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University of Pennsylvania
Suite 318 Franklin Building
3451 Walnut Street
Philadelphia, PA 19104
215.746.4357 (Phone)
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[ BEN Financials ]

501. Matching Holds Report
Documentation :|: BEN Balances Report Documentation :|: Quick View

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Last Updated: 6/1/06

The report can be used to identify invoices on hold and the number of days each invoice has been on hold, calculated from the first day the hold was placed to the date the report is run. This report itemizes multiple holds from purchase order lines by invoice number. 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 report is unsecured and can be run from the following responsibilities:

PO Manager
PO/CO Manager
Research Services Manager

Senior BA Reporting

Sort Order:

The report sort is by PO Number, Invoice Number, PO Line Number.

Parameters:

BUYER, ORG OR FUND. This report requires at least one of the parameters to be entered. If FUND is used as a parameter, see the details below.

BUYER

§         ALL invoices on Hold for that particular buyer for any account combination.

ORG

§         ALL invoices on Hold for any Purchase Orders processed with an account distribution using the specified ORG number.

FUND

§         ALL invoices on Hold for any Purchase Orders processed with an account distribution using the specified FUND number. If the fund value entered is 000000 or 000011, a second parameter of BUYER or ORG must be used.

If a second parameter is not entered, the report will complete with a Phase: Completed, Status: Error. You can view the "Error Status" from the Reports Request form. Click on the View Log button and the following error message will be shown. ERROR: MSG-01000- Please enter an additional parameter (Buyer or ORG) for this Fund.

File Layout:

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

Column #	Column Heading
1	PO Num
2	Buyer
3	Supplier Name
4	Line Num
5	Invoice Num
6	Invoice Date
7	Invoice Amount
8	Hold Type
9	Days on Hold
10	Qty/Amt Ordered
11	Qty/Amt Billed
12	Qty Rec

The report will have one row for each PO/Invoice/Hold (unique hold type).

Last Page of the Report:

Report Parameters
The parameters used to request the report are printed on the last page as confirmation of what was requested. If the hold data returned to you in the report are not what you expected, the report parameters list is a useful first place to start. At a minimum, you can verify the range of values you provided at the time you submitted the report.

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
Quantity Received	X		X
Max Ship Amount		X	X
Final Matching			X	X
Items Not Ordered		X	X
Invoice Buckslip		X	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. (This applies to all PC and/or Mac users)

From MarkView, the View Manager must be activated in order to "Markup" an invoice.

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

§ Hold Resolution Sticky Note - To CANCEL an invoice, apply the Sticky Note on a blank portion of the invoice and include a detailed reason for non payment.

§ Email to apsup@pobox.upenn.edu -

Except for invoices placed on Qty Rec Hold, Mac OS 9.x users without Virtual PC will need to send an email to apsup@pobox.upenn.edu
All PC and/or Mac users need to respond to Final Matching and Invoice Buckslip Holds by sending an email to apsup@pobox.upenn.edu.

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