Please visit our website Privacy Policy to see the privacy policy for our website.
You can also view our organisational privacy policy.
Freedom of Information
Where applicable, we publish responses to requests under the Freedom of Information Act 2000.
20105 - Process supplier invoices
FAQ Category:
Finance and Spending
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
- What is your current invoice process
Reply
Invoices are received by Procurement for receipting and authorisation before being sent to Revenues for payment
Request
- 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
- How many invoices were processed in FY19?
Reply
Discoverer report, 12,057 invoices paid FY19.
Request
- In what format do you currently receive invoices?
Reply
Invoices are received via post, electronically (email) and portals
Request
- Are you currently meeting the EU eInvoicing Directive 2014/55/EU?
Reply
The Authority can receive invoices electronically (email) and portals.
Request
- How many EDI invoices were processed in FY19?
Reply
All invoices are manually entered onto Accounts Payable for payment
Request
- 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
- Does the authority currently have a PO system or non PO system?
Reply
The Authority has a Purchase Order system
Request
- What is the split between PO and non PO invoices?
Reply
Approx. 60/40
Request
- 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
- How are you currently reporting on invoice spend?
Reply
Transparency Reporting, the Authority’s Statement of Accounts.
Request
- Are you claiming back VAT on invoices?
Reply
Yes
Request
- How many FTE's do you have in your AP team?
Reply
2.8 FTE
Request
- What % of invoices were paid late in FY19?
Reply
Discoverer report, 688 invoices paid late FY19
Request
- 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.
Please note: Due to a migration and ensuring the accessibility of our policies and documents where possible, not all documents referenced in our FOI's are available. This is temporary and all previously published documents will be available soon. If you require a copy of a document referenced in our FOI's which is not linked below, please email contact@wmfs.net as we can arrange to send a copy.