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3451 Walnut Street
Philadelphia, PA 19104
215.746.4357 (Phone)
215.898.0817 (Fax)

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[ BEN Pays Fast Facts ]

BEN Pays FastFact:

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.


BEN Pays FastFact:

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


BEN Pays FastFact:

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


BEN Pays FastFact:

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


BEN Pays FastFact:

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


BEN Pays FastFact:

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


BEN Pays FastFact:

To correct a receipt, send an e-mail to apsup@exchange.upenn.edu to request that the receipt is reversed/ corrected. The e-mail should include the following information: Purchase Order number, PO Line number, Purchase Order Charge Account, Purchase Order Receipt number, and Quantity/Amount the receipt should be. Accounts Payable will contact you when the correction has been made. Be sure to provide your contact information (phone number and email address) in the email.


BEN Pays MacFact:

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


BEN Pays FastFact:

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).


BEN Pays FastFact:

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


BEN Pays FastFact:

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


BEN Pays FastFact:

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


BEN Pays FastFact:

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 Pays FastFact:

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.


BEN Pays FastFact:

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.


BEN Pays FastFact:

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.


BEN Pays FastFact:

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.


BEN Pays FastFact:

Invoices should be submitted directly to Accounts Payable for processing.


BEN Pays FastFact:

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


BEN Pays FastFact:

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


BEN Pays FastFact:

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

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BEN Pays FastFact:

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


BEN Pays FastFact:

Accounts Payable now has the ability to Finally Close Cancelled Purchase Orders. This option will help end-users clean-up any "cancelled" purchase order(s) that appear on their 900. Uninvoiced Receipts report.

NOTE: By Finally Closing a “Cancelled” Purchase Order, the uninvoiced receipts will drop off the 900 report.

Send an email request to "Final Close" a purchase order to apsup@exchange.upenn.edu and include the following details: Purchase Order Number, Buyer’s Name, Supplier Name and Reason for requesting to final close the purchase order.

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Fast Facts


FastFacts are useful tips about BEN Financials. To see a complete FastFact, click MORE. To view all of the FastFacts click on 'FastFacts' from the left navigation column.
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