1. How to add a supplier into the Supplier database?
13. What is the exception process for after the fact transactions?
Only Penn faculty and staff are responsible for initiating requests to add a new supplier to the BEN Buys Purchasing System Supplier Database. To add a domestic supplier, you can complete the Request to “Add a New BEN Buys Supplier (US)” form. For foreign suppliers please use “Add a New BEN Buys Supplier (Foreign)” form.
To request a new ship to location to be entered into BEN, complete the “Request for a New BEN Buys Ship-to-Location” form.
To resend a duplicate copy of the Purchase Order to a supplier, complete the Resend Purchase Order Request Form. You will receive an email confirmation from Purchasing Services advising you that the duplicate copy of your purchase order has been transmitted successfully.
Purchasing Services will process the request upon receipt within one business day.
The authorized procedures for canceling a purchase order and terminating the legal obligation to the supplier are listed below.
Prior to canceling the purchase order or any portion thereof, the supplier must be contacted by the ordering department to determine if the product(s) has been shipped by the supplier to the University.
All returns are subject to the supplier's formal return policy and may be subject to a nominal restocking charge. The supplier may refuse to issue a RGA and credit if the product(s) ordered is a special order or non-stock product(s).
It is the responsibility of the purchaser to request the RGA, arrange for the pickup or shipment of product(s) back to the supplier, and track the credit to ensure receipt of the credit in Accounts Payable to offset the supplier invoice.
After an approved purchase order is transmitted to the supplier, there may be a legitimate business reason to cancel part of or the entire order with the supplier. The authorized procedures to process a Purchase Order / Cancel Order and terminate the legal obligation to the supplier are listed below. A canceled PO may be issued for one or more lines of an approved purchase order or the entire order.
If the product(s) has not been shipped, the requisitioner must inform the supplier that the product(s) is not required, that they are not to ship the product(s), and that a formal purchase order change order (POCO) will be issued and transmitted to the supplier. It is recommended that the call to the supplier be documented (date of call and supplier contact name & title) for future reference.
You can request to set a vacation rule in BEN BUYS to have your purchase orders routed to a delegate during your absence. Complete the “Add a Temporary Vacation Rule to Delegate Purchase Orders and/or Requisition Notifications” form.
If the supplier ships non-conforming goods (e.g., too many goods, the wrong goods, or faulty goods), the requisitioner should immediately notify the supplier. If the goods delivered fail to conform to the purchase order, the requisitioner has three options:
To properly document the return, the requisitioner must complete the following steps:
If the requisitioner decides to voluntarily return the goods, the requisitioner should immediately notify the supplier. This decision may be based on one of the following circumstance:
To make arrangements to return the goods to the supplier, the requisitioner must:
You should access BEN Knows at http://www.finance.upenn.edu/benknows/ for any BEN system-related questions and issues.
The University of Pennsylvania is exempt from Pennsylvania sales tax for most purchases directly related to the education and research mission of the University. The University's Pennsylvania sales tax number is 75-532-357.
Purchases not directly related to this mission are subject to Pennsylvania sales tax. It is the obligation of the supplier to collect sales tax. Please make requests for a Pennsylvania Tax Exemption Certificate using our online form. The Pennsylvania Tax Exemption Certificate will be sent directly to the supplier.
If you are a current BEN BUYS approved supplier or a supplier interested in establishing a new business relationship with Penn, participation in the Penn Marketplace provides suppliers, both large and small, with an equal opportunity to reach all the buying organizations on Penn’s campus.
The Supplier Showcase, is an internal online marketing tool to promote corporate news, new products, and Penn specific promotions to faculty and staff. The Supplier Showcase, just one click away from the BEN Buys Requisition Homepage and Purchasing Services website, is a significant competitive advantage for those suppliers and manufacturers that choose to participate in this offering. Visitors to each supplier site are tracked and are available to each supplier to help ensure the effectiveness of each supplier's internal marketing initiatives.
Suppliers and manufacturers interested in participating in the Supplier Showcase should complete the showcase order form.
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.
An "After-the-Fact" purchase transaction is a purchase made without prior issuance of an approved purchase order or use of a Purchasing Credit Card. School or Center senior financial officers will be advised of employees in their area who place orders for products and/or services without prior approval of a University purchase order or Purchasing Credit Card, and in turn, create financial liability and risk for the institution and bypass the University’s encumbrance requirement.
While after-the-fact purchases should be a rare exception, when such instances occur, the transaction should be captured using a PO, with limited exceptions as noted below. Please note the following tips for managing after-the-fact purchases: