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How does NHS SBS Accounts Payable work?

 

What happens to your invoice on receipt at NHS Shared Business service?

Invoice received
Postal invoices are received into our automated post room and scanned directly onto the financial system, Oracle, using optical character recognition technology.

 

Electronic invoices are received by file directly into the Oracle system. Electronic invoicing is via OB10. Please click here to visit the OB10 website or contact OB10 on telephone number 0870 165 7420 for further information.

 

Verification of scanned invoices
Once on the system the invoices pass through a verification stage. This is where details populated in the Oracle data fields are verified by the system and any visual checks take place to ensure accuracy of the data. It is at this stage that any new supplier for a particular trust is identified and a new supplier record is created.

 

The verification stage of the process is an important one as it is during these checks that invoices are identified that we cannot process, so will be returned to the supplier with a covering letter detailing the area that needs to be amended. Usually this is due to missing data.

 

Please click on the links below for:

 

On completion of the verification stage the invoices then follow one of two main routes, purchase order or non purchase order.

 

Purchase Order (PO) Invoices
Invoices identified as having a purchase order number have already had the order for the goods or service approved. When the goods or services are delivered our client organisation will confirm receipt on the Oracle system. The invoice then follows a 3 way matching process where the invoice, order and receipt are automatically matched by the Oracle system. If no discrepancies are identified then the invoice progresses to payment (NHS standard terms are 30 days).

 

Any instances where a discrepancy is found the system places an automatic hold on the invoice. Automatic reminders are then sent to appropriate personnel for any outstanding actions via Oracle. Please click here to see how to prevent delays in payment.

 

Non Purchase Order Invoices
Invoices without a purchase order number are allocated to the nominated approver. Approval is carried out electronically and once approved progress to payment (NHS standard payment terms are 30 days). Invoices are automatically escalated through the client hierarchy if approval does not take place within pre-defined time limits. Throughout the process reminders are forwarded to approving personnel.

 

Payment of Invoice
A remittance advice containing details of the payment(s) are despatched as soon as payment has been scheduled to be made.

 

The quickest and most secure method of payment is BACS (electronic transfer); if you need to update your details or are currently being paid by cheque, please submit your bank details on headed paper in PDF format to This e-mail address is being protected from spambots. You need JavaScript enabled to view it – Please also include an email address to which you would like us to send your remittance(s).


How can I prevent delays in payment?
Submitting invoices to SBS
When a client requests goods or services please check if a purchase order (PO) is required. If it is, please ensure that the PO is received prior to invoicing because the PO number has to be quoted on the invoice.

 

Invoices need to be posted directly to NHS SBS unless specifically instructed otherwise by a client organisation. This exception normally only applies to pharmacy, catering, GP or optician payments.

Invoices have to be submitted in a legal, complete and clear format. Examples can be found and downloaded from our ‘Good Invoicing Practice’ page, please click here.

If you are a small supplier/charity/doctor and do not have a standard invoice, please download our invoice template (Word or Excel format), please click here.


Returned invoices
Invoices returned to Suppliers are by far the largest contributor to delays in payment.

 

Please click here for ‘Good invoicing practice’ guidelines. Most common ways to avoid returned invoices are:

 

  • Make sure that the correct purchase order number is on the invoice. Please click here for ‘Purchase Order Number Range’. Note – these purchase order numbers are a guide only as to the series of numbers allocated to each client organisation
  • Make sure the correct organisation and payables codes are included as part of the address, which can be obtained on our ‘Invoicing Postal Addresses’, please click here.
  • Make sure all essential information is included and the invoice adds up. Please click here for ‘Good Invoicing Practice’.
For more detailed information please click here.

 

If you have had an invoice returned and require further information or advice, please contact our Client Service Centre on 0303 123 1177, quoting the call reference stated on the letter. We will be pleased to offer support and guidance.

 

Commissioning and provisioning client organisations
A number of our Primary Care Trusts have split their business, becoming two separate legal entities, known as provider and commissioning arms.

 

It is imperative that invoices are billed to the correct entity (commissioning or provisioning) to avoid the invoice being rejected by the client, as this will cause delays. For more detailed information please click here. If there is any doubt please contact the client to confirm.

 

Purchase Orders
When a client requests goods or services please check if a purchase order (PO) is required. If it is, please ensure that the PO is received prior to invoicing because the PO number has to be quoted on the invoice.

Discrepancies between an invoice and purchase order raised result in a system generated hold. The following advice will help to avoid this. Any queries concerning the information on an order received should be raised with the local Procurement department.

 

  • Ensure that the Invoice being raised has the same supplier name as that provided on the purchase order. If this is not the case please raise with the contact provided on the order.
  • Ensure the invoice details match the purchase order, including the description of goods/services, which should be itemised in exactly the same way. Any queries with the information on an order received should be raised with the contact provided on the order.
  • Ensure no additional extras are included on the invoice, e.g. freight (this should be included on the purchase order).
  • Ensure that the purchase order number provided by the client organisation is quoted on the invoice. If you have been asked to supply additional goods or services using an existing purchase order number, please check whether a new order must be raised.
Please click here to verify the organisation Purchase Order numbering range. Note – these purchase order numbers are a guide only as to the series of numbers allocated to each client organisation

 
 
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