Purchase Order
PURPOSE
The purchase order (P.O.) is the University's primary authorized buying method. A P.O.
streamlines the typical transaction by requiring a requisitioner to be specific when
ordering; legally committing the University to funding the purchase; allowing a supplier
to deliver as requested; and, ultimately, when matched to a supplier invoice, enabling the
University to pay the supplier within 30 days. http://www.upenn.edu/p2p/purchase_order
RESPONSIBILITIES-Requisitioner
A requisitioner must do two things to initiate a purchase according to the University's
procurement and disbursement financial policies:


Identify the authorized buying method—typically a purchase order
Obtain all of the appropriate information required.
Process
 To initiate a purchase using a purchase order (P.O.), log on to BEN Financials and
click on Penn Marketplace to purchase from catalog suppliers or select Non-Catalog
to complete the request for purchase (requisition) for a non-catalog supplier.
 Enter or validate the funding source/charge account, if known, for the product/service
on the requisition to ensure that proper funds are available
 Forward any supplier contracts or lease agreements to Purchasing Services for
approval along with a completed P.O.
 Note special requirements for purchases, such as equipment, radioactive materials or
animals
 Note any special handling/shipping instructions on the requisition
 Submit the requisition to complete the checkout process
 Regularly check the Requisitioner Status page or Notifications page for rejected
requests, and make appropriate modifications if necessary.
RESPONSIBILITIES – PO Manager
The P.O. manager must verify purchase information and funding source, and issue the
P.O. via BEN Financials. The P.O. manager logs on to BEN Financials in order to:




Verify or enter the funding source
Ensure that sufficient funds are available
Review all information and details related to the purchase
Approve (or reject) the P.O. which will either transmit the P.O. to the supplier or
forward the P.O. to the next approver in the approval hierarchy.
Process









Confirm that the appropriate purchasing method is being used.
Approve product or service purchases with aggregate value under $5,000 locally
according to the P.O. manager approval hierarchy; aggregate purchases in excess of
$5,000 must also be approved by Purchasing Services.
Validate the funding source for the product/service on the request for purchase
(requisition) to ensure that proper funds are available.
Forward any supplier contracts or lease agreements, including those required for
catering events, to Purchasing Services for review and sign-off prior to final approval
of the purchase order if under $5,000.
Check other special requirements for purchases such as radioactive materials and
animals.
Check that special handling/shipping instructions for the supplier transfer from the
requisition onto the P.O.
Approve or forward the P.O. electronically.
Monitor the P.O. for potential rejections and/or receipting requirements.
The P.O. manager must create a receipt for the order if a purchase is over $5,000 or if
a requisitioner has specifically requested a receipt.
Review

Routine audits of the Purchase order process will be conducted.