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20105 – Process supplier invoices

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Ref: FOI/20105

RE: FREEDOM OF INFORMATION ACT 2000 REQUEST

West Midlands Fire Service has now completed its search for the information requested on 20th November 2020.

Please find below a summary of our findings.

Request

  1. What is your current invoice process

Reply

Invoices are received by Procurement for receipting and authorisation before being sent to Revenues for payment

Request

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

Reply

Invoices are paid on Oracle R12 (Accounts Payable). Procurement also use another system, WebServices

Request

  1. How many invoices were processed in FY19?

Reply

Discoverer report, 12,057 invoices paid FY19.

Request

  1. In what format do you currently receive invoices?

Reply

Invoices are received via post, electronically (email) and portals

Request

  1. Are you currently meeting the EU eInvoicing Directive 2014/55/EU?

Reply

The Authority can receive invoices electronically (email) and portals.

Request

  1. How many EDI invoices were processed in FY19?

 Reply

All invoices are manually entered onto Accounts Payable for payment

Request

  1. Do Accounts Payable check every invoice received?

Reply

The Accounts Payable system has built in checks for all invoices and to avoid duplicate payments.

Request

  1. Does the authority currently have a PO system or non PO system?

Reply

The Authority has a Purchase Order system

Request

  1. What is the split between PO and non PO invoices?

Reply

Approx. 60/40

Request

  1. Do you have an invoice matching process? If so, is this done manually?

Reply

The Authority has a two-way matching process, receipting of PO is carried out in Procurement

Request

  1. How are you currently reporting on invoice spend?

Reply

Transparency Reporting, the Authority’s Statement of Accounts.

Request

  1. Are you claiming back VAT on invoices?

Reply

Yes

Request

  1. How many FTE’s do you have in your AP team?

Reply

2.8 FTE

Request

  1. What % of invoices were paid late in FY19?

Reply

Discoverer report, 688 invoices paid late FY19

Request

  1. What are your top 5 types of spend?

Reply

This request is exempt under section 21 of the freedom of information act 2000 as the information requested “what are you top 5 types of spend” is readily available in the public domain.  Please see published Transparency Reports showing invoice spend information on WMFS website link below:

https://www.wmfs.net/about-us/documents/

If you have any queries about this freedom of information request, please contact us.  Please remember to quote the reference number above in any future communications.

For service complaints, issues or comments regarding this request please contact The Public Relations Department, West Midlands Fire Service, 99 Vauxhall Road, Birmingham, B7 4HW

Further information concerning Freedom of Information requests can be found on the Information Commissioner website at either the following link: https://ico.org.uk/ or at Wycliffe House, Water Lane, Wilmslow, SK9 5AF.

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