FOI Request - Invoice Systems

Request 101002668043

1. What is your current invoice process for handling supplier invoices, from receipt to when its posted in the ERP and ready for payment?
2. What systems do you use for managing and processing invoices and also for catalogues
3. How many invoices were processed in FY19-20?
4. In what format do you currently receive invoices?
5. Do you print your emailed or pdf invoices?
6. Are you currently meeting the EU eInvoicing Directive 2014/55/EU?
7. How many EDI invoices were processed in FY19-20?
8. Do you use OCR (optical character recognition) to scan invoices?
9. Do Accounts Payable check every invoice received?
10. Does the authority currently have a PO system or non PO system?
11. What is the current split between PO and non PO invoices?
12. If you have an invoice matching process, is this automated or manual?
13. What system or process do you currently use to report on invoice spend?
14. Are you claiming back VAT on invoices?  If so, how much?
15. How many FTE's do you have in your AP team who process invoices?
16. What % of invoices were paid late in FY19-20?
17. What are your top 5 types of spend by department or service in FY19-20?

Response 22.01.21

1.            What is your current invoice process for handling supplier invoices, from receipt to when its posted in the ERP and ready for payment? We have various options, e-invoicing, interface from order systems, PDF/manual process, scanning storage, paper, spreadsheet development.
2.            What systems do you use for managing and processing invoices and also for catalogues Invoices – Advanced Business Solutions E5 (v5.5), Scanning – Sharepoint.  Our catalogues are not maintained within the system.
3.            How many invoices were processed in FY19-20? 51,743
4.            In what format do you currently receive invoices? Paper and email.  Einvoices (pdf and data files) are downloaded from the Scottish Government shared site.
5.            Do you print your emailed or pdf invoices? Yes - except einvoices.
6.            Are you currently meeting the EU eInvoicing Directive 2014/55/EU? Yes the council can offer e-invoicing
7.            How many EDI invoices were processed in FY19-20? 3,145
8.            Do you use OCR (optical character recognition) to scan invoices? No
9.            Do Accounts Payable check every invoice received? No – some are entered via stores systems
10.          Does the authority currently have a PO system or non PO system? Both
11.          What is the current split between PO and non PO invoices? PO – 34,591 Non PO – 17,152 – this includes store interface transaction and care home scheduling
12.          If you have an invoice matching process, is this automated or manual? Automated
13.          What system or process do you currently use to report on invoice spend? We use IBM Cognos Analytics to produce data and reports for various performance indicators.  These are reported monthly, quarterly and annually.
14.          Are you claiming back VAT on invoices?  If so, how much? Yes - £19,112,296.42 for 2019/20 – note this is for AP only
15.          How many FTE's do you have in your AP team who process invoices? 6.7 FTE (this includes module administrators)
16.          What % of invoices were paid late in FY19-20? 12.69% were paid outside 30 days
17.          What are your top 5 types of spend by department or service in FY19-20? Adult Care, Childrens services, property maintenance, infrastructure spend (civils, roads).