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[ BEN Financials ]

Advisories Archive

Posted Date Application Symptom/Tip Advisory/Detail
7/12/12 BEN Financials JRE Auto-Update for BEN Financials Users A bulletin was distributed to all desktop administrators to advise them to immediately disable the Java Runtime Environment (JRE) ‘Auto-Update’ option for all Windows desktops that connect to BEN Financials. We strongly suggest you disable this Auto-Update immediately.

If the Auto-Update is enabled, the machine’s JRE version will soon be updated to JRE 7. JRE 7 is not yet certified for use with BEN Financials. Java 6 Update 33 (1.6.0_33) is currently the highest version of JRE that is supported. Further details on BEN Financials desktop requirements are located at: http://www.finance.upenn.edu/ben/benfin/desktop_req/requirements.shtml.

NOTE: JRE is not required for end-users that only have access to the Requisitioner responsibility or Shopper Role. JRE is also not required for Mac users.

If an end-user has any questions, contact your LSP. LSPs should contact the ISC Provider Desk at 215.573.4017 or prodesk@isc.upenn.edu if they have any questions.
10/14/11 BEN Financials SUN JRE v1.6.0_24 or higher needed to access BEN Financials.

JRE is NOT required for end-users that only have access to the Requisitioner responsibility or use the Shopper Role. Additionally, no change is necessary for MAC users since this change comes to the O/S directly with updates.

As of October 14th, all BEN Financials users should have JRE v1.6.0_24 or higher (JRE version 1.7.x will not be supported) installed on their workstations.

Use this link to verify the version of JRE that is installed on the workstation, http://java.com/en/download/installed.jsp. The recommended practice to obtain a supported version of JRE is to download it from the BEN server. Simply remove the existing version from the user’s workstation and the user will then be prompted to download the JRE when logging into BEN Financials.

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 prodesk@isc.upenn.edu

UPDATED 12/05/11 - An exploit has recently been released that takes advantage of a vulnerability that exists in many of the released versions of Java. Therefore, it is recommended that BEN users utilize SUN JRE version 1.6.0_29. To download version 1.6.0_29 please visit http://www.java.com/en/download/manual.jsp. As a reminder, DO NOT upgrade to upgrade to Java 7, as it is not yet certified for BEN.

Further update details: The vulnerability exists in Oracle Java SE JDK and JRE 7 (1.7.0) and JRE 6 Update 27 (1.6.0_27) and earlier. ISC is planning to update the Java client package delivered by the BEN server as soon as possible so that it provides JRE 6 Update 29. Until that time, the BEN server will continue to deliver the vulnerable JRE 6 Update 24 to systems that connect and that do not yet have JRE installed. For this reason, please be sure to pre-install JRE 6 Update 29 on any systems that will be accessing BEN Financials for the first time over the next several days. We will send another message to this list to let you know when the server has been updated to deliver JRE 6 Update 29.

UPDATED 12/16/11 - The BEN Financials server has been updated and it now delivers JRE 6 Update 29 to workstations that connect to BEN and do not yet have JRE installed. Effective Monday, December 19, Java 6 Update 29 (1.6.0_29) will be the only version of JRE that will be supported for use with BEN Financials.

NOTE: JRE version 1.7 is not supported

9/9/11 BEN Buys Error message received when user attempts to view ‘Requisitions I Have Approved’ RESOLVED 9/12/2011
End-users reported they were not able to view details for requisitions they have approved and received an “ERROR PAGE” when performing the following steps:

From the Requisitions Home Page
  • Under My Notifications, click on ‘Full List’
  • Click on ‘Approvals’ tab
  • From the drop down list select ‘Requisitions I Have Approved’
  • When selecting a Requisition number or requisition description, “ERROR PAGE” is received with the following message details: You have encountered an unexpected error. Please contact your System Administrator for assistance.
5/18/11 BEN Financials ‘Forgot Password’ function is not generating emails RESOLVED 9/23/2011
For detailed instructions on how to change your password using the BEN Self-Service Password Changer, click here

Currently, there is a problem with the BEN Financials “Forgot Password’ function. End-users who have forgotten their password can follow the instructions below as a temporary workaround to reset their password.

Workaround –
EFFECTIVE 5/18/11; use workaround until further notice
  • Click on the ‘Forgot your password?’ link at: https://benfprod.isc-seo.upenn.edu/OA_HTML/AppsLocalLogin.jsp
  • Send an email to benadmin@lists.upenn.edu stating you have submitted a request to reset your password
  • Someone from BEN Admin will advise you when your request has been manually submitted
  • End-user will receive an email from “Secure Share” containing the link to retrieve their temporary password
  • End-user will enter the temporary password to access BEN Financials

If you have any questions, feel free to call BEN Helps at 215.746.4357

2/16/11 BEN Buys Creating requisitions using Firefox v.3.0.19 or higher An end-user currently using Firefox versions 3.0.19 or higher in BEN Buys may receive a blank screen during the requisition check-out process. The following behaviors have been reported recently.

On the “Checkout: Requisition Information” page:
  • If an end-user hits the ‘Next’ button instead of ‘Edit Lines’ (if they are required to enter and/or edit Delivery, Account information or Attachments), the “Check Funds” message is received and once the user confirms the message, a blank page is displayed.
  • If an end-user goes into ‘Edit Lines’, enters the account information and hits the Continue button instead of Check Funds, the “Check Funds” message is received and once the user confirms the message, a blank page is displayed.
Current Workaround – if a blank page is displayed, you can “Refresh/ Reload” the page or click on the back browser button.
12/3/10 BEN Buys/ BEN Assets Tabs, Carriage Returns, Special Characters, etc. cannot be used in the ‘Description’ field when creating a Requisition for an Asset When creating a requisition for an asset (using object codes 1870, 1871, 1872, 1874 or 1877), refrain from tabbing, using carriage returns and/or special characters in the Description field(s) to avoid truncating fields on various Property Management reports.
1/13/05 BEN Financials Unable to export line detail information [by selecting File> Export from within BEN Financials] into an Excel spreadsheet REVIEWED 10/10/2013
If you continue to experience a problem exporting information from BEN Financials after completing the steps for “Configuring Excel” (which can be found on the BEN Financials Desktop Requirements page), refer to the following instructions to be sure your system has the correct Internet settings.

On the Internet Explorer browser
  • SelectTools> 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
UPDATED 02/10/2011
10/25/10 BEN Financials Users may experience the inability to reprint reports and inability to log back into an expired BEN Financials session. BEN Financials users are required to have the Sun Java Runtime Environment (JRE) installed on their workstation. It was recently discovered that there are issues related to mismanaged cookie sessions and printing with the Sun JRE version 1.6.18 through 1.6.20. Common symptoms are the inability to reprint reports and inability to log back in to an expired BEN Financials session.

If you experience any of these problems please contact your LSP to check the version of Sun JRE that is installed on your workstation. If the version is greater than or equal to 1.6.18 the software should be removed. The next time the user logs into BEN Financials the server will push down the server version of JRE, currently 1.6.15.

Note: The Sun JRE software is NOT required for end users who only have access to the Requisitioner responsibility.
7/20/10 BEN Balances In Journal Entry- G&C Cost Transfers responsibility, an error is received if an end-user bypasses the message to ‘update the journal line flexfield’ REVIEWED & RESOLVED 10/10/2013
An end-user will experience the following behavior if the context flexfield information is not entered on the journal entry line(s):

In Journal Entry- G&C Cost Transfers responsibility:
  • Complete the journal header
  • On the journal lines, enter the account information
  • Tab to the context flexfield at the end of the line
  • If you click ‘Enter’, ‘OK’ or ‘Cancel’ button to close out of the context box, you will receive an error “Update the journal line flexfield”
  • Click ‘OK’ to close the message pop-up box
  • If you close out of the context box a second time, the error is received again. This time, you are not able to click the ‘OK’ button to close out of the message
  • The screen is frozen and your work will be lost *Unlike receiving the double warning message when creating a journal entry that has a control total violation, the journal will not save any changes made*
  • The end-user will have to cancel their current session in BEN and create the journal entry again.
NOTE: The context flexfield information must be entered for every transaction line, including the offsetting line(s)
6/10/10 BEN Balances Calendar error received in Journal Entry responsibilities REVIEWED & RESOLVED 10/10/2013
An end-user will experience the following behavior when viewing results on a ‘reserved’ journal entry:

In Journal Entry responsibility:
  • Create a Journal
  • Reserve Funds
  • Click on the ‘View Results’ button (which is enabled after the journal is reserved)
  • Close the View Results form
  • Close the Journals form (the Calendar will open)
  • Close the Calendar
  • At this point, the following note will appear: “CALENDAR USAGE ERROR: GLXJEENT navigated directly to Calendar (check First/Next/Previous Navigation Block properties)”
  • Click “OK” button to close out of the pop-up message and return to the Enter Journals window
8/13/09 BEN Financials *NEW* Process to retrieve BEN Financials Extract files REVIEWED 10/10/2013
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.

REVISED 01/29/2010
ORIGINALLY REPORTED 8/17/2009
8/3/09 BEN Pays/ BEN Buys Ability to "Finally Close" Cancelled POs REVIEWED 10/10/2013
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.

REVIEWED 01/29/2010
ORIGINALLY REPORTED 8/03/2009
5/18/09 BEN Buys Noted Difference- Editing Charge Account(s) in "Edit Lines" during requisition checkout process REVIEWED & RESOLVED 10/10/2013
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.

REVIEWED 01/29/2010
ORIGINALLY REPORTED 5/18/2009
3/18/09 BEN Financials Internet Explorer 8.0 RESOLVED 3/04/2011
**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


REVIEWED 1/29/2010
ORIGINALLY REPORTED 3/18/2009
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 RESOLVED 1/29/2010
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

RESOLVED 1/29/2010
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:

  1. Cancel an EDI Invoice
  2. 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.
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.
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.  
7/23/04 Property Management Unable to submit a requisition REVISED 7/23/04
A user is unable to submit a requisition with 8 or more lines that require property management data. Currently, users may experience one of the two known symptoms:
  • In most cases there is NO error message received. If the user clicks on the Continue button after the property management data is entered- nothing happens. The system prevents the user from submitting the requisition. The only option available to the user is to click Cancel, go back to the Shopping Cart contents page and revise the requisition by deleting and/ or combining the requisition lines.
  • In other instances users will receive a Penn EC Customizations Error page. When this error is received, the only option available to the user is to cancel their current Requisition session. Log back onto the Requisitions Home page and recreate the requisition by deleting and/ or combining the requisition lines.
9/13/06 BEN Pays Querying Credit Memos Resolved 2/4/08
In BEN Financials, users may have encountered a problem viewing Supplier credit memos. It is known that when a user enters a "PO Number" as the search criteria some credit memos may not be returned if they were not matched to the purchase order. We are currently working to resolve this issue. In the interim, use the following navigation path and search criteria to view credit memos.

In PO Manager or Invoice Inquiry responsibility select: Inquiry> Invoices

From the Find Invoices screen enter one or more of the following search criteria: Supplier Name, Supplier Number, Credit Memo Number, Type, Amount and Dates. If you enter limited criteria, you will receive the following message:

"No blind queries allowed for this form. Please enter criteria in either vendor name, vendor number, purchase order number or invoice number" NOTE: The more search criteria entered, the more refined the search will be.

Select "FIND"

If there are any credit memos issued by the supplier, they will be listed.

For more details on how to process a search call BEN Helps at 746-HELP (4357) or go to the BEN Knows site: http://www.finance.upenn.edu/benknows/browse_topics/invoice_inquiry.shtml

10/10/07 BEN Buys Unable to view Receipt Transactions

RESOLVED 12/6/07
Currently there is a problem viewing receipts in PO Manager responsibility, Inquiry> Receipts. When you click on the “Transactions” button to view receipts entered on a purchase order the columns are overlapping.

The problem is currently being worked on. Until it has been resolved, use the following workaround to view receipt transactions.

Workaround: From the “Receipt Transaction Summary” form export the data into Excel by selecting File> Export. This will allow you to view all the fields that are normally available in the Transactions screen.

If you experience problems exporting into Excel look at the instructions to configure Excel on the Desktop Requirements page: http://www.finance.upenn.edu/ben/benfin/desktop_req/config-excel.shtml

03/01/06

BEN Pays

Procure to Pay Process Improvements

RESOLVED 10/26/07
Beginning March 1, 2006
Three new BEN Financials report have been developed to assist with identifying the following process exceptions within your organization, by Buyer/PO Manager.

  • Invoice Matching Holds on hold for more than a specified number of days (original measurement will be 30 days)
  • PO Invoices not entered in Accounts Payable within a specified number of days of the vendor invoice date (original measurement will be 30 days)
  • PO’s created after the vendor invoice date

The reports outlined below are available to the PO Manager and PO/CO Manager responsibilities in BEN Financials and should be used as tools to reduce and/or eliminate the above exceptions within your organization.

  • The 501. Matching Holds Report and 500. Matching Holds Extract has been modified to show “Days on Hold” and can be run to identify invoices on hold greater than 30 days.
  • The NEW 015. Invoice Creation Exceeds Vendor Invoice Date Detail Report can be run to identify exceptions by Buyer for your Org(s). 
  • The NEW 016. PO Created After Supplier Invoice Date Detail Report can be run to identify exceptions by Buyer for your Org(s). 
The measurement reports for P2P exceptions will be available to anyone with the BEN PO Manager and PO/CO Manager role.  More information on these reports can be found on the BEN Financials webpage
3/7/05 BEN Buys Error messages received when "Funds Check" is performed during the Power Checkout process RESOLVED 10/26/07
As a result of the "Funds Check" function implemented with the 11.5.9 upgrade, users receive the following error message ["Line..., Distribution… does not have sufficient funds. The budget account for this distribution is invalid] when they check funds and attempt to continue through the checkout process.

**PLEASE NOTE - if an end user is required to enter an account number during the requisition checkout process, we suggest that the "Proceed to Checkout" function is used instead of Power Checkout until the problem has been resolved**.
3/7/05 BEN Buys During Power Checkout- Unable to "Apply account to all lines" RESOLVED 10/26/07
There have been reports that Requisition ONLY users that use Power Checkout and enter the account information are unable to "apply the charge account to all lines".

**PLEASE NOTE - if an end user is required to enter an account number during the requisition checkout process, we suggest that the "Proceed to Checkout" function is used instead of Power Checkout until the problem has been resolved**.
1/3/05 BEN Balances ‘Journal Details’ window may appear within the Inquiry (Secured) responsibility, when performing Inquiry>Account RESOLVED 10/26/07
If the ‘Journal Details’ window appears, click on the X in the upper right hand corner of the form to close. Once the form is closed you can proceed with your inquiry. This is a known problem and we are currently working with Oracle to address the issue.
1/3/05 BEN Financials Two (2) "JInitiator Security Warning" boxes display – one after the other – the first time BEN Financials and the new JInitiator is accessed/ executed. When each warning box is displayed, there will be four (4) buttons displayed at the bottom of the box: “Grant this session”, “Deny”, “Grant always”, and “View Certificate”. RESOLVED 10/26/07
The JInitiator Security Warning certificate which reads, distributed by "DEF_NAME", authenticated by "DEFAULT_ORG" is a general message for this certificate.

The certificate is supported and despite the generic content of the message, it is okay to select "Grant always" when the certificate is displayed. Click the "Grant always" button at the bottom of each warning box. Again, you will only have to do this once - the first time BEN Financials and the new JInitiator is accessed/executed.
1/3/05 BEN Buys Purchase Orders created prior to 1/1/2002 no longer appear under “Items to Receive” RESOLVED 10/26/07
Any purchase orders created prior to January 1, 2002 will no longer appear in Requisitioner responsibility under your list of “Items to Receive”. In order to enter a receipt for these items use the PO Manager responsibility.
1/3/05 BEN Buys Cancel Cart in Approver Check-out gives a "Page Not found" error RESOLVED 10/26/07
In the Approver shopping cart content page when you hit Close Approver Cart you receive “The page cannot be found” message. If you want to discard any of the changes please leave that page by going back to the Notifications page and start over. Or click on Approver Checkout if you are satisfied with your changes.
1/3/05 BEN Buys Favorite Charge Account-Uninformative Message RESOLVED 10/26/07
In My Profile, when entering a code combination into your favorite charge account, you may receive “generic” messages such as “invalid or disabled code combination”. To get more descriptive information, use the code combination on the line level during the requisition check-out process.
5/24/04 BEN Financials/MarkView When printing an invoice image, the MarkView window freezes (and remains grayed out) until the image prints and clears the queue. RESOLVED 10/26/07
We are working with the software supplier to address this issue. However, please note that you can still toggle back and forth and use other applications on your desktop, including BEN Financials.
5/24/04 BEN Financials/MarkView When the user leaves the MarkView viewer window open and the application is either recycled over night or the application experiences an error, you are unable to exit out of the View Window by clicking on the 'X" box in the upper right corner of the View Window. RESOLVED 10/26/07
This can be avoided by closing all MarkView Viewer windows at the end of the day. However, if the Application receives an error and you need to close the grayed MarkView Viewer window, it can be closed by pressing Control-Alt-Delete and selecting Task Manager > Clicking on the Processes Tab > Highlighting the javaw.exe > Clicking on End Process > Selecting Yes on the Task Manager Warning message box > Closing the Task Manager.
2/25/04 BEN Financials Intermittent problems attempting to change passwords or logon to BEN Financials. RESOLVED 10/28/07
Microsoft has supplied a patch Q831167 to address this issue caused by Microsoft IE Security Patch Q832894. The new patch is expected to correct the intermittent problems users are experiencing. Some of the symptoms are listed below:

Password/Logon Issues
  • Problems when users attempt to change their passwords or attempt to logon to BEN Financials. When some users attempt to change their password, they receive a “Not Found” error or a “session is no longer valid” page where they are repeatedly presented with the logon screen.
If the patch has not been applied by your LSP, users should continue to use the following.

Work-Around:
At the “Your Password has Expired” page:
Enter:
  - old password
  - new password
  - repeat new password

You may receive a “Not Found” error page or a “session is no longer valid” page.

If you receive the “Not Found” error page:
  - Click the Back button
  - Retype your old/new passwords

If you receive the “session is no longer valid” error page:
  - Type in the User name and Password
  - Press Enter

If your first attempt at this doesn’t work:
  1. Press CTRL+R
  2. Click on the Retry button

If the screen continues to revert back to the “session is no longer valid” page, repeat steps 1 and 2 or re-enter the data

NOTE: If the patch has been applied and you still experience problems, please call BEN Helps 6-4357.
2/25/04 BEN Buys Internet Procurement problems when entering data and screen reverts to a blank/default entry screen. RESOLVED 10/28/07
Issues in Internet Procurement
  • Problems when creating requisitions via Internet Procurement. The data that is entered does not get accepted and the screen reverts to a blank/default entry screen. These problems have occurred in several different places when users:
    1. Non-Catalog Request page
      • Click on the flashlight to perform a supplier search OR
      • Click on the "Add to cart" button
    2. Marketplace and Non-Catalog Requests –Edit Charge Account Number page
      • Select the “Apply account to all requisition lines" OR
      • Click the OK button
    3. Marketplace and Non-Catalog Requests- Enter Notes and Attachments page
      • Click on the Continue button OR
      • Click on the “Add Attachments” link
    4. Marketplace and Non-Catalog Requests- Review Approver List & Enter Justifications page
      • Click on the Continue button
If the patch has not been applied by your LSP, users should continue to use the following.

Work-around:
When the screen reverts back to the blank/default entry screen:
  1. Press the “Refresh” icon located on the browser menu at the top of the page or press CTRL + R.
  2. One of the following will happen:
    • Screen will refresh with all of the data entered intact and you can resume your requisition
    • A pop-up message appears:
      “This page cannot be refreshed without resending the information. Click Retry to send the information again or click Cancel to return to the page you were trying to view.”
      Press the Retry button -the screen will refresh with all of the data entered intact and you can resume your requisition.
  3. If the screen continues to revert back to the blank/default entry screen, repeat steps 1 and 2 or re-enter the data.
NOTE: If the patch has been applied and you still experience problems, please call BEN Helps 6-4357.
4/16/03 BEN Financials Users are presented with a strange list of Responsibilities when logging onto the application -- for example, Alert Manager, Application Developer etc. RESOLVED 10/28/07
This strange list may display from time to time, but they cannot be accessed if you click on them. Please exit out of the Applications and log back in. Your correct list of Responsibilities should display properly.
5/9/02 BEN Buys/
Penn Marketplace
Various error messages with Internet Explorer for the PC RESOLVED 10/27/07
"Undefined Error" or "Error on Page"
This problem has been reported when adding non-catalog items to the shopping cart.

We have determined that one cause of this problem is when a user creates a requisition and clicks on the "Notification Status" tab to get the Purchase Order number from the Review and Submit form. This causes the "Error on Page" error resulting in the "Undefined" Pop-up message when the user tries to create another requisition.

A work around for this scenario is as follows:

Once the requisition has been submitted, click on the "Continue Shopping" link from the Review and Submit page which will take you back to the Ben Buys homepage. From this page you can view the requisition and retrieve the purchase order number by clicking on the requisition number under the "My Requisitions" section of the page.
5/9/02 BEN Buys Invoice hold due to multiple identical items on the requisition RESOLVED 1/3/05
When a requisition contains two or more lines that are exactly alike with respect to supplier, supplier part number, item description, and unit of measure, the PO will combine the quantities of the like lines into one line and create multiple shipment records -- one for each of the lines being combined.

This may result in the invoice being placed on hold when it's matched against the PO because the quantity being invoiced exceeds the quantity found on the first shipment record by more than the quantity tolerance. Generally, this should only occur for invoices processed electronically (EDI) and not those processed by AP personnel.

The current workaround is to manually place like items onto different requisitions.

This is recognized as a software problem and we are working with the vendor to stop the system from creating multiple shipment records.
2/18/02 BEN Buys/
Penn Marketplace
"Service unavailable" error message received when you click "Return to BEN Buys Shopping Cart" after shopping in the Penn Marketplace RESOLVED
This error is created when a user spends more than 30 minutes, in a single shopping session, in the Penn Marketplace. While we investigate a longer term solution, the recommended workaround is for each user to monitor the amount of time spent in each shopping session. If you approach 30 minutes:
  1. Click "Carts" on the tool bar OR the “Shopping Cart” icon at the top right of the page to display the current contents of your Penn Marketplace shopping cart
  2. Click “Return to BEN Buys Shopping Cart” to view the current contents
  3. Click the "Return to Shopping" link from the Shopping Cart Contents page or the "Home" tab
  4. Click the "Shop at Penn Marketplace" link to establish a new shopping session on the marketplace
Repeat the above steps each time your session approaches 30 minutes.
4/16/03 BEN Financials/
MarkView
Users cannot print more than one document/image during any one MarkView session.

RESOLVED 5/24/04
The manual workaround is to log completely out of BEN Financials & MarkView, log back in, and print the next document/image.

Alternatively, users may use their operating system's "Print Screen" key functionality to copy the window(s) with the image(s) to the Clipboard. User can then Paste the screen capture(s)/print(s) into a Word document and print from there.

There is a permanent workaround to address this problem: install version 4.2.12.2 of the MarkView web client & register the user with 4.2.12.2 via emailing benadmin@lists. Please contact your LSP for more information about installing version 4.2.12.2 of the MarkView Web Client. The user may then use either Netscape 4.7x or IE 5.5/6 to access MarkView (using 4.2.12.2). A couple of important points:

  • It is *NOT* necessary to un-install version 4.5.4.2 before installing 4.2.12.2. Both versions may exist on the same workstation without any issues.
  • We only recommend this 4.2.12.2 workaround for those users who are extremely inconvenienced by the above print/view problems. We want to keep as many users on 4.5.4.2 as possible, as this version will make future MarkView upgrades easier for LSPs going forward.
4/16/03 BEN Financials/
MarkView
Users cannot print multi-page invoices (or a single-page invoice with supporting attachments).

RESOLVED 5/24/04
The manual workaround is to print each page by itself (page-by-page), specifying which page to print via the Print dialog box.

Alternatively, users may use their operating system's "Print Screen" key functionality to copy the window(s) with the image(s) to the Clipboard. User can then Paste the screen capture(s)/print(s) into a Word document and print from there.

There is a permanent workaround to address this problem: install version 4.2.12.2 of the MarkView web client & register the user with 4.2.12.2 via emailing benadmin@lists. Please contact your LSP for more information about installing version 4.2.12.2 of the MarkView Web Client. The user may then use either Netscape 4.7x or IE 5.5/6 to access MarkView (using 4.2.12.2). A couple of important points:

  • It is *NOT* necessary to un-install version 4.5.4.2 before installing 4.2.12.2. Both versions may exist on the same workstation without any issues.
  • We only recommend this 4.2.12.2 workaround for those users who are extremely inconvenienced by the above print/view problems. We want to keep as many users on 4.5.4.2 as possible, as this version will make future MarkView upgrades easier for LSPs going forward.
4/16/03 BEN Financials/
MarkView
Invoice images for EDI vendors (e.g., Staples, Fisher Scientific etc.) do not display/print correctly. Some of the field labels display & print on top of one another.

RESOLVED 5/24/04
There is no manual workaround to correct this problem. Note that the "raw" invoice data is available in BEN Financials via the invoice inquiry function and is not affected by this display/print-only issue.

There is a permanent workaround to address this problem: install version 4.2.12.2 of the MarkView web client & register the user with 4.2.12.2 via emailing benadmin@lists. Please contact your LSP for more information about installing version 4.2.12.2 of the MarkView Web Client. The user may then use either Netscape 4.7x or IE 5.5/6 to access MarkView (using 4.2.12.2). A couple of important points:

  • It is *NOT* necessary to un-install version 4.5.4.2 before installing 4.2.12.2. Both versions may exist on the same workstation without any issues.
  • We only recommend this 4.2.12.2 workaround for those users who are extremely inconvenienced by the above print/view problems. We want to keep as many users on 4.5.4.2 as possible, as this version will make future MarkView upgrades easier for LSPs going forward.
6/12/02 BEN Buys Notification indicating "Document Manager failed with Error x while…"

Note: x is usually a number like 2.

RESOLVED 6/20/02
First, open the notification and click the "Retry" button at the bottom of the notification. This may restart the failed process and the notification will be closed and removed from your worklist automatically by the system. If you receive a second failure notification for the same Requisition or PO number, this means that the process was not able to restart successfully. Contact BEN Helps (6-HELP) to report the problem. Exit the notification, but leave it open in your worklist. Do not close, withdraw or re-submit the notification until you receive further instructions.

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