Supplier Portal Benefits

Registered suppliers can use the Supplier Portal to:

• Securely register and manage company information
• Select payment methods, including direct deposit
• View purchase orders, invoices, and payment status at any time
• Submit invoices online using several convenient methods, including PO Flip

All registered suppliers, including purchase order suppliers, independent contractors, non-PO suppliers, limited engagement providers, and honoraria recipients, have access to the Supplier Portal.

Purchase Order (PO) Delivery Methods

Suppliers can manage their preferred PO delivery method through the Supplier Portal. The University offers two options for PO delivery: email, which is the preferred option, or fax.

Suppliers interested in transmitting purchase orders and invoices via cXML may contact PennMarketplace@upenn.edu. At this time, cXML is available only for U.S. suppliers. Non-U.S. supplier profiles continue to be managed through the Supplier Portal.

Suppliers who do not use the Portal’s PO Flip or CSV functionality may submit invoices directly to Accounts Payable for processing. A valid PO number must be included on the invoice for payment to be processed.

Payment Methods & Terms

Suppliers may choose from the following payment methods during registration:

• ePayables – Penn has partnered with Bank of America to offer a card payment program. This payment method reduces the amount of time to remit payment to suppliers.  Terms are fixed at net 10 days/approved invoice. Payments will be processed as credit card transactions.  Standard merchant fees will apply.
• ACH – Automated Clearing House, is an electronic network for financial transactions in the U.S.  ACH payments are made directly to the supplier bank account set up on the Penn portal.  Payment terms are set at net 30 days/approved invoice.
• Wire – A method of electronic fund transfer.  This method of payment is reserved for international suppliers so that banking information is set up in the Penn portal.  Payment terms are fixed at net 30 days/approved invoice.  Special approval must be granted by Penn Procurement Services for any domestic U.S wires.
• Check – Penn’s least preferred method of payment.  Suppliers are encouraged to transition to a more efficient and timely electronic payment method.  Payment terms are fixed at net 45 days/approved invoice.
• Individual Payee – Payment Terms are set to Immediate pay upon receipt of approved invoice.

Payment terms for new suppliers are calculated based on the date of receipt of the invoice in Accounts Payable.

Payment Methods & Terms

Quick Reference Guides and FAQs are available to assist suppliers with registration and Supplier Portal functions, including PO Flip, invoice processing, and payment information.

Available resources include:

• Supplier/Payee Portal – Entity Registration Guide
• Supplier/Payee Portal – Individual Registration Guide
• Supplier/Payee Portal FAQs

Purchasing Authority

Only authorized Procurement Services representatives may:

• Establish new purchasing relationships with suppliers listed in the University’s approved supplier database.
• Finalize and execute purchase agreements, including University discount pricing agreements.
• Respond to external audit findings or agency inquiries related to University purchasing policies and procedures.