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Overview of Upgrade Changes:General Ledger Inquiry and

Reporting

December 22, 2004

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BEN Financials and BEN Balances Enhancements and Changes

BEN Financials - Menu and Tool Bar changes • Navigate Menu• Top Hat

BEN Balances - New field names and functions• Account Inquiry• Funds Available• Journal Inquiry• Reports

Please Note: Sample screens follow text information throughout this presentation

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Navigate Menu has a new look

• All responsibilities are now Self Service – so there is no distinction between “Self Service” and “Application” in the responsibilities menu (pg.4)

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BEN Financials – New Look to Navigate Menu

• All responsibilities are now Self Service

Text: pg.3

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BEN Financials – Top Hat icon on Tool Bar

The top hat can be used as well as File>Switch Responsibilities

The Navigator window is the screen that is displayed once you go into a particular responsibility. [The menu that’s displayed once you select a responsibility from the MAIN MENU]

Example: When you click on the PO Mgr responsibility, you see Notifications, Purchase Orders, Receipts, Inquiry….. Once ALL forms are closed and you get back to this screen, you can click on the top hat to change responsibilities (pg.6).

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BEN Financials – Top Hat icon on Tool Bar

• Top Hat” icon is used to change responsibilities*NOTE- When switching responsibilities, the NAVIGATOR window

must be the active window

Text: pg.5

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Inquiry Funds Available changes and enhancements Inquiry >Funds Available

– New “drill down” features- can be used in addition to Revenue/ Expense Inquiry

• Ability to drill down from accounting period balances to accounting lines [both journal lines and “Reserved” transaction lines]

• Ability to see all detail accounts for a summary account (ex. TEXP).• Ability to separate cumulative fund balances into accounting period

balances.

The Funds Available drill down feature is accessed through the Tools menu (pg.8-10)– Select PERIOD_BAL to view balances by month for an ORG/FUND– Select DETAIL_ACCTS to view balances on an account level for an

ORG/FUND combination

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Inquiry Funds Available Drill Down Selections

Text: pg.7

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For Example: the Inquiry Funds Available drill down feature allows you to go through the account as far as the Journal

levelPeriod Balances Account Details

Journal Level DetailText: pg.7

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For Example: the Inquiry Funds Available drill down feature allows you to go through a PO as far as the Journal

Period BalancePurchase Order

JournalText: pg.7

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Inquiry Funds Available - New field[Account Level] allows users to select Summary, Detail or ALL• Summary shows grand totals for a CNAC/ORG/Fund combination

(pg.12)• Detail and All shows each account in an ORG/Fund combination

(pg. 13)

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Inquiry Funds Available [Account Level] - Summary shows grand totals for a CNAC/ORG/Fund combination

Text: pg.11

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Detail and All shows each account in an ORG/Fund combination

Text: pg.11

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BEN Balances – Journal Inquiry and Entry

BEN Balances Journal changes include:• Inquiry>Journals

– The LOV for the “Source” field has additional items that are not used and will be filtered to the bottom of the list with a prefix of “xx” (pg.15)

• Example: XXBudget-Journal (not used)• Journal Entry

– After selecting “More Details” during the journal entry process you are sent to the More Details screen. Continue to use the “beer mug” to add context information. The “Reference Date” field is not used (pg.16)

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BEN Balances – Journal Inquiry and Entry

Text: pg. 14

Not used

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Journal Entry - changes to “More Details” After selecting “More Details” during the journal entry process you are sent to the More Details screen. Continue to use the “beer mug” to add context information.

Not UsedBeer Mug- still used for context info

Text: pg.14

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BEN Financials Changes to Account and Journal Inquiry

Inquiry>Account or Journals [verify]– Additional Encumbrance Type has been added “Dossier” (pg.18)

• This type is only shown from Inquiry>Account or Inquiry>Journals • Can not be selected when creating an Encumbrance journal and

so returns no results in inquiry mode

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Additional Encumbrance Type has been added “Dossier”

Can’t be used

Text: pg.17

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Accounts Payable Changes• BEN Pays

– Invoice Details screen• Values in the “Status” field have been changed

From ToApproved ValidatedNeeds Approval Needs RevalidationNever Approved Never ValidatedUnapproved Prepayment Unvalidated Prepayment (I)

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What You Need To DO

• A newer version of Oracle’s JInitiator software needs to be installed on end user workstations. An installation CD was made available to Local Support Providers (LSP’s) in November. During the phased implementation period, LSPs can verify the installation by performing an online Litmus test. A test environment is available now through December 23, Monday through Friday, 9:00 a.m. to 5:00 p.m. daily for this purpose.

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