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