Welcome to BEN Buys and the Penn Marketplace Electronic Purchase-to-Pay Made Easy!

2 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.

3 Electronic Purchase-to-Pay at Penn This is the Logon page to access the Ben Buys Purchasing System

4 Electronic Purchase-to-Pay at Penn A system user can create one requisition for all requirements, Penn Marketplace as well as non-catalog requests

5 Electronic Purchase-to-Pay at Penn The system user has the ability to search for requirements in several different ways

6 Electronic Purchase-to-Pay at Penn For example, the system user can search by “Supplier Name”

7 Electronic Purchase-to-Pay at Penn Some products can be found by searching by “Manufacturer Name” and the product requirement is fulfilled through a designated preferred contract supplier Some products can be found by searching by “Manufacturer Name” and the product requirement is fulfilled through a designated preferred contract supplier

8 Electronic Purchase-to-Pay at Penn The system user can also search by “Supplier Part Number” or by “Manufacturer Part Number”

9 Electronic Purchase-to-Pay at Penn To choose a product, the system user would select an item and the required quantity

10 Electronic Purchase-to-Pay at Penn By selecting items from the Penn Marketplace, the system populates the shopping cart when it is returned to Ben Buys

11 Electronic Purchase-to-Pay at Penn When creating a non-catalog requirement, all line item information must be free formed in the appropriate fields provided for each line item

12 Electronic Purchase-to-Pay at Penn All delivery information is defaulted from the system user’s personal profile

13 Electronic Purchase-to-Pay at Penn The system user can input their budget account number for the first line item, and then apply the same account number to all requisition lines.

14 Electronic Purchase-to-Pay at Penn The system user can verify their budget account numbers

15 Electronic Purchase-to-Pay at Penn The system user can add notes to the Buyer and Approver in the fields provided. Notes to Purchasing Services are to be added as an attachment.

16 Electronic Purchase-to-Pay at Penn The system user can review and submit the completed requisition (see next slide)

17 Electronic Purchase-to-Pay at Penn

18 Electronic Purchase-to-Pay at Penn The requisition has been approved and the purchase order(s) will be transmitted to the designated supplier(s) via EDI or auto-fax

19 Electronic Purchase-to-Pay at Penn Please note that the requisition created a separate purchase order for each supplier

20 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 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.

21 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)