FOI Disclosure Log

Customer Request Details

25 March 2022

Please provide full details of your request (e.g. Please provide details of the number of burials paid for by the council each year between 2001 and 2012)
Format to be sent back: Please respond with electronic copies/email

Questions:
1. What is your current invoice process
2. What system do you use for managing/processing invoices
3. How many invoices where processed in FY21?
4. What sourcing/purchasing/cataloguing solutions are you using?
5. In what format do you currently receive invoices?
6. How many EDI invoices were processed in FY21
7. Do Accounts Payable check every invoice received
8. Does the council currently have a PO system or non PO system?
9. What is the split between PO and non PO invoices?
10. Do you have an invoice matching process? If so, is this does manually?
11. How are you currently reporting on invoice spend?
12. Are you claiming back VAT on invoices?
13. How many FTE"s do you have in your AP team
14. What did the council pay in late payment fees in 2021
15. What % of invoices are paid on time?


 



East Herts Council Response

13 April 2022

Thank you for your request for information, this has now been processed and the information that we hold is enclosed.

1. What is your current invoice process – Purchase orders are raised in services and authorised by appropriate service manager. When the goods/service is received, the service will create a Goods Receipt for the purchase order. When the invoice is received it is scanned onto the AP system by the AP Officer and if it matches the Goods Receipt the invoice is ready for payment and will go on the next BACS run. If the invoice doesn’t match the service is contacted to amend the PO. For non PO invoices, an authorisation form is completed with details of the supplier, the invoice and the budget code the invoice is to be charged to. This form is signed by an authorised signature and sent to the AP team along with the invoice. Both documents are scanned onto the system and the invoice is then ready for payment.


2. What system do you use for managing/processing invoices – Advanced E5


3. How many invoices where processed in FY21? – 6841


4. What sourcing/purchasing/cataloguing solutions are you using? None


5. In what format do you currently receive invoices? – Electronic and paper invoices


6. How many EDI invoices were processed in FY21- n/a


7. Do Accounts Payable check every invoice received – yes


8. Does the council currently have a PO system or non PO system? – Both


9. What is the split between PO and non PO invoices? - 70% invoices PO 30% Non PO Invoices


10. Do you have an invoice matching process? If so, is this does manually? - System process to match the invoice to the Goods Receipt. If it matches invoice is ready for payment


11. How are you currently reporting on invoice spend?- Report on a weekly basis all applicable spend (no lower limit).


12. Are you claiming back VAT on invoices? – Yes


13. How many FTE"s do you have in your AP team – 1FTE


14. What did the council pay in late payment fees in 2021 – no late payment fees


15. What % of invoices are paid on time? – no PI recorded. Invoices are paid on immediate payment terms

 

If you are unsatisfied with the way the Council has handled your request please let us know in the first instance so that an internal review can be carried out. Additionally,  If you have any queries about the processing of your request please do not hesitate to contact me.

For re-use of information and conditions on the use of personal data  please see

https://www.eastherts.gov.uk/about-east-herts-0/information-requests/re-use-council-information

Alternatively for more information on the Freedom of Information Act contact the Information Commissioner at:

Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone 0303 123 1113

https://ico.org.uk/

 

It is important that you include the above FOI reference number on all correspondence related to this request.

 

Thank you for your request.