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Accounts payable software

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Dear Chorley Borough Council,
Under the FOI Act please provide the following information:-

1. Does the authority outsource transactional services to another authority or shared service function or external party?

1.a. If yes, what is the name of said authority or shared service function or external party

2. Which Finance system is used by the authority (Oracle, Agresso, Sage, EFinancial, SAP etc.)?

3. Please state the total number of Accounts Payable invoices processed by the authority in the last financial year (18/19)

4. Please state the total value of the Accounts Payable invoices processed by the authority in the last financial year (18/19)

5. Is 3rd party pre-payment software utilised by the authority to prevent invoice payment errors (e.g. duplicate invoices, overpayments, VAT input errors or credits on statements) from occurring?

6. Are the services of a 3rd party, or 3rd party software, utilised by the authority to identify historical invoice errors (duplicate invoices, overpayments, VAT input errors or credits on statements)?

7. Over the last 6 years, please state the name(s) of all external organisation(s) used to review Accounts Payable transactions as in questions (5) and (6) as above

7.a.i. Please state the period(s) reviewed by each

7.a.ii. Please state the value of the contracts awarded by the authority to the external organisation(s) in each case.

7.b. Please state the total value of moneys recovered/incorrect payments identified (as appropriate) by each provider in the period(s) reviewed.

8. Please provide a contact list for finance & procurement departments at the authority.

9. What internal controls does the authority have to prevent payment errors occurring (3 way matching, no PO no PAY, invoice scanning etc.)

--

Best,
Stephen

Contact, Chorley Borough Council

Thank you for your email.

 

We will deal with your enquiry as quickly as possible. You may find the
information you need on our website.

 

Kind Regards

 

Chorley Council

 

( 01257 515151 | 8 [1]chorley.gov.uk
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foi, Chorley Borough Council

Dear Stephen

REQUEST FOR INFORMATION UNDER THE FREEDOM OF INFORMATION ACT 2000

OUR REFERENCE: FOI/20/519

Thank you for your request under the Freedom of Information Act 2000. Please quote the above reference number in all future correspondence.

I can confirm that we have received your request for information, and that it is being dealt with under the terms of the Freedom of Information Act 2000 or if appropriate the Environmental Information Regulations 2004, which requires us to respond to your enquiry within 20 working days of its receipt. You should therefore expect to receive a response by 28 December 2020, whilst we will use endeavours to provide a response within the statutory timeframe please note that there may be some delays due to the coronavirus (Covid-19) pandemic.

Please note that the information provided by Chorley Borough Council is intended for your personal use. If it is your intention to re-use the information for commercial gain, you will need to apply to the Council for a licence to re-use it, under the Re-Use of Public Sector Information Regulations 2005.

Information on the regulations can be obtained from the Office of Public Sector Information and accessed directly on their website:
http://www.opsi.gov.uk

Yours sincerely

FOI Department
Chorley Council

C 01257 515151 | chorley.gov.uk
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foi, Chorley Borough Council

Dear Stephen

 

I am writing in response to your request for information under the terms
of the Freedom of Information Act 2000

 

Please find below, the details of your request and our response in red.

 

REQUEST:-

 

 

 1. Does the authority outsource transactional services to another
authority or shared service function or external party?  No

 

1.a. If yes, what is the name of said authority or shared service function
or external party n/a

 

2. Which Finance system is used by the authority (Oracle, Agresso, Sage,
EFinancial, SAP etc.)? Civica

 

3. Please state the total number of Accounts Payable invoices processed by
the authority in the last financial year (18/19) 7625

 

4. Please state the total value of the Accounts Payable invoices processed
by the authority in the last financial year (18/19) £40,010,887.95

 

5. Is 3rd party pre-payment software utilised by the authority to prevent
invoice payment errors (e.g. duplicate invoices, overpayments, VAT input
errors or credits on statements) from occurring?  Yes Kofax capture
Scanning software

 

6. Are the services of a 3rd party, or 3rd party software, utilised by the
authority to identify historical invoice errors (duplicate invoices,
overpayments, VAT input errors or credits on statements)? No

 

7. Over the last 6 years, please state the name(s) of all external
organisation(s) used to review Accounts Payable transactions as in
questions (5) and (6) as above Kofax Capture Software for Q5

 

7.a.i. Please state the period(s) reviewed by each Kofax capture software
has been used for approximately 10 years

 

7.a.ii. Please state the value of the contracts awarded by the authority
to the external organisation(s) in each case. Kofax software is included
with Civica Financials contract £1952.15 per annum

 

7.b. Please state the total value of moneys recovered/incorrect payments
identified (as appropriate) by each provider in the period(s) reviewed.
N/A

 

8. Please provide a contact list for finance & procurement departments at
the authority.  [1][email address]

 

9. What internal controls does the authority have to prevent payment
errors occurring (3 way matching, no PO no PAY, invoice scanning etc.) 
All invoices must have a relevant Purchase Order that can be linked with
the Invoice. Goods are received before the invoice is paid. Kofax software
picks up changes to BACS information, value / VAT discrepancies on the
Invoice

 

 

 

 

 

 

I hope the information provided here answers your enquiry.  If however,
you are unhappy with the outcome, or the way in which Chorley Council has
handled your request, you may wish to make an appeal.  This can be done in
writing to the Director of Governance, Chorley Council, Town Hall, Market
Street, Chorley, PR7 1DP, or by e-mail to: [2][email address]  clearly
stating your reasons for dissatisfaction.  Please quote the above
reference number in all correspondence.

 

If your appeal is not upheld or you remain dissatisfied with our decision,
you can complain to the Information Commissioner by completing their
complaints form which can be found at:

[3]https://ico.org.uk/make-a-complaint/your...

 

The completed form may be submitted by e-mail to [4][email address] or
by post to Customer Contact, Information Commissioner’s Officer, Wycliffe
House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

 

Please note that the information provided by Chorley Borough Council is
intended for your personal use. If it is your intention to re-use the
information for commercial gain, you will need to apply to the Council for
a licence to re-use it, under the Re-Use of Public Sector Information
Regulations 2005.

 

Yours sincerely

 

FOI
Chorley Council

( 01257 515151 | 8 [5]chorley.gov.uk
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You can make service requests online at [7]chorley.gov.uk, and it’s even
faster if you use '[8]My Account'

 

This e-mail and any attached files are confidential and may also be
legally privileged. They are intended solely for the intended addressee.
If they have come to you in error you must not use, copy or communicate
them to anyone. Please advise the sender and permanently delete the e-mail
and attachments. Please note that while Chorley Council has policies in
place requiring its staff to use e-mail in an appropriate manner, any
views expressed in this message are those of the individual sender may not
necessarily reflect the views of Chorley Council. Chorley Council may
monitor e-mails sent or received.

References

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2. mailto:[email address]
3. https://ico.org.uk/make-a-complaint/your...
4. mailto:[email address]
5. chorley.gov.uk
http://chorley.gov.uk/
6. here
http://www.chorleyflowershow.com/
7. chorley.gov.uk
http://chorley.gov.uk/
8. My Account
https://myaccount.chorley.gov.uk/Login.a...

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