Our Ref:
Your Ref:
Contact:
Tel:
Fax:
E-Mail:
Date:
xxxxxxxxxxxxxx
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01698 403050
eprocurement@northlan.gov.uk
09/03/2016
Finance and Customer Services
Head of Revenue Services
Brian Cook
Dalziel Building
7 Scott Street
Motherwell ML1 1SX
www.northlanarkshire.gov.uk
Dear Sir / Madam
Implementation of eProcurement
North Lanarkshire Council has implemented new systems and processes that change the way we do
business with suppliers. An eProcurement solution has been established which is fully integrated with
our corporate financial systems and in tandem with this, streamlines and standardises our processes in
order to improve the efficiency of our organisation.
The attachment to this letter explains the key changes that have occurred as a result of implementation
of these systems and processes. The changes we have made will help us progress as an organisation
and our suppliers will make an important contribution to our ability to succeed.
Finally, I would like to thank you in anticipation of your co-operation.
Should you wish any further information please contact Audrey Telfer on 01698 403954.
Yours faithfully
B Cook
Head of Revenue Services
Purchase Orders
Suppliers should note that the Council operates a ‘Purchase Order Mandatory’ policy for all goods,
services and works that it buys. This means that any requests that suppliers receive to provide goods,
services or works to the Council must be accompanied by a Purchase Order that defines what is being
bought. The Purchase Order must thereafter be referenced on all delivery documentation and sales
invoices issued by suppliers.
In the event that you are requested to provide goods or services to the Council, please confirm with the
requesting Council officer that the request shall be supported by the issue of a duly authorised Purchase
Order.
Council officers, buying on behalf of the Council, have also been reminded of the ‘Purchase Order
Mandatory’ policy.
Under our new eProcurement solution all Purchase Orders are sent electronically to suppliers by email,
automated fax or other electronic means.
Delivery and Receipt
Suppliers’ Delivery Notes, including partial deliveries, must reference the Council’s Purchase Order
number. The Council shall receipt the goods or services on its eProcurement system using this unique
number as part of the “three way match” between the Purchase Order, the Receipt Note and the Sales
Invoice that will be necessary in order for invoices to be processed for payment.
If suppliers by default do not provide written delivery documentation, they must notify the Council officer
identified on the Purchase Order when the provision of the goods or services is complete in order to
secure their agreement to update their system accordingly. To provide a clear audit trail it is
recommended that you contact the Council officer by email using the contact details provided on the
Purchase Order.
Invoicing
All Sales Invoices issued by suppliers must reference the Council’s Purchase Order and the order line
number to which they relate.
Sales Invoices must be sent to the address identified on the Purchase Order. Failure to quote the
Purchase Order number on invoices will require the Council to undertake a special approval process and
will delay any payment that is due to suppliers.
The Council shall continue to accept paper invoices by post but shall work with suppliers over the coming
months to move where possible to the receipt of sales invoices by electronic means.
The Council may choose to return invoices not containing a reference to the Purchase Order to suppliers
for remedial action. The payment cycle shall not commence until a valid invoice with all the required data
is received.
Payment
The Council undertakes to make payment to suppliers within thirty (30) days of the receipt of a valid
invoice. Our preferred payment method will be ‘Banks Automated Clearing system’ (BACS).
Provision of Supplier Details
In order to become a supplier to the Council it is essential that you provide us with some basic
company details. These details will be used to populate our system and shall allow us to send you
Purchase Orders by email and/or fax and to make prompt payment for goods and services that you
may provide to the Council.
Please complete sections 5 to 14 on the enclosed form, sign section 12 and return the completed
form ASAP to the Council employee who has requested you complete it to the undernoted
address:
North Lanarkshire Council
(Service)
(Address 1)
(Address 2)
(Town)
(Postcode)
If you have any questions relating to any of the foregoing, please direct them by email to:
corporateprocurement@northlan.gov.uk
Enc.
Supplier’s data capture questionnaire
North Lanarkshire Council
New Supplier Request Form
THIS SECTION MUST BE COMPLETED BY NORTH LANARKSHIRE COUNCIL REQUESTOR
(Complete Prior to issuing to Supplier. Failure to complete all sections will result in the form being rejected )
1.
Details of NLC Person Making Request
2.(a)
Justification for Using Supplier (please detail below)
2.(b)
Frequency of Requirement (please tick below)
Name
Service
Section
Telephone
One-Off
3.(a)
Total Value of this Expenditure
3.(c)
All documentation for the Procurement has been retained for
audit purposes
3.(b)
£
On-Going
YES
NO
In relation to Standing Orders, which Procurement Method was used to source the Requested Supplier (please tick below)
 Value <= £10,000 - We are able to demonstrate ‘Best Value’
 Value > £10,000 and <= £50,000 - A suitable Competitive Quote process has been undertaken
 Value > £50,000 and < EU Threshold - A suitable Tender process has been undertaken including relevant advertising
 Value => £EU Threshold - A suitable Tender process has been undertaken including relevant advertising
 None of the above
3.(d)
4.
These goods have already been supplied / this service has already been completed
Yes / No
In relation to the Authorised Signatory, which Officer was responsible for the Procurement mentioned in Section 3.(c)
Name
Position
Signature
Date
Level of Procurement Authorisation
THIS SECTION TO BE COMPLETED BY SUPPLIER – ALL FIELDS MUST BE COMPLETED
5.
Contact For Receipt of Purchase Orders
6.
Supplier Name
Preferred Method of Order Transmission
Fax
/
Email
(Delete as applicable)
Address Line 1
Address Line 2
Town / City
Country
Postcode
Telephone
Fax No.
Mail Address
7.
Type of Goods/Services/Works To Be Supplied
8.
Contact For Receipt of Remittance Advice
9.
Preferred Method of Remittance Transmission
Supplier Name
Post
/
Fax
/
Email
(Delete as applicable)
Address Line 1
Address Line 2
10.
Bank Details
Town / City
Name of Bank
Country
Branch
Postcode
Sort Code
Telephone
Account Name
Fax No.
Account Number
eMail Address
Roll No. (if applicable)
11.
Value Added Tax (VAT)
12.
VAT Reg. Number
13
Company Registration
Company Reg. Number
Sub Contractors
Are You CIS Registered?
Yes
/
No
(Delete as applicable)
If ‘Yes’, What is Your Unique Tax Reference?
14.
Supplier Certification
I certify these details are correct and that I am authorised by the organisation above to instruct payment as detailed.
Signature
Name (Please Print)
Date
FOR NORTH LANARKSHIRE COUNCIL OFFICAL USE ONLY
Date Received by Corporate Procurement
New Supplier Request Approved
YES
NO
CEDAR Reference
Reason If Supplier Request is Not Approved / Rejected
Name of Corporate Procurement Officer
Signature of Corporate Procurement Officer