E-procurement
In September 2004 the Council replaced all of its back-office procurement systems with a new system using SAP software. This system incorporates a complete purchase to pay service which will lead to improved efficiency for East Sussex County Council and those who do business with us.
Electronic facilities available include:
- purchase orders sent electronically to our suppliers
- supplier payment by BACS
- electronic supplier catalogues available to all procurement staff.
This applies to all orders placed by East Sussex County Council except those placed direct by schools, and some special systems such as Abacus in Adult Social Care and Trapeze in Transport and Environment.
How are you affected?
Our purchase to pay process affects your sales order processing and accounts receivable processes.
If you need to tell us what your contact details are for purchase orders and remittance advices, or if you want to let us know your preferred method of receiving purchase orders, please use our online supplier preference form. Our preference is to send them electronically by email or fax.
We will only accept and pay invoices that have been presented in an agreed format and sent to the location specified on the purchase order.
We usually pay for goods and services by BACS, but if you have a different location for receiving payments then please also use the form to confirm this.
How you can help us
- Include our purchase order number and contact details on invoices.
- Check the content of each purchase order and let us know if there are any errors. For example, if we have raised an order at an incorrect price, contact the ESCC member of staff quoted on the purchase order. If no name is listed on your invoice, please contact the Corporate procurement team.
- Make sure you resolve any queries you have relating to a purchase order before you supply the goods or services as delays may arise in the payment of your invoice.
- Check purchase orders for invoicing instructions. Purchase orders that come from the SAP system will provide this address. Please ensure invoices are sent to the correct address.
Please note: the delivery location will be shown separately from the invoice address.
- If you receive a hard copy or are unsure about the validity of an electronic purchase order please contact the ESCC member of staff quoted on your purchase order.
Future projects
The Council is working on a series of electronic procurement improvement projects including purchasing cards, electronic tendering and contract management. Further details will be published on this page when they are available.
Further information
For further information please contact the Corporate procurement team.
