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BEN Buys Purchasing System

Penn P2P Procure-to-Pay 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 and issued to those suppliers that have been added to the supplier database by Purchasing Services. When using BEN Buys, faculty and staff are required to utilize preferred contract suppliers and marketplace participating suppliers to satisfy their purchase requirements. Preferred contract suppliers enabled in the Penn Marketplace provide most commonly ordered products and services at negotiated "least total cost". These suppliers also provide high quality customer service and support and Penn specific product and pricing promotions. Many provide next day delivery for in-stock products.

BEN Buys facilitates a seamless, end-to-end electronic process for the entire "procure-to-pay" process, including automatic relief of encumbrances, self-service purchasing and access and ability to process at the point of demand. The system fosters a "paperless" environment, while making information readily accessible to the buyer or an administrator. Authorized system users can log on to a secure environment, browse-search-shop-buy from a large number of the University's most commonly used preferred contract supplier online catalogs, process an order by creating a requisition, which gets routed, approved and turned into a purchase order electronically through Oracle's workflow. During the process of creating a requisition, account and buyer validation takes place as well as automatic processing for funds checking (availability of funds), identification of hazardous materials and checks to ensure the appropriateness of equipment purchases to be charged to sponsored research.

Final approved purchase orders are sent directly to the supplier, through Electronic Data Interchange (EDI) for our electronic trading partners or via eDocument fax service for non-EDI suppliers.

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