| BEN Financials (R12) Noted Differences as of November 26, 2012 | ||||
| Module | Responsibility | Menu/ Screen/ Topic | Old BEN Financials | Upgraded BEN Financials |
| BEN Financials | n/a | Login | Generate New UserName/Password | Login Assistance Page - for 'Forgot Password' and/or 'Forgot User Name' |
| BEN Financials | n/a | Passwords | Simple password that could be all letters in the same case, for example | Passwords are to be a minimum of 8 characters and include at least one uppercase letter, one lowercase letter, and one number |
| BEN Financials | All | Homepage Responsibility and Menus | Select a responsibility and menus appear on right side of screen | Menus appear beneath the responsibilities, i.e. stays on the left side of the screen |
| BEN Financials | User Preferences | User Preferences 'Known As' Field | Under the User Preferences responsibility, a user can set a 'Known As' name | Under the User Preferences responsibility, the 'Known As' field is no longer available |
| BEN Financials | Requisitioner PO Manager |
Encumbrances | n/a | Commitment (Requisition Encumbrance) entries are created for every approved requisition. The entries are relieved when the PO is created. |
| BEN Buys | Requisitioner PO Manager |
Requisitioner>Requisitioner Home Page>Requisition Tab | n/a | (Purchase) Order and Order Status have been added to the Requisitions list; the Order Number will only appear when the PO finally approved by a PO Manager |
| BEN Buys | Requisitioner PO Manager |
Requisitioner>Cart Check Out Requisitioner>Non-Marketplace Request Form Requisitioner>Requisition Review | n/a | Supplier Name is now displayed in the line details and for POs, on Notifications page under 'Subject' |
| BEN Buys | Requisitioner PO Manager |
Requisitioner>Checkout>Add Attachments | The 'Attention To' drop down has 'Miscellaneous' used for sending notes to Purchasing Services | The 'Attention To' drop down is now labeled 'Category' and 'Miscellaneous' is renamed 'To Purchasing' for sending notes to Purchasing Services |
| BEN Buys | Requisitioner PO Manager |
Requisitioner>Checkout | n/a | New Additional Information on the line to allow extra information to be sent to the Supplier, e.g. Quote #, Promo code, etc. |
| BEN Buys | Requisitioner PO Manager |
Requisitioner>Edit Lines | Account Segments - no description of account segments | Account segments - full description of account segments |
| BEN Buys | Requisitioner PO Manager Invoice Inquiry |
Requisitioner>Supplier List Inquiry>Suppliers |
Supplier Search options include: Supplier Name Supplier Number Supplier Type Active Supplier Diversity |
Supplier Search options include only: Supplier Name Supplier Number Supplier Type |
| BEN Buys | Requisitioner PO Manager |
Requisitioner | Searches/look up were case sensitive (it made a difference if you entered lowercase characters while searching) | Searches are NOT case sensitive |
| BEN Buys | Requisitioner PO Manager |
Requisitioner>Requisitioner Home Page | Purchasing News (i.e. Breaking News, P-2-P, Buyers Guide, etc.) is located on the bottom left | Purchasing News (i.e. Breaking News, P-2-P, Buyers Guide, etc.) is location on the right - below the Shopping Cart. |
| BEN Buys | Requisitioner PO Manager |
Requisitioner>Requisitioner Home Page | The 'Shop', 'Requisitions', 'Receiving' tab is location on the top - right | The 'Shop', 'Requisitions', 'Receiving' tab is location on the top - left |
| BEN Buys | Requisitioner PO Manager |
Requisitioner>Requisitioner Home Page | Text link to shop at the Penn Marketplace | Penn Marketplace logo link is included along with the text link to the Penn Marketplace |
| BEN Buys | Requisitioner PO Manager |
Requisitioner>Checkout>University Contact Information | n/a | Under University Contact Information, E-mail address field added and printed on PO to Supplier |
| BEN Buys | Requisitioner PO Manager |
Requisitioner>Checkout>University Contact Information | Under University Contact Information, Phone Number fields were aligned vertically | Under University Contact Information, Phone Number fields are aligned horizontally on one row |
| BEN Buys | Requisitioner PO Manager |
Requisitioner>Checkout>Edit Lines | [Next] appears on Req Information page, however all PO Managers need to click on [Edit Lines] first | [Next] on Req Information page is removed and [Edit Lines] is renamed [Edit Lines Next] as this is the only option here for PO Managers |
| BEN Buys | Requisitioner PO Manager |
Requisitioner>Checkout>Edit Lines | Clicking on [Continue] brings users back to the Req Info page (page with the Univ Contact Info) | Clicking on [Continue], after [Check Funds] advances the user to Approvals page (Step 2 of 3) |
| BEN Buys | Requisitioner PO Manager |
Requisitioner>Checkout>Add Attachments | The 'Name' field appears at the bottom of the attachment entry page | The 'Name' field is now labeled 'Title' and appears at the top of the Add Attachment page |
| BEN Buys | Requisitioner PO Manager |
Requisitioner>Checkout>Approvals | You have Change First Approver and/or Add Approvers to make adjustments as needed | [Change First Approver] and [Add Approvers] are replaced by a single button [Manage Approvals] |
| BEN Buys | Requisitioner PO Manager |
Requisitioner>Supplier List Requisitioner>PO Action History | n/a | You can now save your searches by clicking [Save Search] on the right side of the screen |
| BEN Buys | Requisitioner PO Manager |
Requisitioner>Supplier List Requisitioner>PO Action History Requisitioner>Shipment Information | Home icon is located on top, center | Home is a text link at the top and to the right that now reads 'Close Window' |
| BEN Buys | Requisitioner PO Manager |
Requisitioner>Supplier List | The 'Diversity' column displayed in the results | The results 'Minority Owned', 'Woman Owned' and 'Small Business' replaced the Diversity column |
| BEN Buys | PO Manager | Reporting>Run Report | 900 Report shows Qty Ord | 900 Report no longer shows Qty Ord |
| BEN Buys | Invoice Inquiry PO Manager | Supplier Search | Can search by 'Diversity' and 'Active Supplier' | Can no longer search by 'Diversity' and 'Active Supplier' |
| BEN Buys | Invoice Inquiry PO Manager | Inquiry>Invoices | Invoices matched with unit price different from PO unit price; did not add a line for Invoice Price Variance | Invoices matched with unit price different from PO unit price; adds a line for Invoice Price Variance |
| BEN Buys | Invoice Inquiry PO Manager | Inquiry>Invoices | Invoice Inquiry has Header and a button for Distributions | Invoice Inquiry now includes Header and Lines tab which includes Distributions |
| BEN Buys | Invoice Inquiry PO Manager | Inquiry>Invoices | Find Invoices screen uses 'Supplier Name' | Find Invoices screen uses 'Trading Partner Name' in place of Supplier |
| BEN Buys | Invoice Inquiry PO Manager | Inquiry>Invoices | From Invoices screen, the Overview button is immediately available | The 'Overview' button is available only after clicking on the View Payments tab, and then [Payment Overview]; it's titled [Invoice Overview] |
| BEN Buys | Invoice Inquiry PO Manager | Inquiry>Invoices | If invoice header amount does not equal invoice distribution amount then invoice goes on 'Dist Variance' Hold | The 'Dist Variance' Hold still exists. However, since Oracle added concept of Header, Lines, and Distributions in A/P a new 'Line Variance' Hold was added. |
| BEN Buys | Requisitioner PO Manager Invoice Inquiry |
Requisitioner>Supplier List Requisitioner>PO Action History Requisitioner>Shipment Information | Information search is based in Oracle 'forms' | Information changed to web-based screens |
| BEN Balances | GL Inquiry | Inquiry>Funds Available Journals>Enter | n/a | New Field = Ledger; Defaults to Penn General Ledger |
| BEN Balances | GL Inquiry | Inquiry>Funds Available | Encumbrance Types = Requisition Encumbrance and Encumbrance | Encumbrance Types Requisition Encumbrance = Commitment Encumbrance = Obligation |
| BEN Balances | GL Inquiry | Inquiry>Account | Account Inquiry drill down all within forms (no intermediary step to go to framework page) | When you click on [Drilldown] to go to the Invoice Details form, a 'web' screen appears from which the user can click on [View Transactions] to view the traditional invoice information |
| BEN Balances | Journal Entry | Journals>Enter Journals>Encumbrance |
'Source' field is in the journal header | The 'Posting', 'Source' and 'Reference' fields are in the Other Information tab |
| BEN Balances | Journal Entry | Journals>Enter | After checking funds, clicking on [View Results] takes you to a 'form' | After checking funds, clicking on [View Results] takes you to a 'web' page. Same information. |
| BEN Buys and BEN Balances | GL Reporting PO Manager | Reporting>Run Report | User has option to utilize Oracle viewer or open reports in default browser (Oracle viewer is default) | Web browser will be defaulted for all users |