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[ BEN Financials ]

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

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Last Updated: 06/01/06

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
Final Matching	Final Matching
Items Not Ordered	Item Not Ordered
Invoice Buckslip	Invoice Buckslip

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 Name	80
14	Requisition Preparer	240
15	Requisition Number	20

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

File Transfer:

When the request completes successfully and the file has been created under the specified name, it will automatically be placed in the user's home directory on the BEN Financials FTP server, where it is available for transfer to the user's workstation. The filename will be the name provided in the parameter at the time the extract was submitted. For more information, please refer to Section 8, REPORT EXTRACTS at http://www.finance.upenn.edu/ben/benfin/documentation/reportdoc/.

Note: Files will remain on the FTP server for a period of 5 days. After that time, the files are deleted in order to manage the space on the server.

Action Required:

PC, Virtual PC and Mac OS 10 users, refer to the following chart.

Hold Type	Enter Receipt	PO Creator Approved Stamp	Hold Resolution Sticky Note	Send Email to apsup@pobox
Quantity Ordered	X	X	X	X
Quantity Received	X	X	X	X
Max Ship Amount	X	X	X	X
Final Matching	X	X	X	X
Items Not Ordered	X	X	X	X
Invoice Buckslip	X	X	X	X

§ Enter receipt(s) in BEN Financials for invoices that are placed on Qty Rec Hold.

§ To Approve payment of an invoice, apply the PO Creator Approved Stamp on a blank portion of the invoice.

§ To Cancel or place an invoice on hold, apply the Hold Resolution Sticky Note and include a detailed explanation

§ MAC OS 9.x users without virtual PC should respond to AP alerts by sending an email to apsup@pobox.upenn.edu.

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