About Supplier Payments

The University's Accounts Payable department is responsible for the timely processing of supplier invoices issued against University approved purchase orders. Upon shipment of products, or services performed as requested on the official University purchase order, the supplier is required to submit all corresponding invoices in a timely manner directly to Accounts Payable (within 1 or 2 business days from shipment or service) as instructed on the purchase order. In order to be processed by Accounts Payable, the supplier invoice must reference the same supplier information contained on the purchase order, a unique invoice number, the invoice date, and the appropriate University purchase order number.

At no time is a University employee permitted to request the supplier to send the invoice directly to the ordering department and/or the designated ship-to location. This action violates University procurement and disbursement policies, may lead to delays in payment or duplicate payments, negatively impacts supplier business relationships, and prevents Purchasing Services from negotiating most favorable terms and product/service pricing discounts. At no time is a faculty or staff member permitted to contact the supplier and request that a shipment be made or service preformed prior to the supplier receiving an official University purchase order or use of an authorized MasterCard Purchasing Card.

The following is information that BEN Buys users may find helpful regarding the payment of purchase order invoices.

• Purchase order invoices are typically entered into BEN Financials within five (5) business days of receipt in the Account Payable office.
• If you have questions regarding the payment of BEN Buys purchase order invoices not in BEN, e-mail Accounts Payable or call (215) 898-2626.
• If you are having recurring problems with purchase order suppliers, contact Purchasing Services with specific information on the nature of the problem and related supplier information.
• A University check should be produced for purchase order suppliers thirty (30) days from the date of the supplier invoice (or within negotiated terms if other than 30 days). To conform to these negotiated terms it is imperative the supplier send their invoices directly to the Accounts Payable Department. All supplier purchase order invoices should contain all the appropriate information; quantity, price, description of goods or services provided, invoice number and date and the associated purchase order number. The Buyer or PO Manager is required to clear any invoice holds within 7 days.
• When responding to BEN Alerts, the BEN Buys user must do one of the following:
  1. 1. Enter a receipt for a Quantity Received Hold (Qty Rec).
  2. 2. Place a Hold Resolution Stamp with a detailed explanation if you would like Accounts Payable to cancel the invoice.
  3. 3. Place the PO Creator Approved Markup to release the following Holds: maximum total (Max Ship), quantity ordered (Qty Ord) and items not ordered.

Purchase Order Invoice Holds

Invoices are matched to a specific purchase order line, by the line description as well as the quantity and price. Supplier invoices are placed on Hold by the BEN Financials system when:

• The purchase order amount is $5000 or more and the quantity "Receipted" in BEN Financials is not greater than or equal to the quantity billed/invoiced in BEN Financials.
• The quantity invoiced exceeds the quantity ordered on the Purchase Order line by more than 10 percent.
• The total of the invoice line exceeds the purchase order line by $25 or more.

BEN Financials does not allow duplicate invoice numbers any supplier. If a supplier does submit two invoices with the same number the second invoice is returned to the supplier by Accounts Payable. If the original invoice has been paid, they will include the check number and date with the notice of rejection. (see Purchase Order Holds Resolution Guide & BEN Knows - Invoice Inquiry)

Finally Closed Purchase Orders

Purchase orders are not finally closed until all invoices have been received, processed, a check has been issued to the supplier. E-mail Accounts Payable with all requests to finally close purchase orders. If the purchase order has not been fully executed; all merchandise has been shipped and billed, you must provide AP with the appropriate business reason to prematurely end the University's commitment.

Cancel Purchase Orders

At no time is a purchase order to be canceled if the purchase order was matched to an invoice (see Purchase Order Cancellation Procedure).

Check Voids and Reissues

In accordance with University Financial Policy #2316, supplier checks that have been requested to be voided are done so on a daily basis. All requests for voided checks must be submitted on the Check Cancel / Stop Payment Form. Please read the entire form before filling it out.

Related Links

• P2P Supplier Payment Process Improvements (March 2006)
• Purchase Order Supplier Payment Terms
• Purchase Order Shipping & Freight Terms
• Responsibility for Receipt of Goods