BEN Pays - MarkView Workshops

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1 BEN Pays - MarkView Wrkshps Overview MarkView Hlds Business prcess PO Manager gets ntificatin and checks web inbx PO Manager reviews the Hld, purchase rder, and invice PO Manager determines if the invice shuld be paid r nt PO Manager takes the apprpriate actin with the Supplier if items need t be returned Frm: Accunts Payable Sent: Mnday, December 01, 20xx 11:01 PM T: BEN Buys PO Manager Subject: Yu have invices in yur Web Inbx Hell (Yur name will appear here) Yu have at least ne invice t review in yur BEN Pays Web Inbx. Please lg in and prvide the necessary apprval r reslutin. Lgin t the Web Inbx with yur BEN Financials Username and Passwrd frm this URL: BEN Pays Web Inbx Please d nt reply t this . If yu have questins abut accessing the Web Inbx please cntact BEN Helps ( ). PO Manager applies the apprpriate MarkView stamp supprting the decisin (and/r prcesses receipts in BEN Buys) PO Manager cnfirms that the actin has been successfully cmpleted Only the Buyer f the PO (r their alternate assignment designee) can apprve r request cancellatin f the invice Web Inbx lists invices n hld awaiting review Infrmatin shwn includes Invice Number, Supplier Name, PO Number, Invice Date, and Amunt Invice Number is a link that will pen invice fr review An ntificatin fr invices n hld will be sent daily 1

2 Key Markup Stamps Hlds Reslved Apprves the invice fr payment Rute t Accunts Payable Sends the invice t Accunts Payable with instructins t cancel the invice withut paying it (i.e. Cancel Invice because give reasn as apprpriate) Cmment Requested Used by Accunts Payable t request mre infrmatin r clarificatin, and/r address items n an invice that were nt rdered n the crrespnding purchase rder (Accunts Payable will usually phrase the questin in the frm f a yes/n questin) Return T Used by the Buyer t respnd t a Cmment Requested markup (respnd, Yes, d xyz because. r N, d nt d xyz because.. ) Hlds Types and Actins Wrkshps Lg int BEN Pays MarkView Wrkshps --- STDT03XX Cmplete the wrkshps belw by answering the questins and perfrming the apprpriate tasks Fllw the instructins in the Message Area at the tp f the page n each invice Prvides infrmatin n the invice hlds and instructins t fllw Blue icns are instructins Red icns are warnings r alerts 2

3 Case #1 Fax Plus Systems, Inc. Fax Plus Systems, Inc. has billed yu fr tw fax machines at $856 each fr a ttal f $1,712; plus shipping and handling. Hw d yu enlarge the invice image? What type(s) f hld(s) have been placed n this invice? What has happened in this situatin t cause the invice t be put n Hld? Hw did yu figure ut what happened? Hw wuld yu reslve this Hld? D yu have t cntact the Supplier r Accunts Payable? Hw? Hw d yu cnfirm that the invice has transitined back t AP? Case #2 Philadelphia Catering C. Yu placed an rder with Museum Catering fr an Old Guard Lunch. The PO is fr $7,500, split between a depsit f $2,500 and the remaining balance fr $5,000. The depsit has already been billed and paid. Yur agreement with the caterer was that the balance wuld be paid nce the event has been cmpleted. The event has been very successful with mre attendees than anticipated and, as a result, mre fd and drink than expected was needed. The final invice is fr $6,875. What type(s) f hld(s) have been placed n this invice? Hw did these Hld cme abut? Which PO Line(s) are n Hld? Why? Hw shuld the Hld be reslved? Answer Where can yu find infrmatin abut each f the PO Lines? 3

4 Answer Hw much mney shuld Museum Catering be paid? Why? Answer Hw d yu cnfirm that the invice has transitined back t AP? Hw wuld yu prcess a receipt? Case #3 Fisher Scientific C. The invice frm Fisher Scientific is billing fr a desk and chair. The invice is nw in yur Web Inbx. What type(s) f hld(s) have been placed n this invice? Why? Lking at the PO Line Details, what can yu tell abut what was rdered? Hw wuld yu reply t the Accunt Payable request fr cmment? Hw d yu return an item that yu d nt need/want? Hw d yu cnfirm that the invice has transitined back t AP? Case #4 Shihadeh Carpets New carpets were needed in yur ffices and cnference rm. Yu received bids and settled n Shihadeh s bid f $25,000. A PO was created fr $25,000, the price yu negtiated with the Supplier. After the Supplier received the PO, an installatin date was scheduled. The installatin was dne n schedule and t yur satisfactin. Once the installatin was cmpleted, the Supplier sent an invice fr the agreed upn amunt f $25,000. Hwever, the invice is nw shwing up n yur Hld list. Why did yu btain bids? Where did yu check t see if this was an apprved and/r Cntract supplier? Which markup stamp shuld be placed n the invice t reslve the Hld? Shuld a Blue Sticky Nte r Green Text stamp be put n the invice? 4

5 Case #5 Advanced Office Envirnments (AOE) Yur Supervisr asks yu t rder new chairs; ne (1) fr the Manager and three (3) fr the rest f the ffice (ttal 4 chairs). Yu lk thrugh AOE s catalg and find suitable chairs and create a purchase rder fr 3 desk chairs and 1 manager chair. Based n the infrmatin in the catalg, yur P.O. has ne line fr $ (3 ffice chairs) and a secnd line fr $ (1 manager chair). The invice is n Hld. What type(s) f hld(s) have been placed n this invice? Is there any discrepancy in the number f Lines and Items between the purchase rder and the invice? Why is there a mistake in the amunt billed? Hw shuld the Hld be reslved? 5