From: APSup <dofapsupp@pobox.upenn.edu> Sent: Monday, April 20, 20XX 8:05 AM To: Russell, Kurt Subject: You have invoices in your Web Inbox

Hello KURT RUSSELL,

You have at least one invoice to review in your BEN Pays Web Inbox. Please log in and provide the necessary approval or resolution.

Login to the Web Inbox with your BEN Financials Username and Password from this URL:

BEN Pays Web Inbox

Please do not reply to this e-mail. If you have questions about accessing the Web Inbox or processing invoices, please refer to the Managing Holds Quick Reference Guide or the Invoice Imaging (Markview) User Guide. If you have additional questions please contact BEN Helps at 6-HELP (215-746-4357).

MANAGING HOLDS QRG

Email Notice

• If an invoice for a PO for which you are the Buyer is on ‘Hold’, an e-mail will be sent to you daily until the ‘Hold’ has been resolved.

• Click on the BEN Pays Web Inbox link from the e-mail

Markview Login

• Your browser session will now connect to MarkView:

• Enter your User name and Password Same as BEN Financials

• Click [OK]

Markview Home

• You will arrive at the MarkView Home screen

• You will arrive at your ‘Current Inbox Items’

This guide outlines the steps to remove a ‘Hold’ on a Purchase Order. For additional information click on the Invoice Imaging (Markview) User Guide.

Click on AP Invoices or

Web Inbox

Click on Invoice Number to view invoice image, details and actions

Last Updated April 13, 2020

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MANAGING HOLDS QRG Markview Viewer

1. Document properties: Provides information about the document displayed in the viewer, including document type, current queue, document name, and the Navigation tab selected.

2. Navigation: Lets users navigate to document detail sections. Contains comprehensive information about documents, including document source, receipts, and Holds and Payments.

3. Actions: Lets users move the invoice to another step in the workflow using:a. Resolve Holds – use to Approve payment of invoice with Max Ship & Qty Ordered

Holds onlyb. Route to Accounts Payable – use to Cancel or other reasonc. Request Comment – use to send the invoice on hold to a PO Manager for review and

comment. Click here for more information on ‘Request Comment’.4. Detail section: Contains comprehensive information about the document, such as PO line details

and document history.5. Output: Lets users email and print documents.6. Image area: Lets users control the appearance of the viewer, such as changing the default zoom or

using thumbnails to quickly move through multiple-page documents. Gives user the ability to undock and dock the Image View window. Additional Details contain comprehensive information about the document.

7. Annotations: Lets users highlight information and makenotes.

8. Document image: Displays the captured image.9. Quick Info Settings: Click on the to access the available

information to view in the Quick Info box.

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Please Note: Only the Resolve Holds and the Route to Accounts Payable actions transition the invoice.

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MANAGING HOLDS QRG • After reading the instructions in the ‘Message’ area, decide to:

o Approve an Invoice for Payment (i.e. Pay Invoice) or o Cancel an Invoice (i.e. Not to Pay Invoice)

To Approve an Invoice for Payment

• Click on [Resolve Holds] Note: Comment box appears

and reads: OK to Pay in accordance with University Policies.

• Click [OK]

To Cancel an Invoice or Other Reason

• Click on [Route to Accounts Payable]

• When the Comments Box pops up, enter the reason for returning the invoice back to Accounts Payable, e.g. Cancel invoice. Wrong amount invoiced.

• Click [OK] AP will return invoice for comment if reason

requires add’l information

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MANAGING HOLDS QRG

Additional Features – Return To, Request Comment and Email Document

Return To • Action used to respond to Request Comment from AP • Enter response in Return To comment box

Request Comment • Use when more information is needed from another user

Email • Send an e-mail w/link or PDF of invoice image w/your

comments for others to review − Reviewer CANNOT apply ‘Actions’

• Reviewer can use Annotations (Yellow Highlight, Blue Sticky Note, etc.)

Hold Resolution Grid

Hold Type Approve Invoice Cancel Invoice Quantity Ordered Hold (Qty Ord)

Click on ‘Resolve Holds’ Click on ‘Return to Accounts Payable’ with the reason for cancellation in the comment box Important! Please do not click on ‘Resolve Holds’

Maximum Shipment Hold (Max Ship Amount)

Click on ‘Resolve Holds’

Quantity Receipt Hold (Qty Rec)

Log on to BEN Financials and process receipts via Requisitioner or PO Manager Responsibility. No further action is needed. Please DO NOT use ‘Resolve Holds’ or ‘Route to Accounts Payable’ to indicate ‘OK to pay’. These will not remove the Hold.

Multiple Holds Click on ‘Resolve Holds’. If one of the holds is a QTY REC Hold, log on to BEN Financials and process receipts via Requisitioner or PO Manager Responsibility.

Request Comment (170_SYSTEMS_HOLD)

Review message sent by Accounts Payable in the Quick Info section. Read the comment and click on ‘Return To’ with information requested.

BEN Helps 6-HELP (215-746-4357) BEN Knows http://www.finance.upenn.edu/benknows/ or the

BEN Pays Invoice Imaging (MarkView) User Guide

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