BUSINESS PROCESS
NHS WALES
BUSINESS SERVICES CENTRE PONTYPOOL
Author
Title
Issue:
Issue Date:
No. of pages
Document No.
Gerald Jones
Invoicing Processes
1.0
01/10/2007
7
PCMTBPRO-05_Invoicing_Process
REVISION HISTORY
Issue No.
Created
Brief description of changes
01
22/05/07
24 May –
22 June
Preliminary draft – invoicing process
Various editorial changes. Feedback from Roberta.
Updated Audience section. Updates from Ed (after
meeting) – now have flowcharts for quarterly and
purchase invoices. Link to DVC placeholder file In
Forms folder.
RELEASE AUTHORIZATION
Regional IT Manager _________________________ (Andrew MacBean)
IT Project Manager
_________________________ (Roberta Houghton)
NHS Business Services Centre Pontypool
1.0
Invoicing Processes
AUDIENCE AND PURPOSE
This document is for Performance and Contract Monitoring Team (PCMT)
staff who participate in the invoicing processes. Readers of this document
should be familiar with the GMS Systems and Services Framework
Agreement, from which the invoicing processes are derived.
The purpose of this document is to explain the activities involved in the
quarterly and purchase invoicing processes, to enable PCMT staff to
understand and perform their role and responsibilities. Although practice,
LHB, BSC regional staff and supplier staff can view this document, it does
not describe in detail their activities in the processes. It is assumed that
non-PCMT staff refer to their own process and procedural documentation.
For an overview of PCMT’s role in the business processes for the provision
of core and additional services under the GMS Systems and Services
Framework Agreement, refer to Role of PCMT.
2.0
SCOPE AND CONTENT
This document illustrates the invoicing processes for quarterly and
purchase invoices. The maps of the processes (figures 1 and 2) in Chapter
5.0 are explained fully in the detailed steps (tables 1 and 2) in Chapter 6.0.
This document does not describe detailed, step-by-step instructions for the
use of tools, database management systems or other software applications
to perform the activities described in the processes.
3.0
INTRODUCTION
A supplier can raise an invoice each quarter (to include maintenance costs,
and anti-virus and tape validation services) or for individual purchases
(such as hardware, training, or a service).
An invoice must include:
 The date and details of the correct order reference
 The year or other periods to which the charges relate
 Clear description of the charge
 Details of service deductions credited against the charges
 Total charges, gross and net of service deductions for the charges,
and excluding VAT
 Total VAT
For anti-virus and tape validation services, the supplier must include a
report demonstrating that the services were delivered as contracted.
4.0
RESPONSIBILITY
Various entities are responsible at different steps in the processes, as
defined in Chapter 6.0.
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5.0
Invoicing Processes
PROCESS MAPS
Figure 1: Quarterly Invoicing
Supplier sends
financial schedules
for validation to
PCMT
PCMT registers
and validates
schedules
No
Are schedules
correct?
Yes
PCMT returns
schedule to
supplier
Yes
PCMT informs
supplier schedules
are correct
Supplier sends
quarterly invoice
to PCMT
PCMT checks
invoice
PCMT passes
invoice, or correct
elements of
invoice, to LHB for
payment, and
makes invoice
available to BSC
regional team
PCMT checks
payment details
with Finance
department
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Invoicing Processes
Figure 2: Purchase Invoicing
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6.0
Invoicing Processes
DETAILED STEPS
The following tables describe the detailed steps to be performed for
quarterly and purchase invoices.
For timescales, when the due date falls on the weekend or a public holiday,
the next working day is acceptable.
Table 1: Quarterly Invoicing
Step
Description
Timescale
Who
1
Send the financial schedules to
PCMT.
Supplier
2
20 working
days before
invoice is due
1 business day
Register and validate the
schedules.
Examine the schedules to
6 business days
determine whether they are
correct.
If they are correct, go to step 4.
If they are not correct, return the
schedules to the supplier.
PCMT
4
Inform the supplier that the
schedules are correct.
1 business day
PCMT
5
Send the invoice to PCMT.
5 business days
Supplier
6
Check the invoice:
3 business days
 Does the invoice match the
services register?
 Have the anti-virus and
tape validation services
been delivered as
contracted? Check the antivirus and tape validation
reports.
 Are the service deductions
correct? Check the service
failure reports.
PCMT
7
Determine whether the invoice is
correct.
If the entire invoice is correct, go
to step 9.
If the entire invoice is incorrect,
or there are incorrect elements,
return the invoice, to the
supplier. Repeat step 6.
PCMT
3
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4 business days
PCMT
PCMT
Supplier
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Step
Description
8
Pass the validated invoice to the
LHB for payment, and make the
invoice available to the BSC
regional team.
Note the date paid against the
invoice register by checking the
payment details with the Finance
department.
9
Invoicing Processes
Timescale
Who
PCMT
Invoice must be PCMT
paid within 30
days of the
supplier sending
the invoice
Table 2: Purchase Invoicing
Step
Description
Timescale
Who
1
Send the invoice to PCMT.
Supplier
2
3
After DVC has
been received
1 business day
Register the invoice.
Check if the deployment
verification certificate (DVC) has
been sent to the supplier, to
confirm that the service has been
delivered.
If yes, go to step 4.
If no, return the invoice to the
supplier.
Check if the invoice is a
duplicate, or if it contains
duplicated elements.
If yes, return the duplicated
invoice or invoice elements to
the supplier.
The supplier can then resubmit
an invoice, if necessary.
If no, go to the next step.
Check the invoice:
1 business day
 Does the invoice match the
asset or services register?
 Check the cost against the
order.
Determine whether the invoice is 1 business day
correct
If the entire invoice is correct go
to step 7.
4
5
6
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PCMT
PCMT
PCMT
Supplier
PCMT
PCMT
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Step
Description
Invoicing Processes
Timescale
Who
If the entire invoice is incorrect,
or there are incorrect elements,
return the invoice to the supplier.
The supplier can then submit
another invoice, repeat step 1.
7
8
Pass the validated invoice, or the
correct elements in the validated
invoice, to the LHB for payment.
Note the date paid against the
invoice register by checking the
payment details with the Finance
department.
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PCMT
Supplier
1 business day
PCMT
Invoice must be PCMT
paid within 30
days of the
supplier sending
the invoice
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