Welcome to BEN Buys and the Penn Marketplace

Electronic Purchase-to-PayMade Easy!

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Electronic Purchase-to-Pay at Penn

Welcome to a presentation of the new BEN Buys Purchasing System, and the Penn

Marketplace, Penn’s private online exchange. This new electronic purchasing system enables authorized faculty and staff

to conduct multi-supplier shopping from hundreds of supplier catalogs, electronic order creation, routing for approval, and

order transmission to Penn’s contract

suppliers via EDI or auto-fax.

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Electronic Purchase-to-Pay at Penn

This is the Logon page to access the Ben Buys This is the Logon page to access the Ben Buys Purchasing SystemPurchasing System

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Electronic Purchase-to-Pay at Penn

A system user can create one requisition for all requirements, A system user can create one requisition for all requirements, Penn Marketplace as well as non-catalog requestsPenn Marketplace as well as non-catalog requests

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Electronic Purchase-to-Pay at Penn

The system user has the The system user has the ability to search for ability to search for

requirements in several requirements in several different waysdifferent ways

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Electronic Purchase-to-Pay at Penn

For example,For example,the system user can search the system user can search

by “Supplier Name”by “Supplier Name”

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Electronic Purchase-to-Pay at Penn

Some products can be found by searching by Some products can be found by searching by “Manufacturer Name” and the product requirement is “Manufacturer Name” and the product requirement is

fulfilled through a designated preferred contract supplierfulfilled through a designated preferred contract supplier

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Electronic Purchase-to-Pay at Penn

The system user can also search by “Supplier Part The system user can also search by “Supplier Part Number” or by “Manufacturer Part Number”Number” or by “Manufacturer Part Number”

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Electronic Purchase-to-Pay at Penn

To choose a product, the system To choose a product, the system user would select an item and the user would select an item and the

required quantityrequired quantity

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Electronic Purchase-to-Pay at Penn

By selecting items from the Penn Marketplace, the system By selecting items from the Penn Marketplace, the system populates the shopping cart when it is returned to Ben Buyspopulates the shopping cart when it is returned to Ben Buys

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Electronic Purchase-to-Pay at Penn

When creating a non-catalog requirement, all line item When creating a non-catalog requirement, all line item information must be free formed in the appropriate information must be free formed in the appropriate

fields provided for each line itemfields provided for each line item

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Electronic Purchase-to-Pay at Penn

All delivery information is All delivery information is defaulted from the system defaulted from the system

user’s personal profileuser’s personal profile

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Electronic Purchase-to-Pay at Penn

The system user can input their budget account The system user can input their budget account number for the first line item, and then apply the number for the first line item, and then apply the

same account number to all requisition linessame account number to all requisition lines..

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Electronic Purchase-to-Pay at Penn

The system user can verify their budget account numbersThe system user can verify their budget account numbers

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Electronic Purchase-to-Pay at Penn

The system user can add notes to the Buyer and Approver in The system user can add notes to the Buyer and Approver in the fields provided. Notes to Purchasing Services are to be the fields provided. Notes to Purchasing Services are to be

added as an attachment.added as an attachment.

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Electronic Purchase-to-Pay at Penn

The system user can review and The system user can review and submit the completed requisition submit the completed requisition

(see next slide)(see next slide)

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Electronic Purchase-to-Pay at Penn

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Electronic Purchase-to-Pay at Penn

The requisition has been approved and the purchase The requisition has been approved and the purchase order(s) will be transmitted to the designated supplier(s) order(s) will be transmitted to the designated supplier(s)

via EDI or auto-faxvia EDI or auto-fax

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Electronic Purchase-to-Pay at Penn

Please note that the Please note that the requisition created a requisition created a

separate purchase order for separate purchase order for each suppliereach supplier

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Electronic Purchase-to-Pay at Penn

Invoice Processing in Accounts Payable (AP)

Invoices are received via EDI or paper. Automated invoice routing and processing is enabled by 170 System Markview software. All invoices are imaged and automatically matched to the purchase order, and the encumbrance automatically relieved. Invoices can be viewed via the web by the purchase order Approver. The Approver receives an email alert when an invoice is outside the tolerance. The Approver can view the invoice (via the web), electronically respond to AP and/or post an action regarding the invoice. Electronic Funds Transfer (EFT) for supplier payment will be implemented in 2003.

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Electronic Purchase-to-Pay at Penn

For additional information on Penn’s electronic purchase-to-pay system or possible supplier participation in the

Penn Marketplace, contact Vira Homick

Penn Purchasing Services eProcurement Manager

(215) 898-9187homickv@pobox.upenn.edu