financial Training Department 54 Inquiry Invoices continued Payment Terms Checks are produced based upon the payment terms that are assigned to the Supplier e Employees are created with terms of Net 2 which means that a check will be generated two days after the invoice date that is entered in the Accounts Payable system when the particular form is processed e Most Suppliers are created with payment terms of Net 30 which means the payment will be made 30 days AFTER the invoice date However some Suppliers have a payment term of immediate due to a prompt pay discount offer with the Supplier Imaged Invoices As of early FY 2001 Accounts Payable began to image or scan all PO invoices and C 368 forms Does not include Travel and Entertainment C forms i e C 1 C 1A and C 368 forms when used for travel purposes File Edit View Folder Tools Reports Window Help Batch Control Total Ps Batch Actual Total Invoice Details Standard JAPPLIED BIOSYSTEMS 180378 CHICAGO 1 93009327 10 DEC 2004 1 575 001INV 93009327 PO 139744 Standard JISOURCEONE HEALTHC4 250077 MENTOR 2 30093274670 12 JAN 2012 672 00 PO 2734479 Standard JSOURCEONE HEALTHCAZI25007 7 MENTOR 2 30093274671 12 JAN 2012 46 52 PO 2734216 standard JSOURCEONE HEALTHCAZI25007 7 MENTOR 2 30093274673 12 JAN 2012 92 00 PO 2734083
44. bal Agreement Date Ranges Results Order Headers Approved ines Promised e Shipments Need By Distributions Closed 1 1 Financial Training Department 42 DEN teaches 8000000000000 y Purchase Order Inquiry continued The PO Header Detail form gives a list of Purchase Orders that meet your search criteria e Use the scrollbar at the bottom of the screen to view additional Header Detail Columns on the form can be expanded or contracted by moving the cursor on the margin separator in the column title and sliding the column right or left Columns on the form can be moved by moving the cursor into the column title and drag the column left or right see Viewing and Creating Folders section for more detail Purchase Order Headers g PO Header Detail Order Date Supplier 02 FEB 2012 1 TELROSE CORPOI Wipes and Tissues Buyer MURRAY BARI 3 o E 26 65 IO pel D uj m I D un e Place your curser next to the Purchase Order you would like to view and click on Lines Purchase Order Lines fee E Line Detail escription leenex R 2 Ply F ysol R Sanitizing I4 M A D J at No y ho Suppli SSS Shipments New Release New PO Open E 1 1 Financial Training Department 43 DEN teaches 000000 y Purchase Order Inquiry continued e Click Shipments to see delivery information for each
45. ben teaches b zn financials DAN Duys PO Manager User Guide Document last updated October 26 2015 NENNEN 101 0 Financial Training Department 1 DZN teaches MERE OOOO y Table of Contents Overview Or BEN Sironin iaia ROUEN EE ERR EE E A OUROR OL OD OO CU DONOR IG KENN 5 BEN Financials Login WIBOOW uiesxin n cin a RR DUCI T EK NKEKKEREEENEEKVEVETEENERENTEEEEEKNVEENINIE ICH EIQUE EV ERU EN EX EIN RV EXIIT A A 8 BEN Financials Homepage coi c rona vas a E ERE REEWRR FW ER V E EUR RR ROC ENERO M RIT DR T 9 BEN Financials Responsibilities amp Navigation Paths cccccccsscscseceesecseeesseeeseeeeseeeeeetseeesseaeees 10 BEN Navigation Typical Application Window eeennnn mmm nnn 11 Switching Responsibilities iiec ci m wi kx swa ha Fro si da ddr ic ear a Ga we Gr La RR rtr ra Sa car wa RH 12 II rg m 12 Using the Applications Navigator Functions Region seseeeeneenennmeneen nennen 13 Using the Top Ten List Optional sessi nenne nnn nnn nnne nnn nnns 14 User Preferences Optional sessi nnn nnn nnn neni nini nnne nn nnns 15 Meni PIUS ERU cere see center sate es Seon neste eeteceantsaesa ae eeneuaecaiee seen 16 Right Mouse Button Menus ssssessssssseseeeenne nennen nenne nus nu se sura suse sauer ska suus nu ananas 16 Pull Down Menus AW M
46. ck on the Save icon A e Click on Header Lines Quantity UOM iP Currency Secondary Quantity UOM 950 lus Dc Order Information Outside Services Shipment Information Destination Type Eee O o Expense Rev Description EIS Graduation Party F 4 D Caution If the cost and amount billed was 1 500 you must receipt enter 1 500 If the cost and amount billed was 750 you must receipt enter 750 Note The amount invoiced and the amount receipted must equal in order for the invoice to be paid ooe Renis University of Pennsylvania to view the Receipt Number a E E Das a Note This example was manually marked Receipt Required on the Standard 2816908 Order Type Order Sm E RESH ON 47TH ko d Item Description DIADEEM 20 OCT 2012 00 01 original requisition All POS over 5 000 Header Receiver Note as UN Number are automatically Shipment Receiver Note p sahile Direct Delivery marked receipt required Financial Training Department 51 DEN teaches O y Enter Receipts continued The Receipt Header UOP form displays the Receipt Number i Tice PI M S Receipt Receipt Date Containers Ei Ter 17 1 ZEE MURRAY BARBARA A 10015 seal RESH ON 47TH T ALL LATI e More detailed information can be added to the new receipt by completing some or all of the available fields Shipment Packing Slip Freight Carrier list of values Container
47. count 1 General 2 Lines N um b er Total g Invoice Line Details Gross 672 00 Retained um Type Amount Default Distribution Account Quantity Invoiced Unit Price PO Number PO Line Numi PO Shipment PO Item 468 00 020 0103 1 000000 5228 4401 5118 12 2734479 T litem 204 00 020 0103 1 000000 5228 4401 5118 12 2734419 Hc bp ee E m NN EM ZI as m Discard Line Distributions Charged etc JL TIS so 1 1 17 2 1 mam as aS EE EE EE Allocations Tax Details All Distributions e Click on the Holds tab to view any holds the reason the PO may be on hold or any holds that have been released Calculate Tax Invoice Workbench GL Inquiry Secured r ax Torrens j erence OOo mi Invoice Details Type Trading Parner Sumpter num Suppter Ste neme mecetum fimoice vato meceAmemiDeenrn Standard SOURCEONE HEALTHCZI250077 MENTOR 2 30093274670 12 JAN 2012 672 00 PO 2734479 1 General 2 Lines 3 Holds 4 View Payments 5 Scheduled Payments 6 View Prepayment Applications Hold Reason Hold Date Held By Rel ane Release Reason Released By Release Date WF Status MIS Awaiting Workfl 20 JAN 2012 ISAEKOUAY 170 S Q SYSTEMS RE ISAEKOUAY 20 JAN 2012 E SS ee SEE The Holds tab indicates whether the n Purchase Order Shipment Quantity Invoice is on Hold and the reason in Number Ordered this case the PO is N
48. d Clear Field Clear Block Clear Form Delete Select All Deselect All Edit Field Preferences Change Password Preferences Profiles View Menu Undo any typing done in a field before the field is exited and returns the field to the most recent value Cut the current selection to the clipboard Copy the current selection to the clipboard Paste the contents of the clipboard into the current field Copies all values from the prior record to the current record Copies the value of the current field from the prior row Erases the current record from the window Clears the data from the current field Erases all records from the current block Erases any pending changes from the current form Deletes the current record from the database Selects all records for blocks with multi select Deselects all selected records except for the current record for blocks with multi select Displays the Editor window for the current field Displays the Change Password dialog box Displays the Profiles window The View menu provides you with the following options Show Navigator Zoom Find Find All Query by Example Enter Query by Example Run Query by Example Cancel Displays the Navigator window Invokes custom defined zooms Displays the Find window to retrieve records Retrieves all records Invokes Enter Query mode to enter search criteria for a query by example Executes the query by example Cancels the qu
49. ds to Purchasing sourcing exchange upenn edu To Approver Not Used Used by Requisitioner to relay Not Used information to the Approver regarding a specific line item on the a Not Used Not sed NotUsed Not Used To Receiver Receiver Not Used Not NotUsed Not Used To Supplier Not Used Used to sending specific information Not Used to Supplier such delivery instructions For EDI Suppliers you must add a Non Marketplace line to the P O Important Start the Item Description field with ZZZ the rest of the Item Description field is then available for any order instructions you wish to send Leave the Supplier Item field blank I A Financial Training Department 76 DZ teachesmm 0 0 gy Revision History Date Page Number s Topic November 26 2012 BAM Various R12 BEN Financials Upgrade March 25 2014 Page 76 Added e mail address for sending bids requests for waivers etc to Purchasing Services October 26 2015 Pages 38 amp 41 Updated link at the bottom of each page EE j A Financial Training Department 77
50. e e Once the edits have been made and the PO has been resubmitted click on the Oracle Workflow Notifications button on the Task Bar 49 Notification Details Windows Internet Explorer e Click on Return to Worklist 1 1 Financial Training Department 40 Deleting a Rejected Purchase Order To delete a rejected Purchase Order e Select the PO Manager responsibility from the BEN Financials Home Page e Double click on Notifications e Select the Purchase Order to be deleted by clicking on the Subject link e Click on the Open Document line to open the Notifications to Purchase Orders form PO Re MESS Price Reference Reference Documents Agreement Num Type Item Rev Category Description UOM Quantity Price ae EN EN y eee gt jeu Item Nimm EA ISOTEMP GP FREEZER 5CF e Select Edit gt Delete Click on OK wa Caution da Delete this record d k Cancel e Click on the Save icon e Click on the Oracle Workflow Notification button on the Task Bar Notification Details Windows Internet Explorer and note the PO has been removed Note If you want to see the Notification the PO has been deleted from the Worklist under View select All Notifications When you click on Go you will see the status of the Notification is now Cancelled A Please note If a rejected PO is deleted the associated requisition must be returned For mor
51. e order APSUP exchange upenn edu and include the following details e Purchase Order number e Buyer Name e Supplier Name e Reason for requesting to final close the purchase order Tip In order to determine which PO s are candidates for Finally Closing run the 164 0RG Open Encumbrances Report See the Reporting Run Report section of this User Guide for more information on how to run reports from the PO Manager Responsibility mF Financial Training Department 49 b Zn teaches j Enter Receipts University policy requires all purchase orders over 5 000 be receipted Do not process a receipt until the goods and services have been received and are in good condition A Functions Documents Enter Receipts Note Be sure to only enter the quantity amount received Notifications Top Ten List Do not receive the entire amount if the entire Purchase Orders 1 View Invoices Summary End Use amount has not been received TUUS COA Inquiry e To enter Receipts from the PO Manager nape Application open Enter Receipts other View User Return Requisition The Find Expected Receipts UOP form will open Insert the PO Number or other search criteria to find the Purchase Order which needs to be receipted Click Find to open the Receipt Header UOP form Supplier and Internal Customer Operating Unit University of Pennsylvar Source Type jal Purchase Order 2816908 Line a Requisition NENNEN
52. e current selection fields above the navigation list mF DSTI A EARR pannel ES b amp n teaches NE User Preferences Optional e From the BEN Financials Homepage click on User Preferences to change your password User Preferences Home Logout Help General Preferences Cancel Apply Old Password New Password Repeat Password TIP Please enter your old and new passwords Passwords are case sensitive Responsibility Page Email Style Disabled Notifications v ll be sent in your current default language American English Cancel Apply User Preferences Home Logout Help Copyright c 2006 Oracle All rights reserved T Users will be prompted to change their password every 30 days User Preferences is used to change your password when desired e Click on Apply e Click on Cancel to return to the BEN Financials Homepage i A Financial Training Department 15 ben Hu 8000000000000 00 y Menu Paths Right Mouse Button Menus Depending on your desktop settings using the right or left mouse button may allow you to access the following menu items Cut Copy Paste Folder Menu Help Pull Down Menus View Folder Tools Inquire Window Help Use the Pull Down menu bar to navigate through a form to edit or retrieve data or to perform various other actions 7 Available functions show in black while unavailable functions show as grayed ou
53. e info click here Www finance upenn edu benknows browse topics purchase order definitions po rejected shtml E e Financial Training Department 41 DEN teachess CY Purchase Order Inquiry a k a View Control PO To view a Purchase Order from the PO Manager Responsibility click on the Purchase Orders gt View Control PO navigation path Purchase Orders View Control PO Notifications Purchase Orders Enter Receipts Inquiry COA Inquiry Navi jim e ey G0 ETE nz En i tante La natara ad Lada ce at Id d dd de td et ata Mat aC aL fa t a a I at Top Ten List 1 View Invoices Summary End Use 2 Purchase Order Summary View Control PO Invoices Locations i Receipts Requisitions Shipment Information Suppliers Note When you add View Control PO to Top Ten List it is called Purchase Order Summary COA Segment Values View Grant Attributes e To search for a particular Purchase Order from the Find Purchase Orders form specify the search criteria e Your search criteria may be any combination of the data in the search screen e For example you may use o POF o Buyer o Buyer and Supplier Tip It is not recommended that you use Supplier as the only search criteria e Click Find to open the PO Header Detail form Currency Supplier Site Ship To Org Bill To Line Type Ship To Buyer Line Biew Releases shipment Bi Consumption Advice Glo
54. e items from which Inquiry they are expanded Items that responsibility are expanded are preceded by a minus sign You can expand no further when an item displays neither a plus or minus sign Above the navigation list you should see two fields that span the width of the window These two fields help you identify your selection The top field displays the name of the item currently selected while the bottom field displays the choice highlighted To expand or collapse the navigation list e Choose one of the following methods to expand an expandable item to its next sub level e Double click on the item e Select the item and choose Open e Select the item and choose the Expand button e Choose one of the following methods to collapse an expanded item e Double click on the item e Select the item and choose the Collapse button e To expand or collapse several items at once choose one of the following buttons e Expand All Children expand all the sub levels of the currently selected item e Expand All expand all the sub levels of all expandable items in the navigation list e Collapse All collapses all currently expanded items in the navigation list e To open a form from the navigation list e Select your form of interest e Choose Open e Alternatively you can double click directly on the form of interest to open it E Do not double click on the Open button All buttons require only a single click to activate
55. elps Support Center and includes a list of the 2 digit code for each School and Center Also takes you to BEN Knows to browse possible solutions to your questions Desktop Requirements takes you to the Hardware and Software requirements installation of the J Initiator plug ins for Internet Explorer and installation of MarkView Web Client Documentation takes you to the documentation for BEN Financials BEN Reports and BEN Deposits FAQ takes you to the Frequently Asked Questions for all the BEN activities including BEN Financials BEN Reports and BEN Deposits Training takes you to the Financial Training Department homepage Click on the BEN Financials link to login to BEN Financials mum Financial Training Department 7 b amp n teaches E BEN Financials Login Window e Enter your application User Name and Password e Click on Login or press Enter example YASMITH Password At least 8 characters consisting of one letter and one number Login Cancel Login Assistance Select a Language English T You will see the message below if you enter an incorrect User Name and or Password Q Error Login failed Please verify your login information e If you forget your User Name and or Password click on Login Assistance and complete the appropriate information Login Assistance ndicates required field ForgotPassword J 1 1 1 1 1 1 0 Enter your user name instructions for h
56. equires your approval j REQONLY Requisition Requisition 1658136 for USD 30 56 USD requires your approval STDT0399 BEN PO Approval PO 2816690 Revision 0 for Supplier BETTY THE CATERER INC has been Rejected p Select a requisition requiring your approval by clicking on the link from your Worklist e The Notification Details window will appear There are two options under References Update Requisition amp Requisition Details e To view the requisition click on the Requisition Detail link Requisition 1658158 for USD 30 56 USD requires your approval Approve Approve And Forward Forward Reject From REQONLY Description Office Supplies Tape amp Notepads To STDTO301 BEN Requisition Total 30 56 USD Sent 04 Aug 2012 19 28 39 justification Please charge department budget for office supplies ID 3465665 Requisition Lines Line Item Description Supplier UOM Quantity Account Code Combination Line Amount USD 1 3M TM Highland TM Masking Tape 3 4 x 2160 TELROSE CORPORATION Round 5 Z727 7772 21 2772772 5249 7777 7777 6 80 2 Post it R 2 x 2 Super Sticky Notes Jewel Pop Collection 90 Notes Per Pad Pack Of 8 Pads TELROSE CORPORATION Pack 4 Z22 2777 1 22777441 5220 7772 7777 23 76 Approval History Sequence Who Action Date Note 1 REQONLY Submit 04 AUG 2012 Please charge department budget for office supplies STDT0301 BEN Update requisition Requisition Detail Forward
57. er will cause itto be saved as your own private folder Do you want to proceed with saving the folder Cancel e Click OK Creating a Folder Without Changing Your Default Place your cursor in the column you want to adjust and select one of the options listed above Once you have completed all of your alterations save your changes by using the Folder gt Save As menu path The Save Folder form will appear Save Folder Folder Header Detail Autaquery 9 Always MlOpen as Default S Never BI blc Ask each time nclude Query show Query e Unselect Public and Include Query if selected e Click OK 1 1 Financial Training Department 74 Viewing and Creating Folders continued Creating a Folder Without Changing Your Defaults Continued BEN Financials will confirm that you want to save your private folder Caution The changes you have made to this public folder will cause US it to be saved as your own private folder Dio you want to proceed with saving the folder Cancel e Click OK Whenever you perform an inquiry on the form that you have altered you will be required to select your default folder by selecting from the menu path Folder Open The Open Folder form will appear e Select the Orense eo eea e a a xd uud ccu eem Es appropriate folder e Click OK FO Header petae O O O OOOO Mame o hwner Note the BEN PO Header Detail P
58. ery by example by exiting from Enter Query mode Query by Example Show Last Criteria Recovers the search criteria used in the previous query by example Query by Example Count Matching Records Counts the number of records that would be retrieved if you Record First Record Last Translations Attachments Summary Detail Requests ran the current query by example Moves the cursor to the first record Moves the cursor to the last record Displays the Translations window Displays the Attachments window Switch between the summary and detail views of a combination block Displays the Request window Requests are your reports i A Financial Training Department 17 DEN teaches 7800000000 y Menu Paths continued Pull Down Menus continued File Edit View Folder Jools Inquire Window Help S7 Available functions show in black while unavailable functions show as grayed out Folder Menu The Folder menu lets you customize the presentation of data in a folder New Creates a new folder definition Open Opens an existing folder definition Save Do Not Use Saves Query Saves changes to the current folder definition Save As Use Doesn t Save Query Saves current folder definition to a new name Delete Deletes an existing folder definition Show Field Displays a field that is currently hidden Hide Field Hides the current field Move Right Moves the current field to the right Move Left Moves the current f
59. es in closet Hace eres Per my conversation with Supplier order not shipped I e Financial Training Department 48 b amp n teaches EEE O Purchase Order Control Actions continued Finally Closing a Purchase Order PO Managers are responsible for initiating the Final Close action on their own Purchase Orders by submitting a request to Accounts Payable to Final Close the Purchase Order Accounts Payable is responsible for processing the Final Close action Possible reasons for requesting to Final Close a Purchase Order e Purchase Order has been fully executed which includes e All goods and or services were received e All invoices entered into BEN Financials and all holds have been resolved e All payments issued to the Supplier e Encumbrance balance remains Tip fall of the above is complete and you would like to remove the remaining encumbrance balance Cancel the PO If the encumbrance amount remains request a Final Close from Accounts Payable Before requesting to Finally Close a PO be sure to answer the following with a Yes answer e Have all lines been fully invoiced e Are all Holds resolved e Have all goods and or services been received and have the receipts been fully entered into BEN Financials e Have all checks for payment been issued to the Supplier To initiate the Final Close process send an email request to Accounts Payable to Final Close a purchas
60. fter my response TD e Inthe response section click on either Approve or Reject Before you select Reject be sure to type a Note to explain why you are rejecting the PO The Approve and Forward and Forward buttons are not recommended See section titled Approve Action Options for more information Click Return to Worklist to manage other Notifications J A Financial Training Department 33 DEN teaches 0000000000000 y Approving a Purchase Order continued Purchase Orders 5 000 or Greater Sample Approval Hierarchy Senior Business Officer 240 000 Department 1 Business Administrator 100 000 Administrative Assistant 1 500 Department 2 Business Administrator 100 000 Fiscal Coordinator Administrative 20 000 Assistant 2 10 000 Secretary 1 Secretary 2 500 All purchase orders in the amount of 5 000 or greater A will automatically be Forwarded to Purchasing Services for final approval before purchase order is sent to the Supplier Financial Training Department 34 DGZN teaches O y Approving a Purchase Order continued Approve Action Options Criteria PO Action PO SentTO PO under limit Approve Sent to Supplier Under 5K EDI Electronic Data No attachments Interchange Suppliers i e contracts etc receive PO s electronically See Purchasing s website for a complete listing of EDI Suppliers PO under limit Approve Purchasing ove
61. he options listed above or hover over the column header and your cursor will change into 4 which indicates that you are able to move the column or 4mm which denotes you can adjust the width of the column Column Heading g PO Header Detail Rev Order Date Supplier Description fAmount Buyer Approval Status 17 MAY 2012 1IFRESH ON 47TH FRESH ON 47TH Quote 4 996 05 I CROSSIN JOANNIPIApproved Z 3 D AJ 2804220 a a a a i a a i L a C I D un Once you have completed all of your alterations save your changes by using the Folder gt Save As menu path Never save your changes by using the Folder Save menu path or the Disk icon You performed a query to access the form you have altered This method of saving will capture the alterations you have made along with the query you utilized to get to that particular form and will prohibit you from retrieving information on future queries The Save Folder form will appear soos FO Header Detail Autoguery 9 Always Wopen as Default Sever Public c Ask each time iclude Query Show Query Financial Training Department 73 DGZN teaches 0000000000000 y Viewing and Creating Folders continued Creating a Folder and Changing Your Default continued e Select Open as Default e Unselect Public e Click OK BEN Financials will confirm that you want to save your private folder The chan e to this public fold
62. i 2516908 Ig arr eife BI5 3802 NO V 2012 09 5 Hazard UN Number cota Direct Delivery Receipt Date Shipped Date ai Tone Tee o Receiver Transactions 1 1 Financial Training Department 62 DEN teaches 50000000000 0 Inquiry Requisitions To find a Requisition using the Find Requisitions form select the PO Manager responsibility from the BEN Financials Homepage e Click on Inquiry gt Requisitions navigational path e Click on Open or double click on Requisitions The Find Requisitions form will open e Enter the search criteria Requisition Number or e Preparer in this case is the Buyer person who approved the requisition to create a purchase order e Click on Find Find Requisitions ere TeujssaUsdl University of Pennsylvar EESTI NT MEE 1058187 E Type Buyer Modified Reference Num Import Source Item Rev Headers Category ines Description Distributions Supplier Item The Requisitions Headers Summary includes information regarding the requisition including the approval status and creation date Approval Status Creation Date Curr 1658187 Computer and Grad Pi Approved 26 OCT 2012 16 00 2 USD D Requisition Lines Summary litat ts teretes suut teretes ti Grit ALM LITITIITIAM Requisition Line Details meu Reneeser esty ay Deter Location 7 orterNunter grec e ceejeememssspsocrmwop nnc f
63. ic days of the week or month e When you click on Schedule the Schedule window opens Select from the following e Apply a Saved Schedule e Allows you to re use a previously defined and saved schedule You may modify the saved schedule for this one submission or save the modified schedule with a new name for future use E If you intend to use the saved schedule as defined click OK e As Soon as Possible O Schedule e Submits your request as soon as possible If you select this schedule type click OK Run the Job As Soon as Possible Once e Once e Submits your request once at the ruber time and date you specify On Specific Days 2r Ee yenesel e Periodically e Submits your request repeatedly at the interval you specify Saye isle senasis Ifi e On Specific Days e Submits your request repeatedly on specific days of the week or month e To save these schedules check the Save this schedule check box e You must also provide a unique name for each schedule you save e Optionally enter a description of your schedule 1 1 Financial Training Department 70 GL Reporting Run Report continued Buttons on the Submit Requests window continued Ap oris N Person notified can onl output files are saved cls y osse Barsara see request one time You can also notify others with BEN Financials o access about the report It will appear in their n
64. id and total balance due for a supplier or supplier site In the Find Invoices window you can enter a variety of criteria including invoice status and ranges for invoice amounts and invoice dates You then choose Find to navigate to the Invoices window where BEN displays all invoices that match your search criteria From the Invoices window you can navigate to other windows to review or adjust scheduled payments distribution holds related payments and more You can quickly open an invoice you have saved as an icon on your Navigator When you have the invoice open click on File gt Place on the Navigator Later if you choose the icon in the Documents region of your Navigator you will automatically open the invoice To find an invoice using the Find Invoices window select the PO Manager responsibility from the BEN Financials Homepage e Click on Inquiry gt Invoices navigational path e Click on Open or double click on the path s end Functions Documents Inquiry Invoices Notifications Top Ten List Purchase Orders 1 View Invoices Summary End Use view Control PO Enter Receipts Inquiry Locations Receipts Requisitions shipment Information Suppliers COA Inquiry COA Segment Values View Grant Attributes Reporting Run Report Create Report Set Other Profile View User Return Requisition Financial Training Department 53 DZN teaches 0000000000000 y Inquiry Invoices continued Tip It is n
65. ield to the left Move Up Moves the current field up Move Down Moves the current field down Widen Field Increases the width of the current field Shrink Field Decreases the width of the current field Change Prompt Changes the prompt for the current field Autosize All Adjusts all field widths to completely show their data Sort Data Specifies sort order for the first three fields by ascending descending and no ordering View Query Displays the query criteria for the current folder definition Reset Query Erase the current query criteria Folder Tools Display the folder tool palette Tools Menu The functions in the Tools menu differ based on the area of Responsibility in which you are currently working Available functions show in black while unavailable functions show as grayed out Window Menu The Window menu displays the names of all open application windows and window placement options Cascade Displays any open windows in a cascaded or stair stepped fashion Tile Horizontally Displays any open windows in a horizontally tiled non overlapping fashion Tile Vertically Displays any open windows in a vertically tiled non overlapping fashion Open Window List Displays a list of open window titles in the order in which they are stacked YEA 0 Financial Training Department 18 ben teaches 0 Menu Paths continued Pull Down Menus continued File Edit View Folder Tools Inquire Y indow Help A
66. iption Freezers 5 gt 5 000 Rejected By WEIDNER E Preparer MURRAY BARBARA Supplier FISHER SCIENTIFIC COMPANY Requisition Number 1658196 Document Lines Line Item Number Item Description UOM Account Code Combination Quantity Unit Price Amount 1 EA ISOTEMP GP FREEZER 5CF Each 870 8712 1 000000 5228 7450 0000 5 1 201 58 6 007 90 Approval History Sequence Who Action Date Note 3 WEIDNER E PAUL 10032343 Reject 31 OCT 2012 Divide the cost with ORG 8720 please revise 2 MURRAY BARBARA A 10015418 Forward 31 OCT 2012 1 MURRAY BARBARA A 10015418 Reserve 31 OCT 2012 0 MURRAY BARBARA A 10015418 Submit 31 OCT 2012 E Open Document Return Tomakin T Display next notification after my response User Preferences Home Logout Help Copyright c 2006 Oracle All rights reserved e Click on the Open Document line to open the Notifications to Purchase Orders form The Notifications to Purchase Orders form will open Note There will be various reasons why a PO may be rejected e g change quantity change account number etc The rejecter should provide a detailed explanation in the Note This information can also be found in the View Action History reviewed later in this User Guide A Click on the Save icon throughout editing the PO e Financial Training Department 37 Edit a Rejected Purchase Order continued You are looking at
67. iversity Contact link to view Phone and Email Address University Contact Details University Contact Name MULLOCK JOSEPH A 10023244 Phone 215 898 1733 Email Address altimage admsystems upenn edu Return to Shipment Info Search e Click on Ship To Location Code to Address City State and Zip Ship To Location Details Address Linel ROOM 409A Address Line 3451 WALNUT ST Address Line3 FINANCIAL TRAINING City State Zip PHILADELPHIA PA 19104 6205 E 101 amp Financial Training Department 64 D amp N teaches 0000000000000 y Inquiry Suppliers To find a Supplier using the Search Supplier List select the PO Manager responsibility from the BEN Financials Homepage e Click on Inquiry gt Suppliers navigational path e Click on Open or double click on Suppliers e Enter a search criteria o Supplier Name o Supplier Number o Supplier Type e Click on Go to execute the query e The list of suppliers matching your search criteria will be returned Search Supplier List Note that the search is case insensitive Supplier Name FRESH Supplier Number SupplierT ype Po Go Clear Supplier Taxpayer Pay P O Minority Local Woman Small Supplier Name Number ID SuppherType Sites SitesOwned Community Owned Business FRESH BOOZA PRODUCTIONS LLC 470646 3146 Non Contract N N N FRESH GROCER 196948 7668 Non Contract FRESH ON 47TH 40062 09616 Non Contract FRESH PRINTS LLC 454090 1724 L
68. line IFurchase Order Shipments 577 5 9 207 re ries Cu Lo e B EPIS eee SIONS SCNT E STE Y e IMIS SOTA EMIS SOTTO Creer a a d Quantity Detail 2 47194 1 Note Each e line has a PE E uantity Detai separate Shipment Number Line shipment S a L L L L E L L a LOOO LLL LI 1 me LIO T f fT LIE Lo New P O 1 Quantity is the number of item s amount ordered from the Purchase Order 2 Quantity Billed is the number of item s amount from the invoice sent to Accounts Payable by the Supplier 3 Quantity Received is the number of item s amount that has been systematically receipted Ifthe Quantity and or the Quantity Received does not match the Quantity Billed according to the established criteria the invoice will go on Hold See the BEN Buys Accounts Payable Invoice Imaging User Guide regarding managing invoices placed on Hold In the example below the Quantity ordered in this case an amount vs of items ordered is less than the Quantity Billed Since the Quantity Received equals the Quantity Billed amount Accounts Payable will automatically pay this invoice for the amount billed received If the Quantity Received was less than the Quantity ordered additional payments can be made for this PO if the PO has not been finally closed by Accounts Payable See the section title Purchase Order Control Actions for info on requesting Finally Close for a PO Purchase
69. llation is not allowed address this situation via a Return Goods Authorization RGA If the product s has not been shipped inform the Supplier that the product s is no longer needed and that they are not to ship the product s and that a Purchase Order Cancellation is being processed and will be sent e Select the PO Manager responsibility on the BEN Financials Homepage e Double click or OPEN on Purchase Orders e Double click or OPEN on View Control PO LL j E Financial Training Department 46 Purchase Order Control Actions continued Canceling a Purchase Order continued The Find Purchase Order form will open e Enter your purchase Operating Unit order number in the Number Type Number field Release Currency Suppli Sit e Click on Find ede d Ship To Org Bill To Line Type Ship To za MURRAY BARBARA A Line jew Releases Shipment Mi Consumption Advice Global Agreement The PO Header Details form will appear Purchase Order Headers verre erecta eee ere eee ere utut utet ete lu e e o t n o n o ol n o o ol ol n o a o ol n o a o ol n o a o ol n o a o el n o n o ol n o a o E ALM id PO Header Detail Number Rev order Date Suppler Desert Amount Buyer Wem Jo f26 0c7 2012 tle HEALTHCARE Freezer amp lodine 999 00 MURRAY BARI nt a D am a J i A TB d e M LUN em etm AJ avt ai v TAa o d Somma is HM LL e Select Tools Control on the menu bar
70. nd send it to the next person within their approval hierarchy In order for the Approver to view and approve this purchase order the Approver needs to access the Purchase Orders to be approved from the PO Manager Responsibility e From the BEN Financials Homepage or the Navigator choose the PO Manager responsibility e Double click on Notifications Open Notifications M All Notifications FYI Notifications e Your Open notifications requisition and purchase order known as To Do and FYI will be listed on a Worklist Notifications From Me e From the View dropdown select To Do Notifications Open Notifications To Do Notifications e Select a purchase order requiring your approval by clicking on the link in the Subject column Worklist View To Do Notifications Go Select Notifications Open Close Select All Select None T Select From Type POMANAGER2000 PO Approval POMANAGER2000 PO Approval STDTO399 BEN PO Approval i REQONLY Requisition Requisition 1658202 for USD 70 10 USD requires your approval y REQONLY Requisition Requisition 1658136 for USD 30 56 USD requires your approval STDTO399 BEN PO Approval Note You may sort your notifications by clicking on the header i e Type Subject Sent etc or a particular column Note The Due column not shown here is not used at Penn 1 1 1 amp 8 Financial Traini
71. ng Department 31 DZN teaches 0000 0 0 y Approve or Reject a Purchase Order continued The Notification Details window for the purchase order you selected will appear The Notification Details form does not provide you with shipment information or information on attachments to Purchasing Services or Suppliers b amp n financials iie ETETS G User Preferences Home Logout Help PO 2816926 Revision 0 for 6 007 90 for Supplier FISHER SCIENTIFIC COMPANY requires your approval Approve Approve And Forward Forward Reject From MURRAY BARBARA To WEIDNER E Sent 31 Oct 2012 15 06 04 ID 3491521 PO 2816926 Revisions 0 for USD 6 007 90 requires your approval PO Amount USD 6 007 90 Supplier FISHER SCIENTIFIC COMPANY Supplier Site PITTSBURGH 2 Description Freezers 5 gt 5 000 Forwarded From MURRAY BARBARA Preparer MURRAY BARBARA Note Supplier FISHER SCIENTIFIC COMPANY Requisition Number 1658196 Document Lines Line Item Number Item Description UOM Account Code Combination Quantity Unit Price Amount 1 EA ISOTEMP GP FREEZER 5CF Each 870 8712 1 000000 5228 7450 0000 5 1 201 58 6 007 90 Approval History Sequence Who Action Date 3 WEIDNER E PAUL 10032343 2 MURRAY BARBARA A 10015418 Forward 31 OCT 2012 1 0 MURRAY BARBARA A 10015418 Reserve 31 OCT 2012 MURRAY BARBARA A 10015418 Submit 31 OCT 2012 References
72. ns BEN Buys PO Manager Notifications Purchase Orders View Control PO Enter Receipts Inquiry Invoices Locations Receipts Requisitions Shipping Info Suppliers COA Inquiry COA Segment Values View Grant Attributes Reporting Run Report Create Report Set Other Profile View User Return Requisition Requisitioner Requisitions Homepage Supplier List PO Action History Shipment Information mM Financial Training Department 10 BEN Navigation Typical Application Window Top of Window BEN Financials Application Window Bar Window Form Name Menu Bar Toolbar 3 Oracle Applications BEIIFPRD1 File Edit View Folder Tocls Window Help Journals Penn General Ledger New Conversion Reverse 47x Neem USD Date gni Balance Type Budget SY Rate Status Clearing Company NENNEN Tax Control Total fs Line Account Debit USD Credit USD Description Acct Desc Check Funds View Results Change Period Change Currency Record 1 1 ce lt OSC Bottom of Window Message Block Record Block Available Features Block Other Window Features Yellow shaded fields indicate required data field s Gray shaded fields indicate currently unavailable data field s White updatable but not required data field s Blue shaded fields indicate query mode 1 1 Financial Training Department 11 DZ teaches gy Switching Responsibilities
73. ollowing helps you distinguish a folder block from a regular block File Edit View Folder ools Inquire Window Help e An enabled Folder o N menu appears in the hase arden Uee sl EEL LEE ELLE EEE main menu bar when F O Header Detail folder block 17 MAY 2012 1IFRESH ON 47TH FRESH ON 47TH Quote 4 996 05 CROSSIN JOA e An Open Folder icon appears in the upper left hand corner of the form e An enabled Folders Tool icon appears on the toolbar when your cursor is in a folder block Cus NE mm Clicking on the Folders Tool icon will open the Folders Tools box Your Folders Tool options are as follows From left to Right Open Save New Delete ERACLE orm X dodi oo foe Tt Arrows allow you to move a From left to right Widen Field Shrink Field Show Field Hide Field selected column Financial Training Department 72 Viewing and Creating Folders continued Viewing Existing Folders Before you attempt to create a new folder check to see what folder options are available to you by clicking on the Open Folder icon in the upper left corner of the form If you have made the decision to utilize an existing folder select Folder gt Save As on the menu path Once the Save Folder form becomes available to you select the Open as Default option and click on OK Creating a Folder and Changing Your Default Place your cursor in the column you want to adjust and select one of t
74. om the BEN Financials Homepage e Click on Inquiry gt Receipts navigational path e Click on Open or double click on Receipts The Find Receiving Transactions form will open e Enter the PO or receipt number e Cl ick on Fi nd lO Find Receiving Transactions UOP Supplier and Internal Customer Operating Unit MARAEA NE iz t Receipt Purchage Order 2816908 Release Shipment Requisition Line Shipment Supplier FRESH ON 47TH Supplier Site Receiving Location Destination Item Rev y Results Category o s Headers Description EE Transactions Supplier Item e The Receipt Headers Summary form will open O Receipt Header g Ais Summar 02 NOV 2012 09 5 3FRESH ON 47TH MURRAY BARBARA A ABI M m C oO i BED oo Transactions e Click on Transactions to see additional information 1 1 Financial Training Department 61 Y S A C U e 3 Inquiry Receipts continued The Receipt Transaction Summary form displays information about the Purchase Order including the PO Number and the item description Receipt Transaction Summary UOP d Transaction Sumrr Shipment Receiver Note e Click on Header to view the Receipt Header details Receipt Header UOP Receipt Shipment 41790636 Packing Slip Carrier Number of Containers essa RESH ON 47TH ere Tz dare aem University of Pennsylvar es
75. ot recommended that you use Supplier as the only search criteria e Enter search criteria using one field or a combination of fields For example you can use 1 PO or 2 Supplier and Invoice or 3 Supplier and amount range O Find Invoices iil ee ee eee eese rererere seee eerstes rsrsrsrsrs Trading Partner Name Supplier Number Supplier Site Taxpayer ID PO Num Tip Good idea to use Number wildcards 9o when wee searching using the Invoice Amounts Invoice Batch Lo a Dates Currency Invoice Invoice Status Status Holds TE O O Approval Accounting Payment ERN SW e Click on Find e You arrive at the Invoice Details form which includes the Supplier Name a k a Trading Partner Supplier Number Supplier Site Name Invoice Number Invoice Date Total Invoice Amount and Description and Payment Terms Invoice Workbench GL Inquiry Secured 7X go Invoice Details E Standard SOURCEONE HEALTHCAZT250077 MENTOR 2 30093274670 12 JAN 2012 672 00 PO 2734479 4 D 1 General 3 Holds 4ViewPayments 5 Scheduled Payments 6 View Prepayment Applications Summary Amount Paid Status Item Tes 67200 Status Validated Retainage Accounted Yes Prepayments Applied Approval Not Required Withholding The General Subtotal 672 00 D NEN tab includes the Freight Eg Invoice Miscellaneous fo Summ ary ription PO 2734479 Tota 67200 Amount Paid and Invoice Status C
76. ow to reset your password will be emailed to you User Name Forgot Password ForgotUser Name 1 1 0 0 000000 Enter the email address associated with your account your user name will be emailed to you Email Forgot User Name Example first last domain com mum Financial Training Department 8 BEN Financials Homepage Oracle Applications Home Page User Preferences Logout Help Logged In As MURRAYB MainMenu J sg J Asset Administrator LJ Budget Entry Secured 36 GL Inquiry Secured GL Reporting Secured L Journal Entry G amp C Cost Transfers J Journal Entry General PO Manager Requisitioner Senior Asset Administrator e When you click any one of the Responsibilities or the plus icon to the left of a responsibility the system displays the navigation paths beneath the selected responsibility wrens Asset AdnMinfator Oe C E Notifications View User LJ nqui J GL Reporting Secured J Journal Entry G amp C Cost Transfers zi LJ Journal Entry General E Notifications View User E J Journals E Ente CT aes E Ente m dA 8 Navigator GL Inquiry Secured T Once you select a path the E Navigator window appears on the pi screen To change a navigation Top Ten List 21 PEN Inquiry 1 Account Inquiry path Within a r esponsibility invoke Acct Mapping 2 Revenue Expense Inquiry COA Inquiry the
77. p Copyright c 2006 Oracle All rights reserved 1 1 j Financial Training Depariment 28 DEM teaches 800000000 y Notifications continued Notifications a k a Worklist is where you can see the following e Open Notifications The following types of notifications can be viewed here o PO has been approved o PO has been rejected o PO will require a receipt o Requisition or PO which require your approval All Notifications includes both Open and Closed notifications To close a notification click on the link under Subject and click OK after opening the link e FYI Notifications The following types of notifications can be viewed here o PO has been approved o PO will require a receipt e Notifications From Me is not used at Penn e To Do Notifications The following types of notifications can be viewed here o POrequires your approval o PO has been rejected FYI Notifications All Notifications FYI Notifications Notifications From Me Open Notifications To Do Notifications Worklist See upcoming sections for more details regarding the following Approving a Purchase Order Rejecting a Purchase Order A Notifications can also be accessed from the Requisitions Homepage A Financial Training Department 29 View Open Notifications v Go i Select Notifications Open Close
78. r 5K PO over limit Approve Default Forward To PO requiring Buyer edits adjustments i e originator of the Purchase i e Note to Purchasing Order NOT the Requisition wrong item information etc Under certain circumstances may be changed to an approver other than the default approver by selecting Forward All of the above actions are performed from the Notification Details window A Financial Training Department 35 DZ teaches 0 y Approve or Reject a Requisition As a PO Manager whenever you create a requisition you have unlimited dollar authority for the requisition and therefore BEN Buys system will automatically generate a purchase order Additionally if a Requisitioner within your department creates a requisition the system will send it to their PO Manager identified in the approval hierarchy In order for the Approver to view and approve this requisition the Approver needs to access the requisition from Notifications either via the Requisitioner or PO Manager responsibility From the BEN Financials Homepage or the Navigator choose the PO Manager responsibility e Double click on Notifications Worklist View ww To Do Notifications G D Select Notifications Open Close Select All Select None Select From Type POMANAGERZ2000 PO Approval POMANAGERZ2000 PO Approval STDT0399 BEN PO Approval REQONLY Requisition Requisition 1658202 for USD 70 10 USD r
79. scellaneous api iiem Invoice Number INV 147577 1 Total Invoice Amount 466 30 Invoice Date 15 MAY 2012 Creation Date 30 MAY 2012 Line Count 1 Calcula No Type Line Description Qt Price Amount 1 ITEM TEST TUBES 12X75 466 30 Total 466 30 Click the image to zoom in a Accounting Return to Top Amount undistributed USD 0 00 Tax Ss Num Line Type Regime Tax GL Account Text Description 1 1 Item MED UR MI ADMIN P PO TEST TUBES 12X75 SRO0002172 EXT LAB SUPPLY VIROLOGY DOMS ROBERT W y Payments y Document History Copyright c 2012 Kofax Inc v 6 8 0 30573 Financial Training Department 59 1 cnt Can COGI ZZ Inquiry Invoices continued Sample Cancelled Check e Below is a sample of how a cancelled check appears in the Invoices form Invoice Workbench PO Manager 1777 EE Prat VET OE EEE MAI dada at atat M tta Batch Control Total mj Invoice Details Trading Partner Supplier Num Supplier Site Name Invoice Num f invoice Date Standard JFRESH ON 47TH 49962 PHILADELPHIA 1 1522 q 11 OCT 2010 1 General 2 Lines Loo m NN L DI i Sa Invoice Workbench PO Manager Batch Control Total ws Batch Actual Total c maemrc Os c Summary 4 View Payments 5 Sgheduled Payments 6 View Prepayment Applications Payment Method Document Num Payment Date GL Date Void
80. t File Menu The File menu lets you perform several actions in BEN Financials New Opens a new record in the active form Open Opens the detail screen for the current selection Save Saves any pending changes in the active form Save and Proceed Next Step Export Place on Navigator Log on as a Different User Switch Responsibility Print Close Form Exit Oracle Applications Saves any pending changes in the active form and advances to the next record Updates the Process workflow in the Navigator by advancing to the next step in the process Exports data retrieved Creates an Icon in the Documents tab of the Navigator which can be used to recall the active form and its current record Exits the application and displays the BEN Financials Logon window Displays the Applications Responsibility window Prints your current window An application may override this action to instead allow printing of one or more specific reports Closes all windows of the current form Quits BEN Financials Applications Financial Training Department 16 DEN teaches 7800000000 y Menu Paths continued Pull Down Menus continued File Edit View Folder Tools Inquire Window Help er Edit Menu Available functions show in black while unavailable functions show as grayed out Use the Edit menu to edit your data in BEN Financials Undo Typing Cut Copy Paste Duplicate Record Above Duplicate Field Above Clear Recor
81. t Quantity Number Number Unit Currency Quantity Number Amount Price Price 1 1 468 00 39 00 12 2734479 1 39 00 USD 12 2 1 204 00 17 00 12 2734479 2 17 00 USD 12 A Accounting Amount undistributed USD 0 00 Line Tax Tax Tax Amount Num Type Regime X Jurisdiction Status usp GL Account gt 1 1 Item 468 00 020 0103 1 000000 5228 4401 5118 gt 2 1 Item 204 00 020 0103 1 000000 5228 4401 5118 Payments y Supplier Documents y Document History Return to To PO Item Quantity Quantity Quantity Description Ordered Received Billed DEVELOPER 12 0 12 SPECTRA 12 0 12 FIXER Return to To GL Account Text Description SAS UR BIOLOGY Y DEVELOPER GENERAL UNRESTR EXT LAB SUPPLY BIOLOGY XRAY PROCESSING SAS UR BIOLOGY Y SPECTRA FIXER GENERAL UNRESTR EXT LAB SUPPLY BIOLOGY XRAY PROCESSING Copyright c 2012 Kofax Inc v 6 8 0 30573 gt Financial Training Department 56 Inquiry Invoices continued e Click on the Lines tab to view the Default Distribution Account Quantity Invoiced Unit Price PO Number etc Me FX o mi Invoice Workbench GL Inquiry Secured T Invoice Details Trading Partner Supplier Num Supplier Site Name Invoice Num Invoice Date Invoice Amount Descrip y B SOURCEONE HEALTHCZI250077 MENTOR 2 30093274670 12 JAN 2012 672 00 The Lines tab a includes the aes 1 O LJ Invoice E mm Ey Loo ee A Amounts Ac
82. the Notifications to Purchase Orders BEN Financials form Operating Unit Created PO Rev o IE Standard Purchase Order SI FISHER SCIENTIFIC compan ero E C 1 shoo SC io NEEETESE M urea Barsana a 100754 ME eH r O T Desoription Lines Price Reference Reference Documents More Agreement Num Type Item Rev Category Description UOM Quantity Price Promised Da Ds p ll MAAN Diy Note The yellow fields are required and the white fields are updatable i e editable DERSTEN Item EE EA ISOTEMP GP FREEZER 5CF em e Go to the place on the purchase order you wish to edit e Click on Shipments Shipments 28 Shipments Status Original Num Org sShip To UOM Quantity Promised Date Meed By Promise 02 NOV 2012 QU Qt dod do bod o do f E dft 4 Line Num Item PF O O enee G eea a Receiving Controls Distributions e Click on Distributions Please note If a change to the original charge account Distribution needs to be made click here Www finance upenn edu benknows browse topics purchase order definitions po rejected shtml Financial Training Department 38 Edit a Rejected Purchase Order continued Distributions 2816926 jj er eee erence ee ee eee eer T t s ete e ute e ute e s e et utu e sts alf Destination More Num Type Requester Deliver To Subinventory Quantity Po 0 Expense MURRAY BARBARA A FINANCE TRAINI Tip If yo
83. the Notifications to Purchase Orders form e Click on Approve gem L cCc 1 1 Financial Training Department 39 DZN teaches y Edit a Rejected Purchase Order continued Approval Errors and Warnings 2816926 7777 e Depending on how the edits were entered on occasion you may see the following Approval Errors and Warnings pop up box e Read the Error and close the pop up box by clicking on OK e Make the required edits to the PO and click on Approve again Approval Details Additional Options Encumbrance v Reserve l Unreserve Unreserve Date Use GL Override Use Document GL Date to Unreserve Accounting Date Approval W Submit for Approval Forward From Forward Approval Path Forward To Note l ve fixed PO Please approve asap Change Summary Transmission Methods l Print Fax FAX Number l E Mail E Mail Address e Enter a message to the Approver in the Note field e Click OK e Since you performed a Tools Check Funds already this is the Ei only message that should appear after clicking on OK Should you receive the warning message at this u Your Budgetary Control action completed successfully time unfortunately your only choice is to click OK The ee PO will be sent on to your default approver Contact the default approver to let them know NOT to send the PO on to the Supplier until there are enough funds availabl
84. u need to add another row to divide the cost for example use Edit gt Duplicate Record Above from the menu then adjust the field s i e Quantity and PO Charge Account as appropriate Scroll to the right to see the PO Charge Account and GL Date Account Descriptions yes And Shipment Details Line Num Shipment Num eigen UOP LESS Destination Account Descriptions cee _ Senne Tip You must change the GL Date on the Distribution Form if the PO is created in one Period and rejected in a subsequent Period e After editing the PO it s a good idea to verify that information on the shipments form matches the information on the distributions form i e quantity e From the menu click on Tools Check Funds When a PO has been rejected the funds are no longer reserved You must check funds to ensure funds are still available for this purchase Decision Upon Checking Funds if you receive this message do not continue on with the transaction This means there are no funds available to purchase the item s Your Budgetary Control action completed with warnings e This is the message returned when there are enough funds to continue with the next step Decision Your Budgetary Control action completed successfully e When the edits are made to the PO close each form i e Distributions and Shipment to return to
85. vailable functions show in black while unavailable functions show as grayed out Help Menu Use the Help menu to get additional information about BEN Financials Window Help Displays help for the current window Oracle Applications Library Displays a window that lists all available Oracle Applications help text Keyboard Help Displays the current key mappings of specific functions and menu options Diagnostics Used for technical diagnostics Record History Displays information about the current record About Oracle Applications Displays information about the current window and application including version information U A Financial Training Department 19 BZN teachesqu y Toolbar EP bolg a a Poe DY RI 40D 2 Collection of iconic buttons replicating commonly used menu selections Depending on the context of the current field or window a toolbar button will be either enabled or disabled You can display the label for an enabled toolbar button by holding your mouse over the button The toolbar buttons and the actions they perform are as follows New Opens a new record in the active form Find Displays the Find window to retrieve records Show Navigator Displays the Navigator window Save Saves any pending changes in the active form Next Step Disabled in BEN Financials Top Hat Enables switching Responsibilities Print Prints the current screen that the cursor is in i e the

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