2310 Payment of Purchase Order Invoices

Document purpose

To ensure the prompt and efficient processing and payment of approved purchase order invoices.

effective

December, 1986

revised

May, 2022

Reviewed

May, 2022

Responsible Office

Comptroller

Approval

Comptroller

Policy

  1. The Office of the Comptroller is responsible for ensuring that disbursements of University funds for purchase order invoices are appropriate and properly authorized.

  2. The Office of the Comptroller is responsible for maintaining an effective and efficient disbursement system which ensures the complete, accurate and timely payment of all valid purchase order invoices.

  3. Invoices processed for payment must represent goods received and/or services rendered in a manner acceptable to the University. Checks or other forms of payment will be prepared only for payment of original supplier invoices which reference an approved purchase order.

  4. The University’s purchase order instructs suppliers to email invoices directly to Accounts Payable for payment. Invoices received by a department must be emailed immediately to Accounts Payable in order to ensure timely payment to the supplier. The department must contact the supplier and have them send PO invoices via email (poinv@upenn.edu). Invoices must be in a pdf file format, one invoice per file and the PO # must be on the invoice.  Suppliers can also flip their PO’s into invoices in the Penn Marketplace.  High volume suppliers could be considered for CXML electronic invoicing.

  5. Payment of invoices for purchase orders less than $10,000 will be made in accordance with the University’s standard payment terms and conditions. Standard payment terms and conditions may be revised by Procurement Services if deemed in the best interest of the University.

  6. Payment of invoices associated with purchase orders of $10,000 or more will not be processed until an electronic receipt, confirming that the goods and/or services included on the invoice were received in an acceptable condition, has been entered into the Ben Financials. Departments may choose to mark a supplier for receipt required for invoices less than $10,000.