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Response 3762728

Response to request for information

Reference

3762728

Response date

7 July 2025

Request

  1. Does the authority share accounts payable or procurement functions with another authority or shared service function? If yes, who?
  1. Which ERP system is used by the authority (e.g. Oracle, SAP, Advanced, Civica)?
  1. Please state the total number and value of supplier transactions (invoices and credit notes) processed by Accounts Payable in the last financial year?
  1. Does the authority utilise any 3rd party software to identify or protect against supplier payment errors (including duplicate, erroneous payments or potential fraud) before payment is made?

4a. If yes, please state the name of the software, the engagement date, the current contract end date and the annual value of the contract awarded to the external organisation (or total value and contract length).

  1. Does the authority utilise any 3rd party or 3rd party software to identify historical payment errors (including duplicate, erroneous payments or potential fraud)?

5a. If yes, please state the name of the software or partner, the engagement date and the current contract end date and frequency of engagement (if not continuous). Please also provide the contract value or terms of engagement (if not a fixed fee).

5b. Please provide the value of monies recovered by the software or partner for the most recent financial year.

  1. Does the authority utilise any 3rd party or 3rd party software to reconcile supplier statements and identify overpayments or unclaimed credits on a regular basis?

6a. If yes, please provide the name of the provider/software and a brief description of frequency/level of support.

6b. Please provide the current contract end date and the annual value of the contract awarded to the external organisation (or total value and contract length).

  1. Does the authority make any checks, either directly or via any 3rd party or 3rd party software to identify sanctioned suppliers, both directly and indirectly owned, within the supplier master file?

7a. If yes, please provide the name of the provider/software and confirm the frequency of checking.

Response

  1. Does the authority share accounts payable or procurement functions with another authority or shared service function? If yes, who?
  • The Council does not use a shared procurement system however Nottinghamshire County Council provide the Council's procurement advice.
  1. Which ERP system is used by the authority (e.g. Oracle, SAP, Advanced, Civica)?
  • Our Finance system is E-financials, our income system is Civica and our Revenues Benefits department use Capita
  1. Please state the total number and value of supplier transactions (invoices and credit notes) processed by Accounts Payable in the last financial year?
  • 3407 total number
  • Value of transactions £ 161,731,342.51 (Please note this will include payments made for Salaries and Precept payments to other Government authorities
  1. Does the authority utilise any 3rd party software to identify or protect against supplier payment errors (including duplicate, erroneous payments or potential fraud) before payment is made?
  • The finance system currently flags for duplicated numbers at the time of scanning and then again at the time of authorisation in advance of payment being made

4a. If yes, please state the name of the software, the engagement date, the current contract end date and the annual value of the contract awarded to the external organisation (or total value and contract length).

  • Not applicable
  1. Does the authority utilise any 3rd party or 3rd party software to identify historical payment errors (including duplicate, erroneous payments or potential fraud)?
  • The authority takes place in the National Fraud Initiative every 2 years which reviews all payments made from Creditors, salaries, benefits etc and reviews for example payroll to payroll, payroll to creditor etc and any matches are then highlighted for review and response by the authority.

5a. If yes, please state the name of the software or partner, the engagement date and the current contract end date and frequency of engagement (if not continuous). Please also provide the contract value or terms of engagement (if not a fixed fee).

  • We are not in a contract for this but do make a payment once the responses are received back.

5b. Please provide the value of monies recovered by the software or partner for the most recent financial year.

  • Not applicable as any identified have usually been rectified in house prior.
  1. Does the authority utilise any 3rd party or 3rd party software to reconcile supplier statements and identify overpayments or unclaimed credits on a regular basis?
  • No

6a. If yes, please provide the name of the provider/software and a brief description of frequency/level of support.

  • Not applicable

6b. Please provide the current contract end date and the annual value of the contract awarded to the external organisation (or total value and contract length).

  • Not applicable
  1. Does the authority make any checks, either directly or via any 3rd party or 3rd party software to identify sanctioned suppliers, both directly and indirectly owned, within the supplier master file?
  • No

7a. If yes, please provide the name of the provider/software and confirm the frequency of checking.

  • Not applicable

FOI Contracts and Procurement