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

2. 2 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

3. 3 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

4. 4 Requisition Home Page NEW L K Text: pg.3 Breaking News is now a link New Receiving Tab Expanded Shopping Cart Information

5. 5 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

6. 6 My Profile Favorite Charge Account You 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

7. 7 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 Penn Text: pg.6

8. 8 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

9. 9 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

10. 10 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)

11. 11 From My Profile Checkout Changes: Selecting a Favorite Account Number The system generated OBJ Code will not be overwritten Text: pg.10

12. 12 Checkout Change: Funds Checking Repositioned Ensure sufficient funds are available before moving on with the checkout process Text: pg.10

13. 13 If you fail to initiate Check Funds, you will get a reminder warning Text: pg. 10 Checkout Change: Funds Checking Repositioned

14. 14 Normal Funds Checking message is generated, either “Fail” or “Pass” Text: pg.10 Checkout Change: Funds Checking Repositioned

15. 15 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)

16. 16 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

17. 17 Misleading message is displayed after clicking [Check Funds] Text: pg.15 Power Checkout: Funds Checking is required

18. 18 Power Checkout Check Funds Work-Around 1. Select all items Text: pg.15 2. Click [Edit] Select all the Requisition Lines and click [Edit]

19. 19 Power Checkout Check Funds Work-Around Text: pg 15 3. Click [Done] Scroll to the bottom of the Enter Line Item Information screen and click [Done]

20. 20 Power Checkout Check Funds Work-Around Text: pg. 15 4 5 Funds Checking can now be done without the error; click [Check Funds], then click [Continue]

21. 21 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”

22. 22 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)

23. 23 Changing an “In Process” requisition 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

24. 24 Just like today, once you select “Change” you can choose to modify or cancel the requisition Text: pg.23 Changing an “In Process” requisition Select the appropriate radio button and [Continue]

25. 25 Changing an “In Process” requisition Text: pg.23 Modify, add and/or delete items and return through the Checkout process Delete an item Change quantity Add more items

26. 26 Changing an “In Process” requisition 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

27. 27 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

28. 28 Receiving Tab: New Look and Functions 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

29. 29 Receiving Tab: New Look and Functions 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)

30. 30 Receiving Tab: New Look and Functions Text: pg.29 From the full list, select the item to receive and click [Express Receive] Express Receive receipts the entire amount

31. 31 Receiving Tab: New Look and Functions Text: pg.29 Complete the Receiving process, click [Submit]

32. 32 You will receive confirmation when you finish the Express Receiving process Text: pg.29 Receiving Tab: New Look and Functions

33. 33 Receiving Tab: New Look and Functions 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)

34. 34 Select [Receive Items] to receive for less than the full quantity or to add comments Text: pg.33 Receiving Tab: New Look and Functions

35. 35 Receiving Tab: New Look and Functions 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

36. 36 Receiving Tab: New Look and Functions 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

37. 37 Receiving Tab: New Look and Functions Click [Submit] to complete the receiving process Text: pg.33

38. 38 You will receive confirmation when you finish the Receiving process Text: pg.33 Receiving Tab: New Look and Functions

39. 39 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

40. 40 Approver Notifications: A New Look Select an item and click [Open] Text: pg39

41. 41 Approver Notifications: A New Look Functionality not used Text: pg.39 Reassign and Request Information are not used at Penn

42. 42 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

43. 43 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

44. 44 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. 45 New PO Manager Menu selection Text: pg.44 New menu option: Inquire

46. 46 Accounts Payable Changes BEN Pays –Invoice Details screen Values in the “Status” field have been changed From To ApprovedValidated Needs ApprovalNeeds Revalidation Never ApprovedNever Validated Unapproved Prepayment Unvalidated Prepayment (I)

47. 47 BEN Upgrade Enhancements BEN 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

48. 48 BEN Upgrade Enhancements BEN 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