PCT & SHA Digital Archive data guidance
7 August 2013
© NHS Shared Business Services 2013
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Scope
This document details the data comprising a digital archiving service for all PCT/SHAs. Data is
required for the 6 financial years from the 1st April 2007 plus the 5 months to 31st August 2013
unless otherwise specified. A priority should be given to data relating to the financial years 2011/12
and 2012/13.
Data for NHS SBS clients will be extracted by NHS SBS. All other data must be collected and
submitted by the LCFT staff. Where there are 3rd party service providers (ie NEP, ELFS, Serco)
requests should be made by the closedown teams to identify the data required, but additional
central discussions will be held with them to arrange data submission. This includes data for the
periods prior to joining NHS SBS for those organisations with joining dates post 1st April 2007
(including part-years). Data should be delivered in the format shown on the spreadsheets provided
and must be in a text format. It is recommended that where possible the files should be submitted
in either .csv or excel format, however files may be submitted in any Microsoft Office format, plus
.pdf and .txt If you wish to submit in other formats, please contact SBS-W.DAS@nhs.net to ensure
that the format is supported. One file per financial year per data set is required.
The File naming convention should be as follows: DHcode-SoBcode-datasetxx-year
5A1-PA1-Dataset1-2012_13.
eg
Where there is a need to provide multiple files of the same dataset ie if a report can not be
extracted in one extract, then the filename should be suffixed with a _x where x is the next number
ie if dataset 3 (detailed transaction report) can only be extracted monthly then there would be 12
files 5A1-5A1-Dataset3_2012_13_1 to 5A1-5A1-Dataset3_2012_13_12
Appendix 1 shows which data sets need to be submitted for each year.
As each data set is completed it should be sent to SBS-W.DAS@nhs.net using the secure file upload
procedure detailed in Appendix 2. LCFT staff should note the date and time sent. The DAS project
team will note receipt of each file. Each file will be checked for completeness and content. Any
resulting queries will be directed to the named contact. Any queries from LCFT staff should be sent
to SBS-W.DAS@nhs.net. Data should be submitted as soon as possible and at the latest by
23/08/2013 for 2011/12 and 2012/13 files and by 06/09/2013 for all other files.
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Data Sets
14 data sets are required in total relating to General Ledger, Accounts Payable, Accounts Receivable,
Procurement and Fixed Assets and these are detailed below. In addition to these, you are required
to submit all working papers for the 2012/13 Final Accounts and closing reconciliations.
General Ledger
Data Set 1: General Ledger Balances
Purpose: To allow full reporting to take place on GL Trial Balances (including I&E), Statement
of Financial Position, Annual Accounts (not audited outturn) and management accounts.
Scope: Data will be required by period at GL code level, and should include budgets, annual
budgets and actual and budget WTEs (2012/13 Only). All code segment descriptions will be
included as well as the codes themselves.
Data Set 2: Cost Centre Hierarchy
Purpose: To allow additional summarisation of GL balances to take place.
Scope: A single hierarchy snapshot as of March 2013 (or closing position) will be required,
rather than a series of date restricted hierarchies. This will include a flattened parent/child
relationship and full names of every parent level cost centres.
Data Set 3: Detailed Transaction Report
Purpose: This should include all postings to the General Ledger at sub-ledger detail and
should be fully reconciled to the GL balance.
Scope: Data will be required by period and contain the full GL code with segment
descriptions. Should be actuals only, with all transactions in GBP.
Data Set 4: Budget Transactions (for 2012/13 Only)
Purpose: This should include all Budget Journal postings to the General Ledger and should
be fully reconciled to the GL budget balance.
Scope: Data will be required by period, by journal line at full GL code level.
Data Set 5: GL Code Descriptions
Purpose: This should allow all data to be identified to the GL coding structure including the
full descriptions.
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Scope: All General Ledger account segments and their descriptions, including Parent
segment values
Accounts payable
Data Set 6: Summary Invoices/Credits
Purpose: This data set should allow questions to be answered regarding specific invoices and
summarised invoices, including invoice payment status, outstanding invoice list, spend by
supplier etc.
Scope: Data should be at Invoice level and will include details of the Supplier, Supplier, Site,
Factors, Invoice Number, Invoice Amount, Amount Remaining, Invoice Date, PO numbers
and transaction type. Cancelled transactions should be included and marked accordingly. It
is expected that not all Organisations may be able to provide all details.
Data Set 7: Invoice/Credit Detail
Purpose: This data set should provide a lower level of detail than the above, and should be
used to better understand what the invoice was for, the financial codes used and in
particular, how the tax was calculated. The detail included here should enable reference to
the tax return.
Scope: The data should be at invoice Line level and should include all details required to
calculate tax amounts including tax codes, tax percentage and tax amounts. It should also
include references to Purchase Orders.
Data Set 8: Payments
Purpose: This data set should provide full details of all payments made by the PCT/SHA.
Scope: The data should be at a level of detail which allows the supplier, invoice, date, bank
account, cheque/payment references and additional details to be identified. It should allow
for full referenceability with the bank account.
Accounts Receivable
Data Set 9: Summary Sales Invoices/Credits
Purpose: This data set should allow questions to be answered regarding specific invoices and
summarised invoices, including invoice status, outstanding invoice list, revenue by customer
etc.
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Scope: Data should be at Invoice level and will include details of the Customer, Customer
Site, Invoice Number, Invoice Amount, Amount Remaining, Invoice Date and Transaction
Type. It is expected that not all Organisations may be able to provide all details.
Data Set 10: Invoice/Credit Detail
Purpose: This data set will provide a lower level of detail than the above, and should be used
to better understand what the invoice was for, the financial codes used, and in particular,
how the tax was calculated. The detail included here should enable reference to the tax
return.
Scope: The data should be at invoice Line level and should include all details required to
calculate tax amounts including tax codes, tax percentage and tax amounts. Additionally
notes referencing the collection communication process will be required. Cancelled
transactions should be included and marked accordingly.
Data Set 11: Receipts
Purpose: This data set should provide full details of all receipts received by the PCT/SHA.
Scope: The data should be at a level of detail which allows the customer, invoice (where
appropriate), date, bank account and amount details to be identified. It should allow for full
referenceability with the bank account.
Procurement
Data Set 12: PO Line Detail
Purpose: This data set should allow queries to be answered on what has been ordered by
PCT/SHAs at individual transaction and summary level.
Scope: The data should be at Purchase Order Line level and should include full details of
what was ordered, including quantities and price. Full details of the Supplier should also be
included.
Data Set 13: PO Receipts
Purpose: This data set should allow queries to be answered on what has been receipted by
PCT/SHAs at individual transaction and summary level.
Scope: The data should be at Receipt Item level and should include full details of what was
received and when and which PO it relates to.
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Fixed Assets
Data Set 14: Fixed Asset Register
Purpose: This data set should allow queries to be answered on the assets owned by the
PCT/SHA at any point during the previous 6 years.
Scope: The data should be at Asset level and should include details of the asset classification,
opening and closing values for each year, purchase and disposal dates, asset life,
impairments and indexation values and depreciation method. The data should be fully
referenceable back to the GL Balance.
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APPENDIX 1
Table showing data required
Year
1
2
3
4
5
6
Data sets
7
8
9
10
11
12
13
14
2013/14
2012/13
2011/12
2010/11
2009/10
2008/09
2007/08
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
No
Yes
No
No
No
No
No
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
No
Yes
Yes
Yes
Yes
Yes
Yes
© NHS Shared Business Services 2013
Yes
Yes
Yes
Yes
Yes
Yes
Yes
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Full working
papers
No
Yes
No
No
No
No
No
Final
reconciliations
Yes
Yes
No
No
No
No
No
APPENDIX 2
Instructions for registering an
NHS Secure File Transfer account
1. Go to website https://nww.sft.nhs.uk/sft/upload1
2. Click on the “register here” link, circled in red on the below screen shot.
3. Enter your email address into the box and click Register.
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4. You should shortly receive an email which contains your PIN number, remember this as you
will need to use this PIN number to retrieve files.
5. Return to website https://nww.sft.nhs.uk/sft/upload1
6. Fill in the fields as pointed out on page
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7.
8. The recipient will receive and email with a link to the uploaded file
9. Once they click on the link they need to enter the password you entered
If you experience any problems using this site, there is a useful Help section,
https://nww.sft.nhs.uk/sft/help.jsp#top
© NHS Shared Business Services 2013
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