Selecting the "Save" action on the Hold Resolution Sticky Note and/or PO Creator Approved stamp will automatically append and save the stamp to the image and transition the document to Accounts Payable.

Users are unable to apply multiple stamps on the same invoice.

Once users select "Save", they are unable to take any further action on that invoice.

New "Save process"- users NO LONGER have to use the disk icon on the tool bar to save markups for Hold Resolution Sticky note or PO Creator Approved Stamp

New "Holds Resolved" icon replaced the "Hold Resolution" icon.

Checks in the system with a status of "cleared but unaccounted" have cleared the University's account.

To correct a receipt, send an e-mail to apsup@pobox.upenn.edu to request that the receipt is reversed. The e-mail should include the receipt number, receipt amount and original purchase order amount. Accounts Payable will contact you with further instructions. Be sure to provide your contact information (phone number and email address).

MAC users without Virtual PC must send an email to apsup@pobox.upenn.edu with instructions on how an invoice should be handled (pay or cancel).

MarkView Approval stamps or Hold Resolution notes should only be placed on invoice images within your Working Folder. Transition of the image is dependent on the image being in a specific work queue when the markups are applied. Do not apply the markups from within the BEN Financials application (On the Invoice Inquiry form, clicking on the paper clip icon).

Information on an invoice should not be highlighted. Once scanned in the system by AP, the data is not readable.

All PO invoices require a valid purchase order and invoice number on them.

Orders should not be placed over the phone to a supplier.

A W-9 is required for all individuals in order to be added to the vendor database. In addition, a W-9 is required for all individuals at the beginning of each calendar year in order to remain active in the vendor database.

BEN Financials requires that a supplier’s invoice number must be unique, meaning the exact invoice number can only be used once to anyone across the university.

When the university issues a check to the supplier, the invoice number along with the invoice description appear on the check advice in the description field.

If an EDI supplier receives an error notification for any reject reason except for “purchase order is finally closed”, they should resubmit invoices via EDI.

If suppliers have questions that an end user is unable to answer, they should be directed to the appropriate Accounts Payable representative assigned to that supplier.

Invoices should be submitted directly to Accounts Payable for processing.

Purchase Orders should be created prior to receiving a supplier’s invoice.

EDI invoices can not be cancelled. Approve the invoice for payment and request a credit memo from the supplier.

Valid reasons to request cancellation of an EDI Invoice:

1. Duplicate Invoice
2. Invoice(s) processed on the incorrect purchase order number
3. The Buyer or department references a valid invoice and check number

In Invoice> Inquiry responsibility, Holds tab, the Receipt & Receipt Quantity information is not used at Penn.

Fast Facts