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EDI Processes
Procure-to-Pay (P2P) Electronic Document Transmission
Electronic Data Interchange, or EDI, is a process in which designated University
suppliers receive purchase orders and submit purchase order invoices electronically
to Penn thereby reducing the costs associated with the handling and processing of
paper documents. EDI is ideally suited for supplier relationships that produce a
high volume of low dollar invoices.
Benefits of EDI
EDI provides many benefits in support of business objectives and strategic supplier
relationships:
- Reduces paperwork (invoice handling), data entry labor costs, postage costs,
and printing costs
- Supports the concept of Just in Time (JIT) inventory delivery promoting
improvement in flow time of delivered goods to minimize closet inventories and
support the research community needs
- Dives out inefficiencies in the business process
- Reduces administrative cost for the buyer and seller
EDI Enabled Suppliers
Penn has entered into EDI arrangements with the following preferred suppliers
through its EDI partnership with Global Exchange
Services (GXS).
EDI "Notes to Supplier" Instructions
When creating a BEN Buys purchase requisition for one of the EDI suppliers listed
above, you may have a need to include special instructions to the supplier. To do so,
create a separate purchase order line by entering a non-catalog request
detailing the special instructions to the supplier. This special “comments” line is identified to the system by leaving the Supplier Item Number empty and starting the Item Description with “ZZZ”; the rest of the Item Description field is then available for any order instructions you wish to send. Please do not use this process
to request a "rush order" as the extra line for notes to the supplier will
cause a slight delay in the supplier processing the order.
Questions related to the electronic trading partner relationship with the suppliers
listed above or Global Exchange Services are to be directed to Purchasing Services.
Non-EDI Electronic Document Processing
Penn utilizes a Captaris RightFax
solution integrated into the BEN Buys purchasing system for
automated purchase order delivery to non-electronic data interchange suppliers.
Using the Captaris autofax product, purchase orders are created and approved in
BEN Buys and automatically faxed to the suppliers.
Penn utilizes a
170 Systems
MarkView software solution integrated into the BEN Pays
payment system to enable Accounts Payable to provide purchase order invoice information
real-time, on-line to their customers across the campus.
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