FOI Ref: 0150FOI2021

15th February 2021

Freedom of Information Act 2000 – Request for Information

We are pleased to respond to your request for information and our response is set out below:

Request/ Response

Summary: I am interested in your AP spend management processes

Questions:  

1. What is your current invoice process for handling supplier invoices, from receipt to when its posted in the ERP and ready for payment?

Invoices sent by suppliers to Shared Business Services at Wakefield, where they are scanned onto Oracle ISFE system.  Invoices must have specific address info within the invoices to scan correctly.  Electronic invoices then appear in the workflows of Finance staff at Sheffield CCG, who check, code and then forward the invoice on to a relevant manager (as per the Scheme of Delegation).  They will approve the invoice for payment.  It is then picked up in the next (twice weekly) sweep of approved Non PO invoice for payment into bank accounts.

2. What systems do you use for managing and processing invoices and catalogues

Oracle ISFE system is a NHSEI mandated system for all CCGs and CSUs, provided through Shared Business Services.  Covers general ledger, purchase ledger and sales ledger.

3. How many invoices were processed in FY19-20?

22,508

4. In what format do you currently receive invoices?

Invoices sent to Shared Business Services at Wakefield where they are scanned onto Oracle ISFE system.  Electronic invoices then appear in the workflows of Finance staff at Sheffield CCG.

5. Do you print your emailed or pdf invoices?

No

6. Do Accounts Payable check every invoice received?

Most of Accounts Payable role provided by Shared Business Services. Internal Finance staff check and code all non PO invoices and send on to relevant manager for approval (& then automatic payment).

7. What is the current split between PO and non PO invoices?

Around 95% Non PO.

8. If you have an invoice matching process, is this automated or manual?

Automated

9. How many FTE's do you have in your AP team who process invoices?

Most of Accounts Payable role provided by Shared Business Services.

10. What % of invoices were paid late in FY19-20?

1.1%

11. What processes or solutions do you have in place for employees to submit and reclaim expenses?

Sheffield CCG uses the NHS National electronic system EASY expenses which interfaces with the payroll system.

12. How many expense claims were submitted by employees in FY19-20? 

9,400 return mileage claims, 2,700 other claims.

13. Do you use OCR (optical character recognition) to scan invoices and/or expenses? 

Not a CCG function as Shared Business Services scan all invoices.  OCR not used for expenses.

14. Have there been investigations relating to expense compliance in your organisation in the last 24 months? If so, how many? 

No

15. What's the total number of employees across the CCG, any GPs and services you support? 

390 as at 10.2.21