【正文】 ? Learn how to manage requisitions and/or purchase orders ? Use the Requisitioner User Guide or the Purchase Order Manager User Guide ? Understand how to create Marketplace and/or NonCatalog Item requisitions ? Use the Enhanced Penn Marketplace Guide ? Understand how to research invoice information ? Use the Invoice Inquiry User Guide For More 11 II. MANAGING INVOICE HOLDS 12 How do I manage an invoice on hold? Seven Easy Steps for Managing Holds 1. Click on URL sent via . 2. Logon to BEN Pays Web Inbox. 3. Click on Web Inbox on menu or AP Invoices link to view any invoices on hold awaiting your review. 4. Decide ?To pay or not to pay?? 5. Place Holds Resolved markup (pay) or Route to Accounts Payable markup (don?t pay w/full explanation). 6. Click the appropriate markup to affix to the image. In the Comments Box, enter the reason for cancellation when invoice should be routed to Accounts Payable. Comments Box not used with Holds Resolved. 7. Click “OK” in the Comments Box to save markups. If an invoice is on Qty Ord or Max Ship hold and “OK” to pay… Ask yourself… Should invoice be PAID? 13 Viewing the Web Inbox Click on “Web Inbox” on menu Steps 1 amp。 TOOLS P2P P2P Creating a NonCatalog Item Request ? The NonCatalog link can be accessed from multiple places in the application ? Search catalogs prior to adding a NonCatalog item to be sure your item is not being offered from another marketplace supplier 5 Purchase Orders “Creation Process” [continued] P2P = P2P HELPFUL TIPS amp。 P2P [PROCURETOPAY] Presents “The Procure to Pay Life Cycle” Last Updated November 2020 2 Table of Contents I. Purchase Orders [Creation Process]……… 3 II. Managing Invoice Holds…………………..... 11 III. Receipts ……………………………………… 33 IV. Purchase Orders [Final Close Process]…… 47 V. Navigation/ Online Inquiries ……………….. 52 VI. Encumbrances ……………………………….. 56 VII. Reporting Tools ………………………………. 63 VIII. Online Resources ……………………………. 69 3 I. PURCHASE ORDERS “CREATION PROCESS” 4 Purchase Orders “Creation Process” ? Purchase Orders should be created via the Penn Marketplace by clicking on ? The Penn Marketplace houses the most monly required products and services from University contract and preferred suppliers. ? For items not available in the Penn Marketplace for marketplace suppliers, use the link on the Penn Marketplace Home Page to create a purchase requisition. ? For items not available in the Penn Marketplace for nonmarketplace suppliers, use the link on the Requisitions Home Page to create a purchase requisition. = P2P HELPFUL TIPS amp。 TOOLS 8 Purchasing ? Overview of the purchasing process for newly appointed faculty and staff. ? Overview of the University39。 PO Line Details [Step 3 Continued] Icon used to open and close detail information Holds details hold type, reason, date, and line number PO Line Details presents PO information by line on order, received, and invoiced Expanded Information: Accounting, Related PO Invoices, amp。 BEN Balances users can view the invoice image **Note: Asterisk denotes a required field** 26 27 “For a PO Buyer who leaves the University OR Transfers within the University and DOES NOT have PO Manager responsibility in their new role”? “Managing Holds Process” ? An alternate assignment is processed. In addition to managing their own holds, the newly assigned PO Buyer will be responsible for managing the holds for the PO Buyer that transferred. [Continued] Manipulating the Image Display 28 29 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 amp。 receipted on a Purchase Order from Inquiry Invoices. 37 [Continued] 38 Invoices on Qty Rec Hold “I entered a receipt and applied the Holds Resolved stamp to the invoice. Why is the hold notification still in my web inbox”? Remember: ? Qty Rec holds are released in nightly batch processing. The hold will be released the night that receipts are entered in BEN. Therefore, it?s not necessary to apply a Holds Resolved stamp IF invoice is on Qty Rec hold ONLY. [Continued] 39 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 = P2P HELPFUL TIPS amp。 TOOLS 52 V. NAVIGATION amp。 901. Overinvoiced Receipts Reporting Tools [Continued] ? The 901 Overinvoiced Receipts report is run to: – View purchase orders that have been invoiced for greater than or equal to the quantity ordered on the original purchase order – The quantity billed is greater or equal to the quantity ordered – Uninvoiced receipts on the 901 report do not show on the 900 report and are not part of the yearend accrual process ? When you run the report, it is suggested to run for any transactions 1,000 [minimum extended value] 66 67 Viewing Report Output Steps to review BEN Financials report output: ? Once a report has pleted successfully, click on the “View Output” button. ? Your report will open in bro