University of Pennsylvania
line
arrow BEN Knows
arrow Searching BEN Knows
arrow Browse by Topic
arrow BEN Helps
arrow FastFacts


U@Penn


University of Pennsylvania
Suite 318 Franklin Building
3451 Walnut Street
Philadelphia, PA 19104
215.746.4357 (Phone)
215.898.0817 (Fax)

Penn Home Penn A-Z Directories Calendar Maps
 
BEN Knows

[ BEN Buys Fast Facts ]

BEN Buys FastFact:

The creator of a PO is always the Buyer. The process of transferring the requisition from the person requesting it to the queue of a PO Manager "creates" the PO. The person creating a requisition is the Requisitioner or Requestor. The person approving the requisition is the Buyer.


BEN Buys FastFact:

If an account number is incorrect on a purchase order that has already been approved, you must create an adjustment to previous transaction journal entry and charge the correct distribution (account number) after the purchase order has been invoiced.


BEN Buys FastFact:

All purchases equal to or greater than $5,000.00, with the exception of purchases from Penn Marketplace suppliers, require competitive bids. Three supplier bids generally satisfy the University's competitive bidding requirement. A formal "Bid Waiver" is required when selecting a supplier other than the low bidder or if obtaining competitive bids is not feasible or is not in the best interest of the University. A purchase requirement greater than $4,999.99 cannot be split over several purchase orders, in an attempt to bypass the University's competitive bidding requirement.

arrow

BEN Buys FastFact:

The Notes field in the PO Summary Report contains the "Notes to Vendor".


BEN Buys FastFact:

When your requisition results in a PO greater than or equal to $5,000, receipts must be entered when delivery has been satisfactorily completed. A Notification will be sent to the Requisitioner at the time the purchase order is approved for those items that need to be receipted.


BEN Buys FastFact:

When creating the requisition for a subcontract over $25,000, the first line should be for $25,000, using 5332 as the object code. The second line should be created for the remaining dollars over $25,000 using 5333 as the object code.


BEN Buys FastFact:

Requisitions that require an additional signed contract, regardless of the amount, should have a "Note to Approver" to indicate when Purchasing should expect the contract. These requests must be approved and their respective contracts must be signed by Purchasing Services.

arrow

BEN Buys FastFact:

When the supplier site does not automatically populate during the creation of a requisition, it means there are multiple sites from which you can order. Click on the flashlight icon beside the Site field and search for the appropriate site for your order.


BEN Buys FastFact:

When applying an account combination to all lines, on a requisition, the object code does not change for the rest of the lines. The object code is determined by the commodity of the item being ordered. If an object code needs to be changed, it must be done for each line.


BEN Buys FastFact:

You must save your shopping cart to retain its contents. If your cart is not saved prior to exiting the Requisitioner home page, for any reason, the order must be re-entered.


BEN Buys FastFact:

PO Managers have the ability to approve all requisitions that you create, regardless of the dollar amount. Once the requisition is submitted and transitioned into a purchase order, your dollar limit applies. If the purchase order is over your dollar limit, it will automatically get forwarded to your default approver.


BEN Buys FastFact:

To effectively search within a List of Values, it is best to use wildcards (%) before and after entering a few characters of the item which you are searching. For example, in the category field, activate the list of values, type %COMP% and select [Go]. This will bring up all the categories available in which COMP appears from which you can then select the appropriate category and continue shopping or searching.

arrow

BEN Buys FastFact:

A Requisition, or Purchase Order, which has a status of "In Process" indicates that the requisition, or purchase order, is in the queue of the next person in the hierarchy for approval.


BEN Buys FastFact:

The use of carriage (hard) returns when describing non-catalog line items truncates the item description at the first carriage return in certain report extracts (via the use of Copy File) as well as on printed purchase orders. When you type the item description, let the word wrap feature create the line breaks as necessary.


BEN Buys FastFact:

Account cross validation and security rules are checked when a favorite charge account is created.


BEN Buys FastFact:

Users are required to perform “Check funds” before proceeding past the Review Charge Accounts screen in the requisition checkout process. If you click on the “continue” button prior to checking funds a pop-up box is received indicating that funds must be checked before proceeding.


BEN Buys FastFact:

An error message will be returned if you attempt to cancel a line on an “Approved” requisition.

arrow

BEN Buys FastFact:

A line can be cancelled ONLY on an unapproved requisition.


BEN Buys FastFact:

When canceling a requisition line the following buttons are used on the Review and Submit screen
Click “Submit” to accept the action
Click “Back” to go back to previous screen OR
Click “Cancel” to cancel the action


BEN Buys FastFact:

Comments should be used only for a user’s reference to issues related to items being receipted. They will only be viewed by a user. Comments should not be used to send communications to Accounts Payable, Purchasing Services, etc.

arrow

BEN Buys FastFact:

PO Managers and Requisition users with Invoice Inquiry responsibility can view invoice information.


BEN Buys FastFact:

The Property Management screen for an equipment requisition is populated before the “Review & Submit” step in the checkout process (between steps 2 & 3).


BEN Buys FastFact:

Supplier part numbers can be viewed on the shopping cart contents page –or- on the Review and Submit page before you submit the requisition. Scroll down to the bottom of the page and click on the “show” icon beside the requisition lines. The part numbers can be found under Supplier Item.


BEN Buys FastFact:

To obtain the account number used on a particular PO, go to “My Requisitions”, click on the ‘Full List’ button to view your last 25 requisitions. Click on the requisition # or description. Click on ‘Details’ icon. Click ‘Show Additional Information’ link. View the charge account used for that requisition.

arrow

BEN Buys FastFact:

To find the Commodity Categories, on the Requisition Home Page, select the “Commodity Matrix” URL under Purchasing Links. This commodity list contains all categories available when creating a Non-Catalog request.


BEN Buys FastFact:

You must save your shopping cart to retain its contents. If your cart is not saved prior to exiting the Requisitioner home page, it is not guaranteed your items will be retained the next time you log in.


BEN Buys FastFact:

Users are required to perform “Check Funds” before proceeding past ‘Edit Lines’ during the requisition checkout process. If you click on the “continue” button prior to checking funds a pop-up box is received indicating that funds must be checked before proceeding.


BEN Buys FastFact:

New “User Preferences” tab replaced the “My Profile” tab.

arrow

BEN Buys FastFact:

When the Requisition has been approved, the purchase order number will be shown on the “View Requisitions” page.


BEN Buys FastFact:

The Requisition Details page now shows, Receipt, Invoice and Payment data.


BEN Buys FastFact:

New “Marketplace Request” tab replaced the “Catalog Request” tab.


BEN Buys FastFact:

New “Non-Marketplace Request” tab replaces the “Non-Catalog Request” tab.

arrow

BEN Buys FastFact:

Non-Catalog Items can now be created in the Penn Marketplace for Marketplace Suppliers only.


BEN Buys FastFact:

Non-Marketplace Request should be used for only Non-Marketplace Suppliers.


BEN Buys FastFact:

New Item Types: Supplies is now “Goods billed by quantity”, Services/ Maintenance is now “Services billed by quantity, and Repairs is now “Goods or Services billed by amount”.

arrow

BEN Buys FastFact:

PO Managers always use “Edit Lines” checkout because they are required to, enter the charge account information and Check Funds.


BEN Buys FastFact:

3-Step Checkout Process applies only when: ZZZ account is used, Delivery information applies to all lines and No attachments at the line level.


BEN Buys FastFact:

Edit Lines Checkout Process allows users to, enter account information, add different deliver-to locations, and line level attachments.

arrow

BEN Buys FastFact:

Not all Suppliers accept ‘Note to Supplier’ attachments, therefore, refer to the Use of Note and Attachments appendix in the BEN Buys User Guide.


BEN Buys FastFact:

The Property Management screen no longer limits the number of lines that can be entered when creating a requisition.


BEN Buys FastFact:

In Requisitioner, when entering “Special Instructions” for a supplier, create an additional line for the special instructions. In order for the supplier to capture the instructions, start the description with “ZZZ”, use Supplies as the Category; EACH as the UOM, and $.01 for the price.


BEN Buys FastFact:

Supplier part numbers can be viewed on the shopping cart contents page OR on the review and submit page before you submit the requisition. Scroll down to the bottom of the page and click on the “show” icon beside the requisition lines. The part numbers can be found under Supplier Item.

arrow

BEN Buys FastFact:

To search for Approved Purchasing Suppliers, go to Purchasing Services’ website, select “Buying Information> Supplier Lists> BEN Buys Approved Supplier”.


BEN Buys FastFact:

To obtain the account number used on a particular requisition, go to the requisitions Home Page. Click on the “Full List” button to view your last 25 requisitions. Click on the requisition # or description. Click on “Details” icon. Click on “Show Additional Information” link.


BEN Buys FastFact:

To find Commodity Categories, go to the Purchasing Services’ website, select “Procure-to-Pay> BEN Buys Purchasing System> Commodity Categories”.


BEN Buys FastFact:

When in the Marketplace, you can use “Save Cart” to save any items you have in your Active Cart. Once leaving the Marketplace (Return to BEN Buys), this cart is no longer saved.

arrow

BEN Buys FastFact:

Shopping carts can be saved and/or retrieved in the Marketplace by using “Draft Carts” or “My Recent Carts” respectively even if you leave the Marketplace and return at a later time.


BEN Buys FastFact:

Session setting have been set to expire your BEN Financials session every 60 minutes for inactivity.


BEN Buys FastFacts:

When viewing a notification clicking ‘OK” will automatically close the notification and remove it from your worklist. If you would like to keep the notification open and viewable on your worklist, select “Return to Worklist”


BEN Buys FastFacts:

To apply a discount for a Non-Marketplace item, enter the discounted price and supplier quote in "Notes to Supplier" when the requisition is created.

arrow

BEN Buys FastFacts:

Users with only Requisitioner Responsibility are limited to just viewing requisitions which they have created.


BEN Buys FastFacts:

If you have a special order that allows a deeper discount due to volume purchasing, etc. you must create a Non-Marketplace Request indicating the new pricing. If ordering items from the Penn Marketplace, the prices cannot be altered.


BEN Buys FastFacts:

Once a requisition is created, certain information (i.e. item type, supplier name or site, etc.) cannot be changed. The requisition must be cancelled and a new one created with the new information.

arrow

BEN Buys FastFacts:

When you set-up your Favorite Charge Accounts in My Profile, there is a 'Primary’ button on the form. You must select an account as your primary account by clicking in the Primary field next to an account. Doing so will not automatically use this account during the checkout process because this button is not used by Penn. You still must choose one of your Favorite Charge Accounts/ Nicknames from the LOV or manually enter the account number you want used.


BEN Buys FastFacts:

The following URL provides a list of Category Codes (old and new) to use when purchasing equipment: http://www.finance.upenn.edu/comptroller/accounting/property/propcodes.shtml


BEN Buys FastFacts:

When searching in the Penn Marketplace, you have the option to use the keyword search. The Shop section of the Penn Marketplace page contains the Search option to navigate within the Penn Marketplace. You can enter search criteria in the adjacent box (use a % wildcard if needed) then click the GO button -OR- perform an Advanced Search entering the search criteria then click the Search button.


BEN Buys FastFacts:

When creating a requisition for an asset (using object codes 1870, 1871, 1872, 1874 or 1877), refrain from tabbing, using carriage returns and/or special characters in the Description field(s) to avoid truncating fields on various Property Management reports.

window

Fast Facts


FastFacts are useful tips about BEN Financials. To see a complete FastFact, click MORE. To view all of the FastFacts click on 'FastFacts' from the left navigation column.
Office of the President Home Page Penn A-Z Directories Calendar Maps
 
 
Copyright © , University of Pennsylvania
3451 Walnut Street, Philadelphia, PA 19104 · 215.898.5000
Copyright Information | Contact Us | Privacy Policy


Penn Home
Visit Penn's website