Please bookmark this page and check it regularly for
advisories and useful suggestions for using BEN Financials.
The most recent advisories and tips appear at the top. When a
problem has been resolved, RESOLVED and the date will appear
in the right hand column for five business days and then the item
will be removed from the list and placed into the
Advisories Archive.
| Posted Date |
Application |
Symptom/Tip |
Advisory/Detail |
| 8/17/09 |
BEN Buys |
Error message on approval notification for requisitions created with more than 35-40 lines/ distributions |
REVISED 9/9/09
Users receive the following error message, “ORA-06502: PL/SQL: numeric or value error ORA-06512: at "APPS.WF_NOTIFICATION", line 5086 ORA-06512: at line 5” on the requisition approval notification for requisitions created with more than 35-40 lines/ distributions.
PLEASE NOTE: The approver can take an action (approve, reject or forward) on the notification, but the requisition line and distribution information will not be displayed in the notification as a result of the error message.
Until the technical issue causing the problem is resolved, the current workaround is to click on the ‘Requisitions’ tab from the Requisitions Home Page or go into PO Manager> Inquiry> Requisitions to view line items which were placed on the requisition. |
| 8/13/09 |
BEN Financials |
*NEW* Process to retrieve BEN Financials Extract files |
Effective 8/17/2009, BEN Financials users that run report extracts (i.e.155.ORG.Detail Extract, 160. ORG Account Analysis with Payables Detail, 500.Matching Holds Extract, Copy File etc.), will retrieve their extract files by using Secure Share Exchange Service. NOTE: End-users can no longer retrieve the extract files from their home directory on the BEN Financials FTP server (Findata).
Secure Share is a secure, web-based file exchange application that is available to all Penn faculty and Staff with a valid PennKey and PennKey password. It is available at: https://medley.isc-seo.upenn.edu/secureShare/jsp/fast.do
Once the report completes successfully, an email* will be sent to the end-user notifying them that the file is ready for retrieval on the Secure Share Exchange Service. The report can then be downloaded to the end-user’s workstation. *NOTE: An email will be generated only if you have an accurate email address in Penn’s online directory. If you do not have a valid email address, no email notification will be sent, but your file will be available on Secure Share once the report extract completes.
|
| 8/3/09 |
BEN Pays/ BEN Buys |
Ability to "Finally Close" Cancelled POs |
Accounts Payable now has the ability to Finally Close Cancelled Purchase Orders. This option will help end-users clean-up any "cancelled" purchase order(s) that appear on their 900. Uninvoiced Receipts report. NOTE: By Finally Closing a “Cancelled” Purchase Order, the uninvoiced receipts will drop off the 900 report.
To send a "Final Close" request to Accounts Payable: Send an email to apsup@exchange.upenn.edu. The email should include the Purchase Order Number, Buyer’s Name, Supplier Name and Reason for requesting to final close the purchase order.
|
| 5/18/09 |
BEN Buys |
Noted Difference- Editing Charge Account(s) in "Edit Lines" during requisition checkout process |
While editing charge accounts in Edit Lines – all requisition lines appear (under Selected Line), although only one line was selected to be edited. Before modifying an account for a particular line item, make sure the charge account being changed is associated with the line item in which you are editing. |
| 3/18/09 |
BEN Financials |
Internet Explorer 8.0 |
**IE 8.0 is NOT Currently Supported**
Important Note: It is likely that Microsoft will release the next version of their Internet Explorer web browser for Windows (version 8) in the first quarter of 2009. Microsoft plans to push Internet Explorer 8 out to computers running Windows XP and Windows Vista via Automatic Update sometime in early 2009.
Information Systems & Computing (ISC) is currently contacting various stakeholders across the University to determine if their applications work as expected with the latest release candidate of Internet Explorer 8 (currently RC1).
ISC suggests that support providers that have clients using BEN Financials, Hyperion, or OASIS block the download via Automatic Update of Internet Explorer 8. Instructions and the blocking tool can be found here (requires Microsoft’s Genuine Advantage Validation): http://www.microsoft.com/downloads/details.aspx?FamilyID=21687628-5806-4ba6-9e4e-8e224ec6dd8c&displaylang=en
|
| 10/30/08 |
BEN Buys |
Error Message received during requisition checkout process |
It is known that users will receive the following error message: “Error on Page- You have encountered an unexpected error. Please contact your System Administrator for assistance”, during the requisition checkout process if a user clicks the “Submit” button on the Review and Submit screen more than once.
When the end-user clicks the submit button, they should allow time for the system to process the requisition. The “Error on Page” message will appear if the end-user clicks the submit button again.
NOTE: In most cases, the requisition does get processed if this error message is received. The end-user should close the error message (log out and back in to BEN if necessary) and return to the Requisitions Home Page. If the requisition was submitted successfully, it will be listed under “My Requisitions” and any further action needed on the requisition can be taken at that time.
|
| 10/28/08 |
BEN Financials Upgrade |
Noted Differences |
Several of the key new features and changes introduced with the BEN Financials & Penn Marketplace upgrades are highlighted on the BEN Helps website: http://www.finance.upenn.edu/ben/benhelps/noteddifferences.pdf |
| 7/24/08 |
Property Management |
Unable to submit a requisition |
REVISED 7/24/08
A user is unable to submit a requisition with 6 or more lines that require property management data.
When the user clicks on the “Continue” button after the property management data is entered, user will receive “Error On Page” at the lower left of the Property Management screen. The system prevents the user from submitting the requisition. The only option available to the user is to click the “Cancel” button, go back to the Shopping Cart contents page and revise the requisition by deleting and/ or combining the requisition lines to 5 or less lines.
|
| 7/21/08 |
BEN Buys |
Punch-out site not connecting |
If you experience a problem connecting to ANY Punch-out site and/or receive the “Page Cannot Be Displayed” message when trying to connect to this site, a setting may need to be changed in your web browser.
- Open your web browser
- Click “Tools” from the menu bar
- Go to “Internet Options”
- Under the “Temporary Internet Files” section, click on “Delete Cookies”
- Click “OK”
- Click on the “Privacy Tab” and then click on the “Advanced Tab” (located in the middle of the screen)
- Put a check in the “Override Automatic Cookie Handling” box and Always allow session cookies box
- Click “OK”
- Click “Apply”
- Click “OK”
Try connecting to the punch-out site again. If you still experience a problem, call BEN Helps at 746-4957.
|
| 6/11/08 |
BEN Financials |
Windows XP Service Pack 3 (SP3) |
Windows XP Service Pack 3 (SP3) was made available through Windows Update and Microsoft Update on May 5, 2008 and will begin to be pushed out via Automatic Update on June 10, 2008. SP3 is almost certainly the final service pack for Windows XP.
Information Systems & Computing (ISC) will support Windows XP Service Pack 3 for its clients, including off-campus students, only on new systems that ship with SP3 pre-installed or that have been automatically updated through Windows Update or Microsoft Update. ISC strongly recommends that all other users adopt a "wait and see" attitude, continuing to use Windows XP Service Pack 2 until after the initial bugs in SP3 are identified and fixed.
Provider note: Although ISC is following its standard three month "cooling off" period for a new or significantly revised operating system with Windows XP Service Pack 3, we recognize that many users who are running Automatic Update on their Windows systems will receive SP3 without any intervention at some time in June 2008.
Potential Minor Issues in BEN Financials for users with XP SP3
- Viewing an invoice image: the first time an image is brought up, a JAVAW message may appear. Unblock it and re-query the invoice and the image will display correctly. Also, the first time that an image displays, it may be overly magnified - the magnification must be decreased so that the entire invoice can be seen.
- Requisitions: clicking on the Shop at Penn Marketplace displays an Internet Explorer message, stating "You are about to be redirected to a connection that is not secure." Click the Yes button - this will not affect functionality.
|
| 3/20/08 |
BEN Buys |
Error Message Received when opening a Saved Cart |
There is a known problem with opening a saved cart in BEN Buys. An error message is received if you open a saved cart using the following navigation path:
From the “Saved Carts” screen
Click on the Requisition number (View Saved Cart) screen appears
Click on the “Open” button at the lower right of the screen
The problem is currently being worked on. Until it has been resolved, use the following workaround to open a “saved cart”.
Workaround:
From the “Saved Carts” screen
Select the cart you want to open (by clicking the radio button)
Click the “open” button
|
| 11/13/07 |
BEN Buys |
Error Message Received when querying PO Lines Form |
When querying “Equipment” Purchase Orders in PO Manager> View/Control PO an error message is received when you click on the “Lines” button. This error is ONLY received on orders that have an Equipment Line Type and were created prior to the BEN Assets/ IP Enhancements implementation on Monday, November 5, 2007.
The problem is currently being worked on. Until it has been resolved, the current workaround is to acknowledge the message on the Lines form. –OR- You have the option to bypass the message [the message is only present when you are in the Lines form] by selecting the Shipments or Distributions radio button in the “Results” box located in the lower right hand corner of the PO Find screen.
|
|
6/18/07 |
BEN Pays |
Delete MarkView Enterprise Folder |
Please follow these steps to view an
image:
1. Close all web browsers
2. Navigate to the C:/ drive (Start -> Settings -> Control Panel)
3. Click the dropdown box and select the C:\ drive
4. Double click on the ‘Documents and Settings’ folder
5. Double click on the ‘your username’ folder
6. Double click on the ‘170 Systems’ folder
7. You should find a folder called: MarkView Viewer
Enterprise Edition -- Delete this folder
(right click and select Delete).
You may be prompted “Are you sure you want to delete
the MarkView Viewer Enterprise Edition folder and all of its contents?” -- Click YES.
8. Navigate back to your desktop
9. Right click on the Recycle Bin icon and select the option
‘Empty Recycle Bin’. (You may be prompted to verify that you
want to delete all the contents of the Recycle Bin, click OK)
10. Log into BEN Financials and confirm you are able to view
an image
11. If you encounter further difficulties, please contact your LSP.
|
|
5/1/07 |
BEN Pays |
Processing EDI Invoices |
A new process has been put in place to:
- Cancel an EDI Invoice
- Process a paper EDI Invoice
Accounts Payable will process your request to cancel an EDI invoice for the following reasons:
- the EDI invoice is confirmed to be a duplicate invoice OR
- the supplier issued a duplicate invoice for the same item(s) using a unique invoice number
Accounts Payable will process a paper EDI invoice if:
- the Purchase Order is Final Closed or Cancelled OR
- there is a supplier name or site change which prevents AP from paying the supplier
NOTE: Paper invoices for the above reasons should be processed on a C-form.
|
|
4/05/07 |
BEN Financials |
Property Management- Asset Recategorization |
Effective 04/14/07, as part of the project to implement Oracle Fixed Assets, there was a substantial reduction in the number of Property Management Category Codes.
NOTE: You will receive the following warning message: “Value xxxxx has been disabled” -- when viewing Property Management information for historical purchase orders in PO Manager> Purchase Orders> View/Control PO.
If you click into the Property Management context box [], tab to the Property Item Category Code field and hit the OK button, the warning message is received.
By clicking OK within the warning message, a list of new category codes appears. Click the Cancel button to get out of the screen.
Otherwise, just viewing the Property Management information in the context box and clicking the OK button does not result in receiving the warning message.
|
|
1/30/07 |
BEN Financials |
New
Microsoft Windows Vista |
On January 30, Microsoft released Vista, a new version of its Windows operating system. Not surprisingly, Vista is incompatible with other
applications in use at Penn, so Information Systems and Computing (ISC) recommends postponing adoption of Vista. Individuals and offices
considering upgrading to Vista or planning to purchase new Windows systems are strongly advised to review the information at the following URL:
http://www.upenn.edu/computing/product/windowsvista.html and consult your Local Support Provider (LSP) before making a purchase
or installing Vista.
|
| 03/01/06 |
BEN Pays/
BEN Buys |
New “PO Final Close” Process |
PO Managers will no longer have the ability to “Final Close” purchase orders. Accounts Payable will process all “Final Close” requests that have a legitimate business reason.
Possible reason(s) for requesting to “Final Close” a purchase order:
-
Purchase Order has been fully executed which includes:
-
All goods and/or services were received
-
All invoices entered into BEN Financials and all holds have been resolved
-
All checks issued to the supplier
-
Purchase Order has been fully executed per the above and the Purchase Order still has a remaining encumbrance balance
Your email request to “Final Close” a purchase order must be sent to apsup@pobox.upenn.edu and include the following details.
-
Purchase Order Number
-
Buyer Name
-
Supplier Name
-
Reason for requesting to final close the purchase order
NOTE: Requests received by 12 pm and meet the conditions to Final Close, will be processed by 5 pm within 3 business days. |
| 1/13/05 |
BEN Financials |
Unable to export line detail information [by selecting File> Export from within BEN Financials] into an Excel spreadsheet |
If SP2 has been installed on your system, you may experience this problem. If so, please refer to the following instructions to be sure your system has the correct Internet settings.
On the Internet Explorer browser
-
Select Tools> Internet Options
-
Click on the Security tab, then click the Custom Level button located at the bottom of the page
-
Scroll down and make sure Automatic prompting for file downloads and File Download are Enabled
-
Click OK
-
If you receive the following Warning message, “Are you sure you want to change the security settings for this zone”, select Yes
-
Click OK
|
| 6/25/03 |
BEN Buys/
Penn Marketplace |
Suppliers not receiving special instructions/requirements associated with specific line items (e.g., Ship Overnight). |
UPDATED 10/28/08
If purchasing from an EDI-enabled supplier (see: www.purchasing.upenn.edu/buyinfo/suppliers/edi-suppliers.php), and you require special shipping/handling instructions, please create a separate requisition for the item from the Penn Marketplace and create a Non-Marketplace request for the special requirement. The special instructions should be on the 2nd line of your requisition. For the supplier to capture the special instructions you will need to start the description with "ZZZ" (for example - Line #2 - "ZZZ Please ship in dry ice"), use Supplies as the Category; use EACH as the UOM, and $.01 for price. This information will then be transmitted to and handled by the supplier. It is also good practice to contact the suppliers customer service rep and advise them of such special instructions and reference the approved purchase order number. NOTE: Do not use ‘Notes to Supplier’ for EDI suppliers.
|
| 5/9/02 |
BEN Buys/
Penn Marketplace |
"Line xx: Unit of measure "xxxx" can not be cross referenced" |
REVISED 2/9/04
This error may occur after clicking "Return to BEN Buys Shopping Cart" to exit the Penn Marketplace.
We have discovered that this error can be caused two ways:
-
In a large percentage of cases no true “cross reference” error exists. This message may
occur when a user returns more than 19 items from the Penn Marketplace. When this occurs,
some of the items that you selected will be lost from your shopping cart. You can click on the
“Shopping Cart” link located at the top right of the page to display the current contents of
your shopping cart. You may then return to the Penn Marketplace and re-select the missing items.
-
In a smaller percentage of cases, a true “UOM could not be cross referenced” error occurs.
If you have ruled out the scenario above (returning more than 19 items from the Penn Marketplace…),
then this is probably a true “UOM” error. Please call 6-HELP to report the UOM that could not be cross
referenced. Purchasing Services will then be notified to correct the problem.
|
