BEN Helps & P2P [PROCURE-TO. Presents. The Procure to Pay Life Cycle

Transcription

1 BEN Helps & P2P [PROCURE-TO TO-PAY] Presents The Procure to Pay Life Cycle 1

2 TABLE OF CONTENTS I. Purchase Orders [Creation Process] 4 II. Managing Invoice Holds... 9 III. Receipts 28 IV. Purchase Orders [Final Close Process] 41 V. Navigation/ On-line Inquiries.. 46 VI. Encumbrances.. 56 VII. Reporting Tools. 61 VIII. Online Resources. 65 2

3 I. PURCHASE ORDERS CREATION PROCESS 3

4 P2P Purchase Orders Creation Process Purchase Orders should be created via the Penn Marketplace by clicking on The marketplace houses the most commonly required products and services from University contract and preferred suppliers. For items not available in the Penn Marketplace, click on to create a purchase requisition. Item details such as item #, description and price should be obtained from the supplier prior to creating this type of request to reduce invoice exceptions. 4 P2P = P2P HELPFUL TIPS & TOOLS

5 P2P Purchase Orders Creation Process [continued] Creating Non-Catalog Requisitions From a Quote: In addition to providing the quote # in the item description, include specific item details. [e.g.. Dell Computer, model #ABC123]. For items requiring property management data entered: It has been previously communicated that users should not create requisitions with 8 or more lines requiring property management data. It will result in a problem submitting the requisition. To reduce the chance of this problem occurring, it is recommended to list larger items separately as individual line items and group smaller items together. P2P = P2P HELPFUL TIPS & TOOLS 5

6 P2P Purchase Orders Creation Process [continued] Service/ Maintenance Purchase Orders Use Item Type = Services/ Maintenance Quantity = Total dollar amount of the PO Rate Per Unit = 1 Remember: To avoid exceptions and problems with invoices being matched incorrectly, a requisition should be created via the Penn Marketplace for suppliers that are a contract supplier. [e.g. Fisher Scientific, Office Depot, etc.] P2P = P2P HELPFUL TIPS & TOOLS 6

7 Purchasing For More Info Overview of the purchasing process for newly appointed faculty and staff. Overview of the University's authorized buying methods for equipment, supplies and services from external suppliers University procurement and disbursement policies, guidelines, and ethical business practices faculty and staff are required to follow when making a purchase from an external supplier. Buying tips, resources and related information for authorized BEN Buys system users and credit card cardholders. Information related to suppliers that provide the products and services required by the University. Financial Training 7

8 II. MANAGING INVOICE HOLDS 8

9 How do I manage an invoice on hold? Received an Oracle Alert from apsup@pobox.upenn.edu? Ask yourself Should invoice be PAID? Seven Easy Steps for Managing Holds 1. Click on URL sent via Log-on to MarkView. 3. Click on the [i] and [?] icons. 4. Decide To pay or not to pay? 5. Place PO Creator Approved stamp (pay) or Hold Resolved sticky note (don t pay w/full explanation). 6. Click [Save] to affix the stamp to the image and transition document to next stage. 7. Click on [Refresh] or close window. If an invoice is on Qty Ord or Max Ship hold and OK to pay If invoice should be CANCELLED 9

10 Steps 1 & 2- Click on the URL and Log into MarkView to your working folder Step 3- Click on the? icon to view the hold details Viewing the Working Folder OR Click on the i icon to view the invoice image 10

11 By clicking on the Invoice Detail Screen [Step 3 Continued] 11 Get more detail on your specific hold What hold(s) the invoice is on Details of the specific line on the PO which the invoice was matched against in turn created the hold. Details on HOW to manage hold(s) PO Line 1- PO Amt = $330 vs. Invoice Amt = $495

12 By clicking on the View the Invoice Image [Step 3 Continued] 12

13 Compare Invoice to PO Lines [Step 3 Continued] 13 Max Ship variance was caused because the invoice price is higher than the PO price PO price and Inv price- Different = Max Ship Amount Qty on PO and Inv okay

14 Managing Holds Step 4- Decide if the invoice is okay to pay WHY is the invoice ON HOLD? An invoice can be on hold for one or more of the following reasons: Quantity Ordered Hold {QTY ORD} The quantity invoiced for a PO line exceeds the 10% tolerance of the quantity ordered on the PO Maximum Shipment Hold {MAX SHIPMENT AMOUNT} The invoice line total (Qty x Price) is greater than the PO total (Qty x Price) by $25 Invoice Buckslip Hold Additional information is being requested by Accounts Payable. A response should be submitted via Hold Resolved stamp with a resolution Quantity Receipt Hold {QTY REC} Total quantity BILLED exceeds the Total quantity receipted for the PO line on any purchase order with a total greater than $5K or marked as receipt required 14

15 Managing Holds Step 4- continued After reviewing the hold reason, invoice and purchase order line, is the invoice okay to pay? YES- Apply the PO Creator Approved stamp to release one or all of these holds: Qty Ordered Max Ship Amount NO- Apply the Holds Resolved stamp [include a note of why invoice should be canceled] Not sure yet - In dispute with supplier? You can apply the Blue sticky. Add a note: Currently in dispute with supplier. Awaiting resolution. This sticky note is For View Only Does NOT transition document to Accounts Payable. Once the supplier responds and an agreement is made, proceed with actions to pay or cancel the invoice. 15

16 These markups are used for notations ONLY- Note to self ONLY. They DO NOT transition the document Arrow- De-select active mark-up tool Using Markups & Stamps Step 5- Approve or Cancel Yellow Highlighter icon- Highlights the specified region Blue Sticky Note- Enter information that will be for VIEW ONLY The ONLY stamp that transitions a document to AP Red Arrow icon- draws attention to information on the invoice Green text- Applies green bold text to image Holds Resolved Stamp- When applied, indicates [with appropriate note] that invoice should NOT be paid For More Info PO Creator Approved Stamp- When applied, indicates your approval to PAY this invoice 16

17 Step 5- Continued INVOICE HOLD TYPE APPROVE INVOICE CANCEL INVOICE Quantity Ordered Hold {QTY ORD} Place PO Creator Approved Stamp on invoice image Apply Holds Resolved Stamp with detailed reason in Resolution Sticky Note text box Maximum Shipment Hold {MAX SHIPMENT AMOUNT} Items Not Ordered Hold {ITEMS NOT ORDERED HOLD} Place PO Creator Approved Stamp on invoice image Place PO Creator Approved Stamp on invoice image Apply Holds Resolved Stamp with detailed reason in Resolution Sticky Note text box Apply Holds Resolved Stamp with detailed reason in Resolution Sticky Note text box Invoice Buckslip Hold Multiple Holds Quantity Received Hold {QTY REC} Finally Closed PO Hold {FINAL MATCHING} Review PO Buckslip text and respond to AP s request appropriately Place PO Creator Approved Stamp on invoice image. If one of the holds is a QTY REC Hold, log on to BEN Financials and process receipts via the Requisitioner or PO Manager Responsibility Log on to BEN Financials and process receipts via the Requisitioner or PO Manager Responsibility Review message sent by Accounts Payable (apsup@pobox.upenn.edu) Apply Holds Resolved Stamp with detailed reason in Resolution Sticky Note text box addressing PO Buckslip appropriately Apply Holds Resolved Stamp with detailed reason in Resolution Sticky Note text box Apply Holds Resolved Stamp with detailed reason in Resolution Sticky Note text box 17

18 Image with Notations Applied [example] HIGHLIGHTER RED ARROW BLUE STICKY NOTE GREEN TEXT 18

19 Viewing MarkView Origin Information Provides detailed information on When the invoice was scanned into BEN. To view the origin information, be sure the eye ball icon is placed on the Origin Information line in the View Manager box. 19

20 Viewing MarkView Queues If an invoice is in the PO Creator Review queue users have the ability to see and apply mark-ups to the invoice. Any invoices that are ON HOLD would be in the PO Creator Review queue. To view the queue information, be sure the eye ball icon is placed on the Queue Status Markups line in the View Manager box. 20

21 Viewing Markup Information Provides detailed information on Who applied the markup stamp and the Date & Time the markup was applied Hover your mouse over the markup to view the information 21

22 Managing Holds [continued] For a PO Buyer that transfers within University and has PO Manager responsibility in their new role? This should be a short term transitional process and should only occur for service POs. Supply POs should be fully exhausted once the final invoice is processed There should be a combined effort from [department where POs were originated and department PO Buyer transferred to] for managing lingering holds Actions the originating department [PO was created from] should take: Run the Open Purchase Orders by Buyer report to view POs that are still active Run the 501. Matching Holds Report Receipt the PO within BEN Financials. This can be done without receiving an Oracle alert. Therefore, the PO never goes on hold Both departments should come to a resolution on payment of the 22 invoice

23 Managing Holds Process [Continued] A PO Manager transfers to another department and the original PO Buyer retains PO Manager access in their new role. Run the 501. Matching Holds report Report retrieves ALL invoices on hold for a specific Buyer, an entire Org or for a single Fund entered in the parameters. Report also provides detailed information including how long an invoice has been on hold. For More Info 23

24 Managing Holds [continued] For a PO Buyer who leaves the University OR Transfers within the University and DOES NOT have PO Manager responsibility in their new role? An alternate assignment is processed. In addition to managing their own holds, the newly assigned PO Buyer will be responsible for managing the holds for the PO Buyer that transferred. 24

25 P2P THINGS TO REMEMBER MarkView Users should NOT set their MarkView password to be remembered each time they log in. Why? Passwords expire every 30 days, therefore your BEN Financials and MarkView passwords must be in sync. If you have the box checked, and your BEN password was changed, you will receive an error when you click OK to log into MarkView. P2P = P2P HELPFUL TIPS & TOOLS 25

26 P2P Submitting Invoices for Payment To ensure timely payment to suppliers and within the specified terms, ALL invoices should be sent directly to Accounts Payable by the supplier. DO NOT use a highlighter on an invoice. Once scanned in the system by Accounts Payable, the data can not be read in MarkView. Invoice holds should be managed on a regular basis without waiting to receive an Oracle alert. Alerts are ONLY received if a new invoice goes on hold and there are no existing invoices currently on hold in your working folder. To access your MarkView working folder at any time, bookmark the following URL: = P2P = P2P HELPFUL TIPS & TOOLS 26

27 III. RECEIPTS 27

28 Invoices on Qty Rec Hold I receipted an invoice in PO Manager, why is it still on hold? Remember: When entering receipts, you receipt a quantity or amount against the PO Line. You do not receipt the invoice. There is NO association between receipts and specific invoices. EXAMPLE: PO created for QTY= 25,879 There are 4 invoices on Qty Rec hold. 3 for $7, [ea] and 1 for $3, A receipt is entered for QTY= 21, [total of 3 invoices] None of the invoices go off hold because the total quantity received must equal or exceed the total quantity billed 28

29 Invoices on Qty Rec Hold How can I verify what s been billed and receipted on my purchase order? View the Quantity Detail Folder PO Manager> View/Control PO 29

30 Invoices on Qty Rec Hold [Continued] REMEMBER: Each hold and each receipt is against a specific line number on the purchase order as shown in the illustration below. Enter Receipts Screen Qty Detail Folder 30

31 Invoices on Qty Rec Hold [Continued] I entered a receipt and applied the PO Creator Approved stamp to the invoice. Why is the hold notification still in my working folder? Remember: Qty Rec holds are released in nightly batch processing. The hold will be released the night that receipts are entered in BEN. Therefore, it s not necessary to apply a PO Creator Approved stamp IF invoice is on Qty Rec hold ONLY. 31

32 P2P Why we receipt University s Financial Policy #2309 requires due diligence on the part of University employees to ensure the proper receipt and inspection of purchased goods. Departments must receipt goods and/or services for all purchase orders valued at $5,000 or greater before payment can be released to supplier. P2P = P2P HELPFUL TIPS & TOOLS 32

33 Entering Receipts from PO Manager Why can t I enter a receipt? I get a message Field is protected Against update in the lower corner of the screen when I try to put a check mark in the box next to the Quantity field. This message means, there are multiple distributions on your purchase order 33

34 #1 Entering Receipts with Multiple Distributions If a + sign is shown and the Destination Type is Multiple, this indicates there were multiple distributions used on this PO. This shows the quantity on the line level. In order to receipt the quantity, click on the + sign. The expanded lines are the quantities ordered per PO line/ per distribution. #2 34

35 P2P Problem Resolution with Receipts Remember: You DO NOT receipt invoices, you receipt merchandise on a PO line. You have the ability to view the Quantity Detail folder in PO Manager. It shows: P2P = P2P HELPFUL TIPS & TOOLS 35

36 Impact of Receipts What s the Impact on entering receipts? Creates an accrual amount at the end of the fiscal year if the qty or amount receipted is MORE THAN the qty or amount billed. The unrecorded liability for goods and services that have been received but not yet billed to the university [invoiced in BEN]. Incorrect receipting can create an error to the Financial Statements. It is important to manage receipted POs throughout the year. To manage accruals, run the 900.Uninvoiced Receipts report. 36

37 Fiscal Year End Receipt Accruals Fiscal Year End Receipt Accruals 900 Uninvoiced Receipts Report We highly recommend that the title you create includes the CNAC/ORG parameters used to run the report. These parameters are NOT shown on the parameters page as they are in other reports. CNAC Required only if ORG is blank NOTE: ORG Required only if CNAC is blank None of the other parameters need to be entered to run this report OPTIONAL- Enter a dollar amount here if you want to only see accruals equal to or greater than this amount. For example, if you do not want to see any accruals for uninvoiced receipts that are less than $1,000, enter $1,000 for the Minimum Extended Value parameter 37 REQUIRED FIELDS REQUIRED

38 Fiscal Year End Receipt Accruals [continued] 900 Uninvoiced Receipts Report The report provides a preview of all accrual entries that will be posted to your school/ center s 26-digit account in June as part of year end processing. The accrual calculation is derived from the quantity receipted less the quantity billed times the unit price of the purchase order line Accrual = (Qty/Amt Received x Unit Price on PO) - (Qty/Amt Billed x Unit Price on PO) 38

39 P2P 900 Uninvoiced Receipts Report To better manage accruals, this report should be run monthly and receipts should be corrected by sending an to The should include the following information: Purchase Order Number, PO Receipt number, PO Line number and what the receipted quantity should be This report is a useful tool for managers to identify : End users who have problems setting up purchase orders correctly End users who enter receipts at the time the PO is created or before goods and services have actually been received P2P = P2P HELPFUL TIPS & TOOLS 39

40 IV. PURCHASE ORDERS FINAL CLOSE PROCESS 40

41 FINAL CLOSE PO PROCESS What are reasons a purchase order should be FINAL CLOSED? To remove a remaining encumbrance balance Supplier is still issuing invoices against an old purchase order Note: A new PO should be issued to the supplier before the existing one is Final Closed FINAL 41

42 FINAL CLOSE PO PROCESS [continued] What are steps I need to take prior to Final Closing a PO? Purchase Order has been fully executed which includes: All goods and/or services were received All invoices were entered into BEN Financials and all holds have been resolved All checks have been issued to the supplier 42

43 FINAL CLOSE PO PROCESS [continued] AP responds Final Close is NOT an option for your PO Final Close request. Why? Since the system does not inform AP on the reason WHY a PO can not be final closed, it could be one or more of the following reasons: PO has been cancelled PO has been receipted but not yet billed (invoiced) An account segment on the purchase order has been disabled 43

44 P2P FINAL CLOSE PO PROCESS [continued] In order to final close a purchase order the conditions mentioned in the previous slides must be met and an must be sent to Accounts Payable at apsup@pobox.upenn.edu with the following information Purchase Order Number Buyer Name Supplier Name Reason for final closing the purchase order NOTE: Requests received and meet the conditions to Final Close, will be processed by 5 pm within 3 business days. P2P = P2P HELPFUL TIPS & TOOLS 44

45 V. NAVIGATION & ON-LINE INQUIRIES 45

46 PO Manager> Purchase Orders> View/Control PO Steps: 1- Enter the PO # 2- Select Shipments in the Results box to go to the Shipments screen 3- Click the FIND button Navigating to the Quantity Detail Folder This function gives you the ability to see all PO Lines at once as shown on slide #49 without drilling down by screens. 46

47 Quantity Detail Folder [Continued] Example: 1 Line PO This view gives you the ability to see ALL lines in one view. NO DRILLING DOWN Example: Multi Line PO 47

48 Make Quantity Detail Your Default Folder From the Shipments form 1. Click on the yellow folder icon next to Shipping Detail 3. To Set this Folder as your Default View Select Folder>Save As from the toolbar 2. Select Quantity Detail from the list of values Autoquery should be set to NEVER 48

49 P2P Credit Memos It is standard Oracle functionality that credit memos received electronically from EDI suppliers are NOT matched {linked} to a PO, but those received via paper are manually matched by Accounts Payable therefore, can be queried in BEN Financials by the PO #. CREDIT P2P = P2P HELPFUL TIPS & TOOLS 49

50 Querying EDI Credit Memos Querying EDI Credit Memos PO Manager > Invoice Inquiry How do I find a Credit Memo? Enter either the Supplier Name or Number in your query Enter one or more of the following search criteria to further restrict your query 50

51 Querying EDI Credit Memos [Continued] Searching Examples: Example 1: Search by Supplier and Invoice Type 51

52 Querying EDI Credit Memos [Continued] Example 2: Search by Supplier Name/ # and Credit Memo Amount Amounts must be entered as a negative 52

53 Querying EDI Credit Memos [Continued] Searching by Supplier information and a "dollar range NOTE: When entering credit memos you re dealing with negative numbers. The lower dollar amount must be entered in your search first. If you enter the higher dollar amount first you will receive the following message: Error: APP-SQLAP-10028: The minimum amount 53 cannot be greater than the maximum amount. Re-enter.

54 Querying EDI Credit Memos [Continued] Example 3: Searching by Supplier information and date 3.1: Enter a date range NOTE: Guesstimate the date range. You obviously would not enter a date parameter that is prior to the original invoice date. 54

55 VI. ENCUMBRANCES 55

56 MANAGE ENCUMBRANCES There was an encumbrance on my 100.ORG report, but the dollar amount does not appear on my 163.Open Encumbrances report. Why? Use one of the following tools described to determine if the transaction is an invoice encumbrance. Invoice encumbrances should be created and relieved in the same batch, occasionally they don t. BEN Financials>GL Inquiry Responsibility Rev/ Expense Inquiry Shows transactions [including Pending status] for Encumbrance, PO Adjustment Encumbrance, and Salary/ EB [which is summarized-no personal information available] Shows the Encumbrance details of the transaction [e.g. PO/Inv #/ Supplier 56

57 MANAGE ENCUMBRANCES [continued] GL Inquiry Responsibility> Inquiry on Account Choose Encumbrance as Primary Balance Type Select an Encumbrance Type Inquiry on Account gives you the ability to DRILL down to view invoice detail 57

58 MANAGE ENCUMBRANCES [continued] What if an encumbrance still exists after the PO has been final closed? [This is a question that s been asked. This should not be happening, we implemented a process to prevent this] The automated encumbrance relief process which was implemented 2 years ago will relieve these. This process kicks in during nightly batch processing the night after a PO has been final closed. 58

59 P2P MANAGE ENCUMBRANCES [continued] If your 163 report lists purchase orders from a year or so ago AND the purchase orders have been final closed, do the following: Create a Manual PO Adjustment Encumbrance journal entry Send an to benadmin@lists.upenn.edu to have the journal posted P2P = P2P HELPFUL TIPS & TOOLS 59

60 VII. REPORTING TOOLS 60

61 Reporting Tools 500 Matching Holds Extract: Can be run for large volumes of holds OR by departmental managers to review all holds for people working under them Spreadsheet format to slice and dice data Review the length of time an invoice has been on hold Vs. 501 Matching Holds Report: Can be run by any of the parameters or a combination there of [Org, Buyer and/or Fund] Useful to run in preparing for Grant Close Out Should be run by FUND to verify no invoices are on hold before disabling funds. A fund can only be run in conjunction with an ORG entered in the parameter. Useful to run to identify holds related to purchase orders created by an individual that left the department 61

62 Reporting Tools [Continued] The 900 Un-invoiced Receipts report is run to: View purchase orders that have been receipted but not invoiced in BEN Financials by the supplier Identify any potential accruals over an amount entered in the parameter When you run the report, it is suggested to run for any transactions > 1,000 [minimum extended value]. Over the last several years, the University s policy has been to create accruals if $1K or greater. 62

63 P2P Viewing Report Output Steps to review BEN Financials report output: Once a report has completed successfully, click on the View Output button. Select Tools> Copy File [report will open in browser] Gives you the ability to scroll up and down to view report details instead of clicking the Next button Then you can save as a text file and export into Excel 63 P2P = P2P HELPFUL TIPS & TOOLS

64 VIII. ONLINE RESOURCES WHERE TO GET HELP 64

65 Where to L K Find helpful information available online BEN Knows The place to browse and search for possible solutions to your BEN Financials and BEN Reports questions. 65

66 BEN Knows [continued] MENU OPTIONS: BROWSE BY TOPIC VIEW Provides other helpful information: 66

67 BEN Knows [continued] Use BEN Knows- It s the easy way to find the answer to your question, the solution to your problem Indexed by the problem 67

68 Where to Look [continued] Financial Training Documentation Quick Reference Guides: Using MarkView Purchase Order: C-Form: 68

69 Where to Look [continued] BEN Financials- Active Advisories 69

70 P2P Where to Look [continued] Find Penn ID s using BEN Reports Travel & Expense c-forms now require Penn ID # for employees and student workers 1. Go to: Reports: System for retrieving financial and sponsored project information from the Data Warehouse in predefined formats; includes links to other applications such as GRAM and Position Inventory. 2. Log in using PennKey username and password 3. Scroll down and Choose: Employee Payments by Individual View employee payment details for individuals within your organization, for a selected time period. 4. Then choose either: Home ORG- Provides employee payment detail by individual for employees within a home organization. Posted ORG- Provides employee payment detail by individual for employees paid by an account organization. 5. Enter Org and time period, and it will display Employee names and Penn ID numbers. 70 P2P = P2P HELPFUL TIPS & TOOLS

71 Where to Go For Commodity or Supplier Issues To add PO and Non-contract supplier addresses Contact Purchasing Services: Supplier invoice related questions or problems Contact the appropriate Accounts Payable representative: A-D Shanel Plummer and Tamiko Allen E-J Lisa Smith and Yvonne Allen K-P Kim Montgomery and Sherry Mack Q-V Jack Collins and Chanel Harrison W-Z/ Facilities LaTanya Carter 71

72 QUESTIONS CALL Enter 2-digit school/ center # BEN REPORTS PRESS 3 BEN FINANCIALS BEN DEPOSITS PRESS 4 PRESS 1 TRAVEL PRESS 2