Supplier Invoicing processes (FOI)

Request

We are interested in the systems you have in place to process supplier invoices

A

What is your current invoice process for handling supplier invoices, from receipt to when its posted in the ERP and ready for payment?

B

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

C

How many invoices were processed in FY19-20?

D

In what format do you currently receive invoices?

E

Do you print your emailed or pdf invoices?

F

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

G

How many EDI invoices were processed in FY19-20?

H

Do you use OCR (optical character recognition) to scan invoices?

I

Do Accounts Payable check every invoice received?

J

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

K

What is the current split between PO and non PO invoices?

L

If you have an invoice matching process, is this automated or manual?

M

What system or process do you currently use to report on invoice spend?

N

Are you claiming back VAT on invoices? If so, how much?

O

How many FTE's do you have in your AP team who process invoices?

P

What % of invoices were paid late in FY19-20?

Q

What are your top 5 types of spend by department or service in FY19-20?

Response

The Scheduled Public Authority has concluded that information, as requested, is not held in a single recorded form. In order to answer the request, the processes and data would need to be extracted from various sources. Aside from taking more than the prescribed 12.5 hours to do the work, the Freedom of Information (Jersey) Law 2011 does not require a Scheduled Public Authority to manipulate data in order to provide a response.

Article 16 of the Freedom of Information (Jersey) Law 2011 has therefore been applied.

Article applied

Article 16 A scheduled public authority may refuse to supply information if cost excessive

(1) A scheduled public authority that has been requested to supply information may refuse to supply the information if it estimates that the cost of doing so would exceed an amount determined in the manner prescribed by Regulations.

Regulation 2 (1) of the Freedom of Information (Costs) (Jersey) Regulations 2014 allows an authority to refuse a request for information where the estimated cost of dealing with the request would exceed the specified amount of the cost limit of £500. This is the estimated cost of one person spending 12.5 working hours in determining whether the department holds the information, locating, retrieving and extracting the information.