Supplier Frequently Asked Questions

A. The supplier portal is a web-based solution that allows suppliers and payees to collaborate with Penn in a secure, online environment. Penn’s supplier portal technology is hosted by Jaggaer (formerly known as SciQuest), and is part of the larger Penn Marketplace Enhancements initiative.

Q. Who is a Penn supplier?

A. A Penn supplier is any individual, company, or organization that receives a payment from the University of Pennsylvania and has a supplier record with Penn.

This may include payments made via purchase orders (POs), non-purchase order payments, or reimbursement to payees who do not work at Penn.

Q. What are the benefits of the supplier portal?

A. There are several benefits of conducting business with the University via the portal. They are:

Secure online access to the portal to self-register your company, manage information, and select payment methods, including direct deposit;

Access to the status of invoices along with information about purchase orders (PO) and payments at any time; and
Convenient submittal of invoices online, including PO Flip-to-Invoice capability.

Q. Who can access the supplier portal?

A. Any Penn supplier who registers and is approved may be granted access, including PO suppliers, independent contractors, non-PO suppliers such as legal firms and utilities, limited engagement providers, and honoraria.

Q. Can a supplier create its password for the portal? May more than one user have access to the system?

A. The supplier creates and manages its unique password. Multiple users may be added by the supplier and the supplier’s main contact determines and manages which users can perform specific functions (i.e. - inputting or editing banking information) within the portal.

Q. Is there a way for suppliers to update their information on the portal?

A. The portal is “self-service” for suppliers once they register. Suppliers may log in and update their profile, including contact or payment information, at any time.

Q. I have forgotten our password. What should I do?

A. Visit “Doing Business with Penn” at www.upenn.edu/purchasing. At the portal’s log-in screen, the supplier/payee should click on the “Trouble Logging In?” link. Please complete the request for assistance and an email with instructions on resetting your password will be emailed to the supplier’s contact of record.

Q. How does a supplier/payee know when they are approved as a Penn supplier?

A. Upon Penn’s approval of the requester’s submittal, the Penn end user with whom the supplier has been working will receive an email indicating that the supplier has been approved and is available in the Penn Marketplace. A supplier can also log onto the supplier portal and view Summary in the Supplier’s Profile for information.

Q. I am having difficulty completing our organization’s registration. Who can I contact for additional information or assistance?

A. A supplier may contact the supplier support team at SupplierSupport@upenn.edu or call 215.898.7216 for assistance. Another option is to visit the “Doing Business With Penn” section of the Penn Procurement Services website at www.upenn.edu/purchasing, which is easily accessible from the top navigation bar of the site’s home page.

Q. What happens if my company elects not to register in the portal?

A. Although registration is not mandatory, a supplier will not have access to the benefits afforded to portal users should they not register in the system. However, if a supplier elects to change or add remittance addresses after Go-Live, a supplier must register in the portal to make these updates.

Q. I’ve seen a reference to DUNS? What does that mean?

A. The DUNS Number from Dun and Bradstreet is a unique nine-digit identifier for businesses and is used to establish a business credit file. This file is often referenced by lenders and potential business partners to help predict the reliability and/or financial stability of the company in question. D-U-N-S, which stands for data universal number system, is used to maintain accurate and timely information on millions of businesses around the world.

Q. As a supplier, who may I contact for technical support?

A. If a supplier is in need of technical support, inquiries may be directed to Jaggaer’s Supplier Support Team at 1-800-233-1121 or log onto the JAGGAER Customer Support Portal. Jaggaer is available to assist in technical matters that include resetting a supplier’s password, login issues, as well as technical challenges experienced by a supplier when in the portal.

It is important to note that other issues or topics related to University processes, policies, payments, and a supplier’s registration profile should be directed to the supplier support team at SupplierSupport@upenn.edu or 215.898.7216. Hours of operation are Monday – Friday from 9 a.m. – 5 p.m. U.S. Eastern.

Q. What resources are available to acquaint suppliers with the new portal?

A. A reference guide, Frequently Asked Questions, along with a video from Jaggaer are available at the “Doing Business with Penn” section of the Penn Procurement Services website (www.upenn.edu/purchasing).

Q. I am an existing Penn supplier and have not yet received an invitation to register in the portal. When can my organization expect to receive one?

A. Penn is using a phased approach to invite existing suppliers to register and it is expected to run through the summer months. However, if you would like to be invited immediately, please email SupplierSupport@upenn.edu or call 215.898.7216.

Q. I am a new supplier just beginning a business relationship with the University. Do I have to register in the portal?

A. Yes. New PO and Non-PO suppliers must be onboarded through the portal and must be requested by a Penn faculty or staff member via a New Supplier Request.

Q. My organization is not in a position to register in the portal. What are my options as a Penn supplier?

A. If a supplier cannot or will not complete the onboarding process in the portal, a Penn end user can obtain the necessary documentation from the supplier and then register the supplier by proxy. In these rare instances, a supplier that is registered by proxy may only receive payment by check. Foreign suppliers cannot be onboarded by proxy registration. An exception procedure is available to assist with this process. Foreign suppliers should contact SupplierSupport@upenn.edu or call 215.898.7216.

Q. Can suppliers see the status of their purchase orders (called sales orders in the portal), invoices, and payments in the portal?

A. Suppliers may search for and view the status of their purchase orders (sales orders), invoices, and payments in the portal. Invoices will be marked with one of four statuses: In Process, Payable, Paid, and Cancelled. A legend explaining statuses is available on the home page of the portal.

Existing Suppliers: not all historical purchase orders and invoices will be available in the portal. Penn has converted historical purchase orders and invoices that meet the following criteria:

Open Purchase Orders with a creation date in the last year or activity in the past 18 months before Go-Live;
Invoices related to converted purchase orders regardless of status, paid and unpaid, plus credit memos; and,
All invoices not related to converted purchase orders that are open (unpaid).

Q. How long will information pertaining to invoices and payments be kept in the portal?

A. Documents and attachments are retained indefinitely in the portal, unless otherwise specified by Penn.

Q. What are the payment terms associated with registration in the portal ?

A. One of the benefits of registering for the portal is that suppliers can keep their contact and payment information up-to-date. Suppliers will select a preferred payment method, including direct deposit, which will determine payment terms. Those registered suppliers electing to take advantage of Penn’s preferred electronic payment offerings, will be able to retain Net 30 terms or better, depending on their selection. Those electing to take payment via check will be paid in Net 45 days. All payment options will be presented at the time of registration.

Existing suppliers remain on their current payment terms and invoice date; however, they will be transitioned to the above terms and invoice receipt date approximately six months after Go-Live. In exceptional circumstances when a Penn supplier has negotiated terms, those terms will be reflected in the portal. Penn will send detailed communications about these changes to existing suppliers.

Q. Can a supplier upload a PO Invoice in the portal?

A. A supplier who is registered can log in and use the PO Flip functionality to submit an invoice that corresponds to a PO. PO Flips allow a supplier to select a specific PO, then turn that PO into an invoice. The invoice will reflect the same information as the PO and may be adjusted by the supplier before it is submitted. This option eliminates the need for suppliers to create an invoice and then email or mail it to Penn’s Accounts Payable Department to be manually processed and paid, although this option is still available to suppliers.

Q. What information will be available in the portal once my organization registers?

A. One of the benefits of transmitting POs through Jaggaer technology is that suppliers who register for the portal can sign in and view their POs, associated invoices, and payment statuses at any time. Suppliers onboarded in the portal will see all of their Purchase Orders, Invoices, and corresponding payment statuses from April 16, 2018 to the present. If you were a supplier doing business with Penn before April 16, 2018, you may access your current data plus historical data that meets the following criteria:

Purchase Orders that were open (as of April 16, 2018) with a creation date of April 16, 2017, or activity (last updated) on or after October 01, 2016:
Invoices related to these converted POs regardless of its paid or unpaid stats plus credit memos: and,
All Non-PO invoices and credit memos that are paid

Please note that the following historical data will not be available in the portal:

POs that were closed, canceled at the header level or had all its lines canceled; and,
All unpaid invoices for POs that were not converted