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Brentwood Borough Council

FOI 14799

Finance Systems

Request

Under the FOI act please provide the following information
1.
Does the council outsource their transactional services to another authority or shared service?
2.
Which Finance system is used by the authority(Oracle, Agresso, Sage, E-Financial, SAP etc.)
3.
Has this finance system been used for the last 6 years?
a.
If no, what finance system was previously in place?

b.
When did this system change take place?
4.
Please state the total number of Accounts Payable invoices processed by the authority in the last financial year (16/17)
5.
Please provide a breakdown of the total value of Accounts Payable invoices (3rdparty supplier spend) for each of the last 6 years.

6.
How many active suppliers are currently on the Supplier Masterfile?
7.
How many inactive suppliers are currently on the Supplier Masterfile?
8.
Is 3rdparty pre-payment software utilised by the authorityto prevent invoice payment errors from occurring?
a.
If so, please provide contract period
9.
Over the last 6 years, please state the name(s) of all external organisation(s) used to review Accounts Payable transactions and identify and recover erroneous payments (Duplicates, Overpayments, VAT input errors or credits
on statements), and the period(s) reviewed by each.
a.
Please state the total value of moneys recovered by each provider in the period(s) reviewed.
b.
Please state the total amount paid to any external parties/ total cost to of utilising these services, for this review work.
10.
Do you use any external provider to ensure invoices correlate to the
contract charges i.e. checking volume discounts have been applied (please
state name)?
a.
What % fee or rates does the authority pay for this service?
11.
Please provide a contact list for finance & procurement departments at the authority
12.
What internal controls does the authority have to prevent payment errors occurring (3 way matching, no PO no PAY, invoice scanning etc.)
13.
Does the authority conduct supplier statement reconciliation exercises on any suppliers?
a.
If so, what selection criteria is adhered to?

Response

Further to your FOI request I can confirm the following:-

1. Does the council outsource their transactional services to another authority or shared service? No
2. Which Finance system is used by the authority(Oracle, Agresso, Sage, E-Financial, SAP etc.) eFinancials
3. Has this finance system been used for the last 6 years? No
a. If no, what finance system was previously in place? In house mainframe FMS system
b. When did this system change take place? April 2013
4. Please state the total number of Accounts Payable invoices processed by the authority in the last financial year (16/17) 11,698
5. Please provide a breakdown of the total value of Accounts Payable invoices (3rdparty supplier spend) for each of the last 6 years. All supplier spend going back to January 2015 is available on the website.
6. How many active suppliers are currently on the Supplier Masterfile? 5,966
7. How many inactive suppliers are currently on the Supplier Masterfile? Nil
8. Is 3rdparty pre-payment software utilised by the authorityto prevent invoice payment errors from occurring? No
a. If so, please provide contract period N/A
9. Over the last 6 years, please state the name(s) of all external organisation(s) used to review Accounts Payable transactions and identify and recover erroneous payments (Duplicates, Overpayments, VAT input errors or credits on statements), and the period(s) reviewed by each. Julian Bloom, April 2010 to March 2015
a. Please state the total value of moneys recovered by each provider in the period(s) reviewed. £11,148.72
b. Please state the total amount paid to any external parties/ total cost to of utilising these services, for this review work. £6,991.12
10. Do you use any external provider to ensure invoices correlate to the contract charges i.e. checking volume discounts have been applied (please state name)? No
a. What % fee or rates does the authority pay for this service? N/A
11. Please provide a contact list for finance & procurement departments at the authority
Jane Mitchell senior Payments and Procurement Officer jane.mitchell@brentwood.gov.uk; 01277 312853
Jacqueline Van Mellaerts, Financial Services manager, Jacqueline.vanmellaerts@brentwood.gov.uk, 01277 312829
12. What internal controls does the authority have to prevent payment errors occurring (3 way matching, no PO no PAY, invoice scanning etc.) Three way invoice matching and electronic authorisation by budget holders
13. Does the authority conduct supplier statement reconciliation exercises on any suppliers? Yes, as part of Accounts Payable processes
a. If so, what selection criteria is adhered to? All suppliers statements are checked against the Council’s ledger