Purchase Order - Step 7
To ensure the Procure-to-Pay process is functioning according to design, measurements and metrics are essential. Continuous process improvement can be guided by meaningful measurements such as compliance with requisitioning requirements, reduction of invoice holds, use of preferred suppliers, and percentage of payment within terms. Monitoring and resolving unnecessary process exceptions reduces administrative time and costs for both the University and our suppliers.
Step 7 Actions
- Buying methods:
Faculty and staff should use the buying decision chart to select appropriate buying methods. Purchasing Services tracks spending by buying method to ensure compliance.
- P2P process monitoring:
Performance metrics have been identified and reports developed to identify exceptions in the P2P process. School/Center managers should review these periodic reports and work with their P.O. managers to eliminate exceptions.
- Savings opportunities:
Use of preferred contract and Penn Marketplace suppliers creates cost savings opportunities for faculty and staff. Purchasing Services tracks product and service cost savings to measure the effectiveness of strategic supply-chain initiatives that are intended to increase the value of every dollar of funding for Schools and Centers.
- Supplier issues:
- When exceptions are created as a result of supplier order fulfillment or invoicing, the issues should be communicated to Purchasing Services. Purchasing will work with suppliers to ensure that supplier practices comply with University procurement policies and process.
- System issues:
When exceptions are created as a result of system behavior (e.g., document images don't appear in a user's web inbox or imaging markups do not perform as expected), these problems must be documented and reported through the BEN support network so they can be investigated and corrected.