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
||BEN Financials/MarkView Changes
- BEN Financials is now available one hour earlier in the morning. The system is available 7:00 a.m. – 8:00 p.m. Monday through Saturday. BEN Financials support hours will remain the same.
||Unable to view ‘Amount’ column on an EDI Rendered Image
As part of the MarkView upgrade in December, a MarkView user may not be able to view the ‘Amount’ column for line items on an EDI Rendered Image.
This problem is currently being worked on. Until it has been resolved, use the following workaround to view an EDI Rendered Image.
While viewing the image, select ‘Print’ in the Output section. Under Image Options, select ‘Currently Visible’ and click ‘OK’. From the pdf view, you are able to view the data in the ‘Amount’ column.
If you have any questions, feel free to call BEN Helps at 6-HELP [215.746.4357].
||JRE v1.7.0_25 is now supported for use with BEN Financials
As of Monday, September 9th, the BEN Financials server was updated and now delivers JRE 7 Update 25 to workstations that connect to BEN Financials and do not yet have JRE installed.
Until mid-November 2013, end-users with Java 6 (update 43 or higher) will also be able to access BEN Financials. Further updates will be released when Java 6 is no longer supported. As a result of Java 6 still being supported, end-users may receive a message stating that the application would like to use a version of Java that is blocked by security settings. End-users should click on the ‘Run with the latest version’ button.
If you have any questions: End-users should contact their school/ center LSP: http://www.upenn.edu/computing/view/support. LSPs should contact the ISC Provider Desk at 215.898.4017 or firstname.lastname@example.org
||Exporting journal entry lines which contain [“ “] quotation marks in the PO Line Description
When exporting journal lines where PO line descriptions contain quotation marks, the content may not be exported in its entirety into Excel. Excel reads quotation marks as signifying text inside them.
Initially after exporting journal lines into Excel, confirm the totals match the journal totals, if there is a difference identify if any quotations were used in the line description.
To export all lines, select ‘Save’ from the File Download box. Once the data has been saved, open the file in Excel.
||BEN Buys/BEN Balances
||“Check Funds” Function and TEXP Balance
We have identified a problem with the “Check Funds” feature and with the TEXP object code balance in Account Inquiry / Funds Available Inquiry.
For certain account combinations, the system is allowing requisitions and journal entries to pass “funds check” even when there are insufficient funds available in those combinations. These same account combinations are not being included in the TEXP object code balance in Account Inquiry / Funds Available Inquiry.
We are working with Oracle to have this corrected as soon as possible.
||Error received when submitting a request for ‘Forgot Password’ in Login Assistance
As part of the BEN Financials upgrade in November, an end-user will receive the following error message if they submit a request to reset their BEN Financials password more than 5 times via ‘Login Assistance’:
Error – Too many pending requests already exist in the system. Please check your email or contact the System Administrator for further assistance.
NOTE: Before submitting multiple requests, check your INBOX, SPAM and/or JUNK mail folders for the Password Reset email. If an email is not received, call BEN Helps at 215.746.4357 or submit a ticket via http://BENHelps.finance.upenn.edu to report this.
||Printing the 900.Uninvoiced Receipts report
When you ‘Submit a New Request’ to run the 900.Uninvoiced Receipts report from PO Manager responsibility; the report will not print out to your designated BEN printer even if your print copies option is set to “1”. The report layout is defined as a PDF document, therefore in order to print the report you must ‘View Output’ then select the Print icon or File> Print from the menu bar.
||BEN Balances/ BEN Pays
||Invoice Price Variance (IPV)
With the recent BEN Financials upgrade, an Invoice Price Variance (IPV) [variance between the Invoice Unit Price and the PO Unit Price] is recorded differently when an invoice is matched.
Pre-upgrade: If there was variance between the Invoice Unit Price and the PO Unit Price, the invoice would be matched using the price variance. [Example: Purchase Order for 5 @ $100 and Invoice for 5 @ $110; Invoice Distribution 1 will reflect $550 (5 @ $110)]
Post-upgrade: If there is variance between the Invoice Unit Price and the PO Unit Price, a separate invoice distribution line is created. [Example: Purchase Order for 5 @ $100 and Invoice for 5 @ $110; Invoice Distribution 1 will reflect $500 (5 @ $100) and Invoice Distribution 2 (IPV) will reflect $50 (5 @ $10).]
NOTE: Purchase Orders which are setup incorrectly have the potential for a large and inaccurate IPV.
[Example: Service PO setup incorrectly for 1 @ $10,000 and Invoice for 10,000 @ $1]
Pre-upgrade: Invoice Distribution 1 will reflect $10,000 (10,000 @ $1)
Post-upgrade: Invoice Distribution 1 will reflect $100,000,000 (10,000 @ $10,000)
Invoice Distribution 2 (IPV) will reflect $(99,990,000) (10,000 @ -$9,999)
The 15X reports will only show the net effect; other reports like the 160.Account Analysis with Payables Detail [for example] and Account Inquiry will show the detail (Cost line and IPV).
||Error received when trying to create a requisition
With the recent BEN Financials upgrade, users have reported that when trying to create a requisition in BEN Buys, they receive the following error message:“Error Page – You have entered an unexpected error. Please contact the System Administrator for assistance.”
The problem is generally a result of not having a default ‘Deliver-To Location’ saved in the User Profile. In order to prevent this problem, follow the steps provided below to set a default ‘Deliver-To Location’.
- From the ‘Requisitioner’ responsibility, go to Requisitions Home Page
- Click on ‘User Preferences’ link in the top right corner of the page
- On the General Preferences page, click the ‘My Profile’ link
- Under the ‘Delivery’ section, enter a default location in the ‘Deliver-To Location’ field
- Click ‘Apply’
||PO Numbers are not displayed when a requisition has been approved
With the recent BEN Financials upgrade, one of the ‘Noted Differences’ is that ‘In-Process’ Purchase Order Numbers are not available in Requisitioner. The PO Number will only appear when the PO is finally approved (Status = Approved) by a PO Manager.
PO Managers that need to see purchase order numbers for these In-Process orders can follow the detailed instructions located on the BEN Knows website at: http://www.finance.upenn.edu/benknows/browse_topics/purchase_order_definitions/locate_using_requisition_number.shtml.
||Error received when changing the ‘Requester’ during the requisition checkout process
With the recent BEN Financials upgrade, end-users will receive the following message, “Error – Phone Number is required. Please enter area code, exchange and extension.” when the ‘Requester’ is changed in the Delivery section during the Requisition Checkout process.
To avoid this message, enter the University Contact Phone Number first, and then update the Requester as needed.
||Using ‘Copy File’ program - Exporting a BEN Financials Report into Excel
With the recent BEN Financials upgrade, the instructions for running the ‘Copy File’ program to export BEN Financials reports into Excel have changed. Updated instructions are provided below; they can also be found at: http://www.finance.upenn.edu/benknows/browse_topics/reporting_printing_definitions/exporting_BEN_Financials_excel.shtml
- After the report has completed, make note of the concurrent ID number
- Click on the Submit a New Request button - the Single Request radio button will be highlighted
- Click [OK] - the Submit Request window will open
- In the Name field, Click on the List of Values
- Select ‘Copy file’ - the parameters window will open
- In the 'Name of file to copy' field, type a ‘o’, the concurrent id number, .out in the following format: o12345678.out
- Click [OK] - this will return you to the Requests window
- Once the report request successfully completes, the user will receive an email from ‘Secure Share’ where the file is available to download to the user's workstation. The file name will be the name provided in the parameter at the time the Copy file request was submitted
||Unable to export data in BEN Financials using Microsoft Windows 7/ Office 10 or Internet Explorer 8
End-users using Windows 7/ Office 10 or Internet Explorer version 8 are experiencing problems exporting data into Excel.
Follow these steps in order to export data within BEN Financials into Excel:
- Confirm you have the proper configurations in Excel to work with data exported from BEN Financials. Detailed instructions can be found on the BEN Financials Desktop Requirements page at: http://www.finance.upenn.edu/ben/benfin/desktop_req/config-excel.shtml
- Once the configurations have been made, go into BEN Financials and retrieve the data you want to export
- From the form in BEN (i.e. Invoice Details), select File> Export from the menu bar
- A ‘Progress’ pop-up box will appear displaying the status (%) of data exported
- Hold down the <Ctrl> key on your keyboard anytime during the data exporting process
- Once the exporting data status reaches 100%, a ‘File Download’ pop-up box will appear with a message, “Do you want to open or save this file?”
- To view the data in Excel, click ‘Open’
- To save the data to your computer, click ‘Save’
||Saving Notes on an eForm
The ‘Create Note’ section can be used to communicate between approvers and to record detailed information/ discrepancies on a form. If you do not save a note prior to clicking the “Disapprove’ or ‘Return to Previous’ buttons, you are not prompted to save the note. The information entered will be lost and the note will have to be reentered.
||Combining of lines on PO
When a requisition contains two or more lines with the exact item description, the PO will combine the quantities of the like lines into one line. This may result in the quantity of one item being inflated and the other item not being ordered at all.
This is standard Oracle functionality, to prevent lines from combining, make each item description unique by entering a “space”, a "period", a "dash" or “Item #1, Item #2, etc.” at the beginning of each item description.
||BEN Pays/ MarkView
||Unable to view images for invoices with a creation date (GL Date) 7 years or older
End-users will receive the following message when trying to view an image for an invoice with a creation date (GL Date) 7 years or older in BEN Financials.
“An unexpected error has occurred. Contact your system administrator.”
If the image is needed, end-users should contact BEN Admin at email@example.com.
||Error messages received when user attempts to use a Deliver-To (Ship-To) Location that has been deactivated
A process has been put in place to clean-up any Deliver-To (Ship-To) Locations that have never been used and/or have not been used for some time.
Below are a few examples of messages end-users will receive when using a location that has been deactivated.
User Preferences> My Profile
If an end-user tries to change their default Deliver-To Location to a location that has been deactivated, they will receive the following message:
• ERROR – Select a valid value
Requisitions Checkout Process
If an end-user changes/ updates a requisition and the Deliver-To Location on one or more lines has been deactivated, they will receive the following message:
• ERROR – Deliver-To Location is invalid
When entering receipts for one or more PO Lines, an end-user will receive the following message after they select the ‘Submit’ button on the Receive Items - Review and Submit screen:
• ERROR – Receipts cannot be created for the selected items because of one of the following reasons:
- The deliver-to location specified on the associated order line is invalid.
In PO Manager:
When entering receipts for one or more PO Lines, an end-user will receive the following message if there is not a Location displayed on the form when attempting to save the receipt(s).
• FRM-40202: Field must be entered
NOTE: In each of these instances, the Deliver-To (Ship-To) Location is a required field. Enter an active/valid location and proceed through the process.
- To reactivate a Deliver-To (Ship-To) Location, send an email request to firstname.lastname@example.org. When providing the location, use the format as its displayed in BEN Financials (i.e. MED-CANCER 223)
- To add a new Deliver-To (Ship-To) Location, complete the request form that can be found at: http://www.purchasing.upenn.edu/forms/ship-to_loc.php
||Invoice information is cutoff when image is printed
If invoice information is cutoff when an image is printed, check the following settings:
If invoice information is cutoff when an image is printed, check the following settings:
- While viewing an image, click on the “Print” button
- From the Print setup page, verify the Image Size is “Letter- 8.5 width – 11 height”
From an Internet Browser:
Try printing the image again. If you continue to experience problems, report the problem to BEN Helps by calling 215.746.4357.
- Select “File> Page Setup” from the menu options
- Verify ALL Margins are set to 0.25 (inches)
||In Journal Entry responsibilities, querying journal entries created with the Category = 16 G&C OV90
End-users will receive the following message, “FRM-40350: Query caused no records to be retrieved” when trying to query a posted or unposted journal entry created with the Category = 16 G&C OV90.
Once the journal is created & saved, 16 G&C is automatically added before each batch name which allows ORS to query these journals easier and approve them prior to posting.
When end-users query the journal, it is strongly recommended to use a wildcard (%) before and after the batch name to retrieve any results that match the search criteria entered.
NOTE: Wildcards (%) are not required when entering search criteria in the Journal Name field.
||In Journal Entry responsibilities, viewing journal entries created with the Category = 07 G & C Adj and posted prior to Oct 4, 2010
When end-users view a journal entry with the Category and Journal Line Context = 07 G & C Adj, the content boxes (Original Batch ID & Original Trans Date) are no longer displayed. The only information displayed is, Context = 07 G & C ADJ
NOTE: If an end-user views a journal entry with Category = 07 G & C Adj and Journal Line Context box = 02 Adj Prev Tx, the content boxes (Original Batch Name & Original Trans Date) will be displayed.
||Querying a “retired” asset in Senior Asset Administrator
If an end-user queries an asset in Senior Asset Administrator responsibility the day the asset has been “retired”, they will experience the following behavior:
In Senior Asset Administrator responsibility> Asset Workbench, query an Asset> click Retirements button> Ctrl F11. There will be a series of “FRM forms messages” received. To view the Retirements screen, click “OK” to close each message pop-up box.
NOTE: End-users will only experience this behavior when the “retired” status of an asset = Pending (the day an asset is retired and prior to daily jobs are run).
||Error message on approval notification for requisitions created with more than 35-40 lines/ distributions
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.
ORIGINALLY REPORTED 9/9/09