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[ BEN Financials ]

500. Matching Holds Extract
Documentation :|: BEN Balances Report Documentation :|: Quick View

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Last Updated: 09/10/14

This process summarizes multiple holds from a purchase order line that are defined in the system by invoice number. It also identifies the number of days each invoice line has been on hold calculated from the first day the hold was placed to the date the extract is run. Therefore, any invoice retrieved could have one or more holds applied to a purchase order line and the duration of the hold for each line individually. The holds include the following:

Holds Look Up Code
Quantity Ordered QTY ORD
Quantity Received QTY REC
Max Ship Amount Max Ship Amount
Items Not Ordered Item Not Ordered

This extract is unsecured and can be run from the PO Manager or Senior BA Reporting Responsibility. This extract allows the user to create a SPACE delimited extract of the Invoice Holds data for any given:

-  CNAC or ORG
-  CNAC/ FUND or ORG/ FUND combination

If FUND is used as a parameter, a CNAC or ORG must be entered.

Sort Order:

The extract file is not sorted in any particular order. Since this is a "generic" extract designed to serve multiple purposes, each user can choose how best to sort the data once it has been transferred to a local workstation.

Parameters:

This extract has the following parameters: CNAC/ORG/FUND and FILE NAME

  • The user MUST enter a CNAC and/ or an ORG for their school/ center as a parameter. The CNAC, ORG and FUND parameters are from the distribution line used on the purchase order.
  • Enter a valid file name (no spaces) in the FILE NAME parameter- The extract will need the file name to determine how to name the extract file. Spaces and special characters are not allowed in the file name- an error will show up in the Request Log.

The extract will fail with an error if both the CNAC and ORG parameters are left blank. Errors will show up in the View Log of the Requests form.

File Layout:

From left to right, the columns provide the following information:

Field Position # Description Maximum Length
1 Account CNAC Value 3
2 Account CNAC Description 240
3 Account ORG Value 4
4 Account ORG Description 240
5 Buyer (Full Name of Buyer) 240
6 PO Number 20
7 Invoice Number 9
8 Invoice Date 11
9 Invoice Creation Date 11
10 Hold Creation Date 11
11 Days on Hold 5
12 Hold Lookup Code 40
13 Supplier Code 80
14 Requisition Preparer 240
15 Requistion Number 20

The extract will have one row for each PO/Invoice/Hold (unique hold lookup code).

File Transfer:

Once the report successfully completes, an *email will be sent to the user notifying them that the file is ready for retrieval and the file will be placed in the Secure Share File Exchange Service, where it will be available to download to the user’s workstation. The file name will be the name provided in the parameter at the time the extract was submitted. *Note: An email will be generated only if you have an accurate email address in Penn’s online directory. Otherwise, if you do not have a valid email address, in the Penn online directory, no email notification will be sent, but your file will be available on Secure Share once the report extract completes. To verify or update your record in the Penn online directory, go to www.upenn.edu/directories. You must enter your PennKey and password to access your record.

  1. Navigate to Secure Share at: https://medley.isc-seo.upenn.edu/secureShare/jsp/fast.do
  2. Enter your Pennkey and Password to login
  3. Click on the 'Receive Documents' link
  4. You will see the notification of the extract(s) under 'Subject'
  5. Click on the extract link – this will open up the notification with the extract document in it
  6. Click on the link with the extract name and save the document

Please note the following regarding the Secure Share file retrieval:

  • Secure Share is available to all Penn faculty and staff with a valid PennKey and PennKey Password at: https://medley.isc-seo.upenn.edu/secureShare/jsp/fast.do
  • Uploaded files will remain available for 30 days
  • Once a file has been downloaded by a recipient, it is only available on Secure Share to that recipient for the remainder of that day.
  • Once a file has been downloaded by all recipients, it will be deleted from Secure Share
  • Recipients should contact the sender directly if they have problems retrieving a file

For more information regarding Secure Share, visit:http://www.upenn.edu/computing/security/secure-share/

For more information, please refer to Section 8, REPORT EXTRACTS at http://www.finance.upenn.edu/ben/benfin/documentation/reportdoc/guide8.shtml

Action Required:

To Release Hold To Release Hold To Cancel Invoice
Hold Type Enter Receipt Holds Resolved Markup Route to Accounts Payable Markup
Quantity Ordered X X
Quantity Received X X
Max Ship Amount X X
Items Not Ordered X X
  • Enter Receipt - From Requisitioner or PO Manager responsibility in the BEN Financials, enter receipts for the Purchase Order lines that have been invoiced.
  • Holds Resolved Markup - To APPROVE payment of an invoice. Comment is not required.
  • Route to Accounts Payable Markup - To CANCEL an invoice. In the Comment section include a detailed reason for canceling the invoice.
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