BUSINESS PROCESS NHS WALES BUSINESS SERVICES CENTRE PONTYPOOL

Transcription

1 BUSINESS PROCESS NHS WALES BUSINESS SERVICES CENTRE PONTYPOOL Author Gerald Jones Title Issue: Preliminary Draft Issue Date: XX/XX/XXXX No. of pages 7 Document No. BPRO-05_Invoicing_Process REVISION HISTORY Issue No. Created Brief description of changes 01 22/05/07 Preliminary draft invoicing process 24 May Various editorial changes. Feedback from Roberta. 22 June Updated Audience section. Updates from Ed (after meeting) now have flowcharts for quarterly and purchase invoices. Link to DVC placeholder file In Forms folder. RELEASE AUTHORIZATION Regional IT Manager (Andrew MacBean) IT Project Manager (Roberta Houghton)

2 1.0 AUDIENCE AND PURPOSE This document is for Performance and Contract Monitoring Team () staff who participate in the invoicing processes. Readers of this document should be familiar with the GMS Systems and Services Framework Agreement, from which the invoicing processes are derived. The purpose of this document is to explain the activities involved in the quarterly and purchase invoicing processes, to enable staff to understand and perform their role and responsibilities. Although practice, LHB, BSC regional staff and supplier staff can view this document, it does not describe in detail their activities in the processes. It is assumed that non- staff refer to their own process and procedural documentation. For an overview of s role in the business processes for the provision of core and additional services under the GMS Systems and Services Framework Agreement, refer to Role of. 2.0 SCOPE AND CONTENT This document illustrates the invoicing processes for quarterly and purchase invoices. The maps of the processes (figures 1 and 2) in Chapter 5.0 are explained fully in the detailed steps (tables 1 and 2) in Chapter 6.0. This document does not describe detailed, step-by-step instructions for the use of tools, database management systems or other software applications to perform the activities described in the processes. 3.0 INTRODUCTION A supplier can raise an invoice each quarter (to include maintenance costs, and anti-virus and tape validation services) or for individual purchases (such as hardware, training, or a service). An invoice must include: The date and details of the correct order reference The year or other periods to which the charges relate Clear description of the charge Details of service deductions credited against the charges Total charges, gross and net of service deductions for the charges, and excluding VAT Total VAT For anti-virus and tape validation services, the supplier must include a report demonstrating that the services were delivered as contracted. 4.0 RESPONSIBILITY Various entities are responsible at different steps in the processes, as defined in Chapter 6.0. Business Services Centre Pontypool BPRO-05 Issue 01 Page 2 of 7 Files\OLK73\BPRO-05_Invoicing_Process.doc

3 5.0 PROCESS MAPS Figure 1: Quarterly Invoicing Business Services Centre Pontypool BPRO-05 Issue 01 Page 3 of 7 Files\OLK73\BPRO-05_Invoicing_Process.doc

4 Figure 2: Purchase Invoicing Business Services Centre Pontypool BPRO-05 Issue 01 Page 4 of 7 Files\OLK73\BPRO-05_Invoicing_Process.doc

5 6.0 DETAILED STEPS The following tables describe the detailed steps to be performed for quarterly and purchase invoices. For timescales, when the due date falls on the weekend or a public holiday, the next working day is acceptable. Table 1: Quarterly Invoicing 1 Send the financial schedules to. 2 Register and validate the schedules. 3 Examine the schedules to determine whether they are correct. If they are correct, go to step 4. If they are not correct, return the schedules to the supplier. 4 Inform the supplier that the schedules are correct. 28 days before invoice is due 1 business day 1 business day 5 Send the invoice to. 6 Check the invoice: Does the invoice match the services register? Have the anti-virus and tape validation services been delivered as contracted? Check the antivirus and tape validation reports. Are the service deductions correct? Check the service failure reports. 7 Determine whether the invoice is entirely correct and separate the correct elements from the incorrect elements. If the entire invoice is correct, or there are correct elements, go to step 9. If the entire invoice is incorrect, or there are incorrect elements, return the invoice, or the 3 business days Business Services Centre Pontypool BPRO-05 Issue 01 Page 5 of 7 Files\OLK73\BPRO-05_Invoicing_Process.doc

6 incorrect elements, to the supplier. The supplier can then submit another invoice, if necessary. 8 Pass the validated invoice, or the correct elements in the validated invoice, to the LHB for payment, and make the invoice available to the BSC regional team. 9 Note the date paid against the invoice register by checking the payment details with the Finance department. Invoice must be paid within 30 days of the supplier sending the invoice Table 2: Purchase Invoicing 1 Send the invoice to. 28 days before invoice is due 2 Register the invoice. 1 business day 3 Check if the deployment verification certificate (DVC) has been sent to the supplier, to confirm that the service has been delivered. If yes, go to step 4. If no, return the invoice to the supplier. 4 Check if the invoice is a duplicate, or if it contains duplicated elements. If yes, return the duplicated invoice or invoice elements to the supplier. The supplier can then resubmit 1 business day an invoice, if necessary. If no, go to the next step. 5 Check the invoice: 3 business days Does the invoice match the asset or services register? Check the cost against the order. 6 Determine whether the invoice is Business Services Centre Pontypool BPRO-05 Issue 01 Page 6 of 7 Files\OLK73\BPRO-05_Invoicing_Process.doc

7 entirely correct and separate the correct elements from the incorrect elements. If the entire invoice is correct, or there are correct elements, go to step 7. If the entire invoice is incorrect, or there are incorrect elements, return the invoice, or the incorrect elements, to the supplier. The supplier can then submit another invoice, if necessary. 7 Pass the validated invoice, or the correct elements in the validated invoice, to the LHB for payment. 8 Note the date paid against the invoice register by checking the payment details with the Finance department. Invoice must be paid within 30 days of the supplier sending the invoice Business Services Centre Pontypool BPRO-05 Issue 01 Page 7 of 7 Files\OLK73\BPRO-05_Invoicing_Process.doc