The University's Procure-to-Pay process is the suite of web-based applications that
support University-wide need to purchase and pay for required products and services.
The BEN Buys purchasing system along with the
Penn Marketplace, Penn's private supplier exchange,
is the University's primary buying method. Most product and service requirements are
to be satisfied using a University purchase order. Purchase orders can only be created
for and issued to those suppliers that have been added to the supplier database by
The MasterCard Purchasing Card is a secondary buying
method that compliments BEN Buys. The Purchasing Card is to be used for low dollar
transactions (<$1,000) with non-contract and non-marketplace suppliers.
Within the BEN Pays system, payment terms are
established for each supplier. Supplier purchase order invoices processed by
Accounts Payable will reflect those terms and the payment due date will automatically
be calculated by the system. Accounts Payable does not designate a payment date as
this is entirely system driven. For example, a supplier invoice dated July 1, 2006 is
received by Accounts Payable on July 9 and is entered into BEN Financials on July 10.
Since our standard payment terms are "Net 30", the system will automatically
calculated a payment due date of August 4, 2006. Checks are printed and usually mailed
out the same day.
All supplier invoices are be sent electronically, mailed or faxed to the University's
Accounts Payable department. All invoices are then image enabled and are automatically
matched to the purchase order, and then encumbrances can be automatically relieved.
Invoices are available via the Internet to the requisitioner, purchaser and/or buyer
to view, process or reconcile any disputes. In the case where the invoice can not be
matched within tolerance to the purchase order and processed, the end user is sent an
electronic email alert and is able to view the invoice, (again via the Internet) and
instruct Accounts Payable or post an action regarding the invoice. This automatic
routing and processing of the invoice is enabled via the 170 Systems MarkView software
which uses a workflow action to route and queue the invoice for appropriate processing.