Oracle Fusion - important dates for suppliers

• we will issue final purchase orders before closing the current system at the end of March
• please continue to quote the purchase order number provided on any invoices submitted to the council
• we will issue the first purchase orders from the new system from Monday 8 April
• suppliers who are receiving orders through Purchase Cards will be unaffected

• wherever possible, we will issue purchase orders in advance for goods and services required during the last week in March and the first week in April
• this will mean that suppliers may receive purchase orders with phased delivery dates: suppliers should review delivery dates with care, as these may be phased over a longer period than usual.
• some suppliers may also receive higher value purchase orders to cover the anticipated value of goods and services required during this period. If so, we will contact you to discuss these arrangements in more detail
• in case of an emergency order, we may issue a manual Purchase Order for goods or services and your contract manager should contact you in advance to discuss this. If you wish to verify that a manual PO is valid, you can contact us using our supplier enquiry form.

• we will contact suppliers of critical goods and services to discuss specific arrangements for ordering and invoicing
• social care suppliers will already have received information on invoicing arrangements up to the end of March

• we will only have facilities for emergency payments between 29 March and 8 April
• we will aim to process invoices up to the final date to ensure minimal impact on payment arrangements for suppliers
• we will maintain our usual payment terms during this time.

• we will move all supplier records from the old system to the new Fusion system: there is no need to contact us with information
• purchase orders: the format of the new purchase order is broadly unchanged but if you want to verify the format of a new purchase order, please contact us using the online form
• remittance advice for payments will continue to be issued via email
• suppliers of works contracts may be asked to quote purchase orders on invoices going forward
• we anticipate that our processes for adopting new suppliers and making changes for existing suppliers will become more streamlined
• we will be launching a new supplier portal for you to access ordering and remittance information on a phased basis later this year

For those suppliers who already use our Elcom e-invoicing system, please continue to submit your invoices to southlanarkshirecouncil_invoices@elcom.com

All other suppliers should continue to submit invoices to the current email address.

Do I need to provide any information to the council to be set up in the new system?
No, we will take all current supplier details across to the new system automatically.

Should I continue to submit invoices during your cutover period?
Yes, invoices should be submitted as normal and we will aim to pay within our usual payment terms.

What will the new system mean for me as a supplier?
We aim to be fully live with the system for normal orders and payments from 8 April and we will work hard to avoid any financial impact on our suppliers. In the long term, there will be scope to make improvements to our supplier arrangements.

I am concerned about a late payment, what should I do?
Contact us using the online form or speak to your usual contract manager. All council employees involved in requisitioning and invoicing are aware of our transition arrangements.

I have changes to make to my company details or bank account, what should I do?
Please submit these as normal and we will deal with them as soon as possible.