iProcurement
Oracle iProcurement is a software application for the electronic ordering of goods/services which streamlines the process of purchasing goods/services; it is a module of the Council’s Oracle Financial Information System and therefore manages the invoices and payments associated with orders and tracks the funds committed by the order against internal budgets.
Staff raise orders on-line (without completing manual order pads), managers approve the orders on-line (usually via e-mail) and the orders are then sent to supplier automatically, normally by e-mail – but orders may also be sent by fax or post.
Once the goods/services have been provided, the member of staff has to indicate on the system that the goods have been received (receipted), after which the invoice can be approved for payment, provided it matches the order and receipt information.
Oracle iProcurement has been in use at Leicestershire County Council since 2006 and has been rolled out to all departments.
iProcurement is used mainly for “corporate commodities and services” such as stationery, furniture, consultancy, and we are currently investigating extending the use of iProcurement to a wider range of goods,sevices and works.
iProcurement provides us with valuable management information about what we buy, how we buy it and who we buy it from and highlights areas of potential efficiency gain. This information is used to inform our discussions with suppliers, allowing us to improve the way we purchase and reduce the costs of goods and services by using a more strategic approach.
Since its initial deployment the Council’s use of iProcurement has risen quickly and continues to grow.
We are developing iProcurement to signpost staff towards approved contractors and products and ensuring the right prices are in the system to make purchasing easier.
What iProcurement means for suppliers:
- Suppliers will normally be asked to receive orders by e-mail – this will normally be in .pdf format file – Official Order Form. If as a supplier you experience any difficulties with the orders please refer to Advice for suppliers receiving e-mail purchase orders
- In order to be set up on iProcurement suppliers will need to provide the following details to the member of staff who wishes to first use the supplier:
Trading Name
Address
Phone Number
Fax No.
E-Mail
Bank Number
Bank Account Type
Bank Account Number
Bank Account name - Suppliers should invoices direct to the invoice address on the order – not to the person who has ordered the goods/services.
- Suppliers should only deliver goods/services if they are in receipt of a valid official purchase order or a pCard number. We will only pay those invoices which quote an official order number or a pCard number.
- Payment will normally be made by BACS – suppliers are asked to ensure their invoices include their bank details for BACS payment and e-mail address to which the remittance advice can be sent.
- The order and invoice process should be quicker and should not rely on the postal service.
Page Last Updated: 18 January 2012
