1 Overview of Upgrade Enhancements For Requisitioners and PO Managers December 22, 2004

1

Overview of Upgrade Enhancements

For Requisitioners and

PO Managers

December 22, 2004

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BEN Upgrade Enhancements

Requisitioner and PO Manager• BEN Buys Requisitioner retains all the functionality of the current system

version, plus enhances some features• A new look to the Requisitioner Home Page and Non-Catalog request

screen, a new item on the BEN Financial Tool Bar, new PO Manager Menu choices

• New Features and enhancements to Requisitioner– Create and store up to 10 Favorite Charge Account numbers for use

during the checkout process– Funds Check is re-positioned earlier in the checkout process – For “In Process” Requisitions, “Withdraw” is now called “Change” – Receiving is a separate tab with a new page layout

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Requisition Home Page: A New Look and New Features

Requisitioner has a new look (pg. 4-5)

• There are Home Page layout changes and an expanded Shopping Cart box for viewing Shopping Cart contents and Saved Carts

• Breaking News is no longer displayed on the Home page but is accessed through a link (lower left portion of the screen)

• Receiving has its own tab

• Please Note: Sample screens follow text information throughout this presentation

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Requisition Home PageNEW L K

Text: pg.3

Breaking News is now a link

New Receiving Tab

Expanded Shopping Cart Information

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Requisition Home Page: Expanded Shopping Cart Information

The Shopping Cart box tracks items added to your cart, gives you access to saved Shopping Carts and the Checkout process

Text: pg.3

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My Profile Favorite Charge AccountYou now have the ability to store up to 10 account numbers in “My

Profile” (pg. 7)

• Favorite accounts save keystrokes and improve accuracy during Checkout

• To store Favorite account numbers, Select the My Profile Tab, name and enter acct. #’s– Nickname your account numbers for easy identification during

the checkout process• Account validation will ensure you set up a valid 26 digit account

number– Use of Object Code 5220 is suggested when setting up your

account numbers in My Profile– Upon Checkout, the pre-filled Object Code will not be overwritten

by the Favorite Account Object Code • It is not necessary to change any other My Profile information when

you set up your account numbers

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Real time edits ensure you set up a valid account number

Assign a name to each account #

Account validation identifies errors in account #s

My Profile: Setting Up Favorite Account Number

Default button not used at PennText: pg.6

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Non-Catalog Requests: Layout Change

Changes to the Non-Catalog Request screen (pg. 9)• “Item Types” are now links instead of radio buttons• Unit of Measure

– The UOM for Services/ Maintenance and Repairs no longer defaults to US Dollars

• Reminder messages have been added that help guide you to the proper selection for UOM and Rate per Unit

• Use the Flashlight to search for the UOM and select it to transfer the correct UOM onto the Non-Catalog form

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Select US Dollars for Serv/Maint

For Serv/Maint, Rate per Unit = 1

Non-Catalog Requests: Layout Change

Text: pg.8

Links instead of radio buttons

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Checkout Process Changes

• Use Nickname account numbers from “Favorite Charge Account” to save keystrokes and improve accuracy (pg.11)– Select from the LOV drop-down one of the accounts that you

saved in “My Favorite Charge Account” and apply it to one or all of your requisition lines

• Check Funds has been repositioned (pgs.12 -14)– Check Funds is enforced so that you know sufficient funds are

available before moving on with the rest of the checkout process• Normal Funds Checking messages are presented upon

completion of the process

– If you forget to initiate Check Funds a pop-up message is displayed and you are prevented from moving on with your requisition

– Power Checkout now requires funds checking (details pg.15)

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From My Profile

Checkout Changes: Selecting a Favorite Account Number

The system generated OBJ Code will not be overwritten

Text: pg.10

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Checkout Change: Funds Checking Repositioned

Ensure sufficient funds are available before moving on with the checkout process

Text: pg.10

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If you fail to initiate Check Funds, you will get a reminder warning

Text: pg. 10


14

Normal Funds Checking message is generated, either “Fail” or “Pass”

Text: pg.10


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Power Checkout requires Funds Checking

Power Checkout doesn’t require a charge account to be entered, Funds Checking is still required. However, a misleading error message is returned when you initiate Funds Checking without having entered a charge account (pgs. 16-17) A work-around for this error has been developed. Please follow these instructions (pgs. 18-20):

– Select all the requisition line(s) and click [Edit] (pg.18)– Open the Edit Charge Account screen, scroll to the bottom and click

[Done] (pg.19)– Click [Check Funds] (pg.20)

• The normal Confirmation “sufficient funds are available” message is displayed

– Click [Continue] to proceed with the Checkout process (pg.20)

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Power Checkout: Funds Checking is required

Text: pg.15

Required even if no acct.# is used

To proceed with Checkout, [Check Funds] must be selected –However a misleading message is returned

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Misleading message is displayed after clicking [Check Funds]

Text: pg.15

Power Checkout: Funds Checking is required

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Power Checkout Check Funds Work-Around

1. Select all items

Text: pg.15

2. Click [Edit]

Select all the Requisition Lines and click [Edit]

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Text: pg 15

3. Click [Done]

Scroll to the bottom of the Enter Line Item Information screen and click [Done]

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Text: pg. 15

4

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Funds Checking can now be done without the error; click [Check Funds], then click [Continue]

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Changing an “In Process” requisition

For Requisition Only processors:

• For requisitions with a status of “In Process”, changes can be made by selecting the “Change” button --previously “Withdraw” (pg.22)

– Delete item(s)

– Change quantities

– Add new items

• The “Cancel” button and “Cancel a single line” function are not recommended for use, instead delete unwanted items

– The Cancel operation can cause the Approver Notification total to be out of balance with the line totals and these transactions are not tracked in approval history

• “Change” is for “In Process” requisitions only and cannot be used for requisitions with a status of “Approved” or “Rejected”

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Changing an “In Process” requisition: A New Look

Previously was “Withdraw”

Text: pg.22

Not used at Penn

Select [Change] to modify a requisition or delete an item(s)

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Initiate the “Change” process, select [Change]• Just as in today’s environment with the “Withdraw” option, you can:

– “Change and Resubmit Requisition” to make modifications to your requisition, including deleting items (pg.24-25)

– Cancel your requisition by clicking the “Cancel Requisition” button (pg.24 and 26)

• “Cancel a Single Line” is not used at Penn

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Just like today, once you select “Change” you can choose to modify or cancel the requisition

Text: pg.23


Select the appropriate radio button and [Continue]

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Text: pg.23

Modify, add and/or delete items and return through the Checkout process

Delete an item

Change quantity

Add more items

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Text: pg.23

Cancel Line not used

Select Cancel Entire Requisition>[Continue]

Select [Cancel Entire Requisition] to cancel the requisition, Cancel a Line is not used

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Receiving Tab: New Look and Functions

Receiving is now it’s own tab and has a new look (pg.28) • You have the option of searching for your “Items to Receive” or

“Items Already Received” by Requisition Number, Order Number, or Supplier

• Click [Full List] to see a full list of items to receive and to receive items with the quantity value automatically defaulted to the full amount (i.e. Express Receive)– Or click the Express Receive icon to proceed directly to Express

Receive• Click “Receive Items” to enter receipt amounts less than the full

quantity or to enter personal comments with a particular receipt

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Click to see all your items to receive

Enter receipts for less than the full quantity

Text: pg.27

Go directly to Express Receive

Search for items to receive

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View the entire list of items to receive and receipt the full amount• From the Requisitions Home page, click on the “Full List” button

to see all of the items that require a receipt (pg. 28)– To receive an item for the full quantity, select the item and

click “Express Receive” (pg.30)– From the Review and Submit screen, click “Submit” to

complete the receiving process (pg.31-32)

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Text: pg.29

From the full list, select the item to receive and click [Express Receive]

Express Receive receipts the entire amount

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Text: pg.29

Complete the Receiving process, click [Submit]

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You will receive confirmation when you finish the Express Receiving process

Text: pg.29


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To Receive item for less than the full quantity or to add personal comments

• From the Requisitions Home page, click on the “Receive Items” link to select the specific item to receive (pg. 34)– Start the receiving process by entering the requisition number, set

Items Due to “Any Time”, and click [Go] (pg. 35)• Select the item to receive, enter the Receipt Quantity, and click

[Next] or [Express Receive] to bypass the comments screen– Enter any personal comments and leave the date set at the current

date (pg. 36), click [Next]– From the Review and Submit screen, click [Submit] to complete the

receiving process (pg.37-38)

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Select [Receive Items] to receive for less than the full quantity or to add comments

Text: pg.33


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Text: pg.33

1. Begin the Receiving process

2. Select item, enter quantity, select “Next”

Enter the requisition number, quantity and click [Next]

Bypass comments

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Enter personal comments

Keep as today’s date

Enter your personal comments to avoid keeping paper files and notes

•Accounts Payable, Purchasing, Supplier will not see or use these comments

Advance to the Submit screen

Text: pg.33

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Click [Submit] to complete the receiving process

Text: pg.33

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You will receive confirmation when you finish the Receiving process

Text: pg.33


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The Approver Notification screen has a new look

Changes to Approver Notifications include:• New look to the Notifications Home Page (pg.40)• Actions [Approve, Reject, Forward, etc.] are now buttons instead of a

drop down box (pg.41)– Requisition lines are now shown above the approval history– A new “Request Information” button has been added, but just like

“Reassign” we don’t use the “Request Information” button here at Penn

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Approver Notifications: A New Look

Select an item and click [Open]

Text: pg39

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Approver Notifications: A New Look

Functionality not used

Text: pg.39

Reassign and Request Information are not used at Penn

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PO Manager and other BEN Application changes

New Tool Bar and Menu choices• Top Hat icon has been added to the Tool Bar for “Switch

Responsibility”• “Inquire” has been added to the View/Control Pos menu

choices for faster access to:– Lines, Shipments, and Distributions– Receipts, Requisitions, and Action History

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PO Manager and other BEN Application changes

BEN Application Menu and Tool Bar Changes

• The BEN Financials Tool Bar has a new icon for “Switch Responsibility”

– The “Top Hat” icon

• This icon can be used to change responsibilities

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Changes specific to PO Manager

PO Manager Menu and Tool Bar Changes

• A new Menu choice of “Inquire” has been added to View/Control POs

in the PO Manager responsibility (pg.45)

– View Lines

– View Shipments

– View Distributions

– View Action History

– View Receipts

– View Requisitions

– View Approver through Workflow – not used

45

New PO Manager Menu selection

Text: pg.44

New menu option: Inquire

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Accounts Payable Changes

• BEN Pays– Invoice Details screen

• Values in the “Status” field have been changed

From To

Approved Validated

Needs Approval Needs Revalidation

Never Approved Never Validated

Unapproved Prepayment Unvalidated Prepayment (I)

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BEN Upgrade EnhancementsBEN Upgrade Enhancements Requisition and PO Manager Summary

Some of the Requisition screens look different but provide the same functionality you have today

• Buttons replace some drop down lists and links are used instead of radials for setting the line type on Non-Catalog requests

• Check Breaking News frequently by clicking on the Breaking News link on the Requisitions Home Page

BEN Buys allows you to create, name and save up to ten favorite charge accounts

• Makes checkout easier and faster

The Receiving function is improved• You now have the option of storing electronic comments about

the items you receive, eliminating the need to store paper notes

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BEN Upgrade EnhancementsBEN Upgrade Enhancements Requisition and PO Manager Summary

Check BEN System Advisories for news about system functionality• http://www.finance.upenn.edu/ben/benfin/advisories.shtml

– Check Funds– Approver Checkout

Documents

1 Overview of Upgrade Enhancements For Requisitioners and PO Managers December 22, 2004