Tracey Sopp Head of Accounting and Processing James Duncan, Deputy Chief Executive / Executive Director of Finance. Contents

Transcription

1 Standard Financial Instructins Practice Guidance Nte Prcess f an Accunts Receivable Transactin V01 Date Issued Planned Review PGN N: Issue 1 September 2014 Issue 2 September 2017 Issue 3 March 2018 Issue 4 September 2018 March 2019 SFI-PGN Part f NTW(O)51-Standard Financial Instructins Plicy Authr / Designatin Respnsible Officer / Designatin Tracey Spp Head f Accunting and Prcessing James Duncan, Deputy Chief Executive / Executive Directr f Finance Cntents Sectin Descriptin Page N. 1 Intrductin 1 2 Actin by the Finance Prcessing Team upn receipt f an Invice Request 3 Actin by the Finance Prcessing Team upn receipt f a Credit Nte Request 4 Actin fr Invices and Credit Ntes raised by the Finance and Incme Team 5 Segregatin f Duties and Custmer Creatins 7 6 Additinal Relevant Plicies 8 Appendices listed separate t PGN Appendix 1 Invice Request Frm Appendix 2 Appendix 3 Credit Nte Request against Invice Number VAT Guidance Intrductin 1.1 Where a department / lcatin has prvided gds / services t an individual r rganisatin, an Invice Request Frm (IR)(Appendix 1) must be raised by the department / lcatin and sent electrnically t the Finance Prcessing Team fr an invice t be raised fr the relevant charge. An Invice Request is referred t as an (IR) in the remainder f this prcedure. SFI-PGN Prcess f an Accunts Receivable Transactin V01 Issue4 Issued Sep

2 It must be nted that this des nt apply t internal recharges (i.e. a department / lcatin supplying t anther department / lcatin within the Trust) and als where gds have traditinally been sld fr cash. 1.2 Invice Requests (IRs) and Credit Nte Request (CNR) Frms are used by departments utside f Finance and Incme and Cntracted Services nly. Finance and Incme and Cntracted Services staff will fllw a different prcess detailed in Sectin 4. Nte: The Invice Request Frm t be used can be fund in the Finance Sectin f the Trust s Intranet. Nte: Under n circumstances shuld a department / lcatin raise their wn invice. 1.3 Please nte the fllwing with regard t Equality and Diversity : If a versin f this prcedure r an individual frm used in the prcedure is required in a larger fnt-size, please cntact the Authr (see frnt sheet) t request. If any part r all f this prcedure is required in a language ther than English, please cntact the Authr t discuss yur requirement. 2 Actin by the Finance Prcessing Team upn receipt f an Invice Request 2.1 Having cmpleted the Invice Request (IR), it must be sent (tgether with any back-up attachments) t the Finance Prcessing Team. 2.2 The address is as fllws: arntw@ntw.nhs.uk 2.3 Upn receipt f an IR, the Finance Prcessing Team will raise the relevant invice (see 2.4), within a target f 3 wrking days, prviding all fields and infrmatin have been cmpleted crrectly. Where it is nt pssible fr finance t raise all invices within 3 wrking days due t resurce pressures r cmpeting demands, pririty will be given t mre material invices and all invices in excess f 5,000 will be raised within 3 wrking days and the remainder raised as sn as practicable. 2.4 In the event f the IR nt being cmpleted crrectly, the Finance Prcessing Team will cntact the relevant department by t btain the missing r crrect infrmatin. The respnse will be filed electrnically with the apprpriate IR. 2

3 2.5 With regard t VAT, departments / lcatins have been instructed t enter the relevant VAT amunt (if applicable) when preparing the IR. The Finance Prcessing Team must perfrm the fllwing actins with regard t VAT: If VAT has been entered Check that VAT is applicable. If it is, check the validity f the VAT figure entered and amend if necessary. If VAT is nt applicable, remve the VAT figure entered If VAT has nt been entered Check if VAT is applicable. If it is applicable, enter the relevant VAT amunt. The Grss Ttal will be autmatically updated t include the VAT amunt entered If VAT is nt applicable Leave blank Nte: see Appendix 3 fr guidance n when VAT is apprpriate. 2.6 If the IR has been cmpleted crrectly, the Finance Prcessing Officer must enter the date when the was received in the Date Received bx n the Invice Request. 2.7 The IR is then input t the ORACLE Accunting System and an invice is generated. 2.8 The Prcessing Officer will then enter the fllwing fields n the IR: His / her name will be entered in the Input By bx The Invice Number f the invice prduced by the ORACLE Accunting System will be entered in the Invice Number bx 2.9 The invice is then checked fr accuracy by the Finance Prcessing Officer If the check reveals a data input errr (e.g. an incrrect amunt r an incrrect receivable) and cnsequently requires cancellatin, the Finance Prcessing Officer will infrm the Finance Prcessing Team Leader wh will vid the invice in the ORACLE Accunting System After the transactin t vid the invice has been actined, the IR will be reinput and a new invice generated. 3

4 2.12 The Finance Prcessing Officer will then enter the fllwing fields n the IR, deleting the previus entries: His / her name will be entered in the Input By bx The Invice Number f the invice prduced by the ORACLE Accunting System will be entered in the Invice Number bx 2.13 The invice and attachments where relevant will then be ed where an address is held r will be printed and sent with any attachments where relevant t the individual / rganisatin being charged The IR will be filed electrnically in the apprpriate flder and als attached t the transactin electrnically All invices in excess f 10,000 will be checked by the Finance Prcessing Team Leader. The Finance Prcessing Team Leader will check the invice fr accuracy prir t it being issued and will lg that the invice has been checked in the ntes sectin f the Oracle Receivables Financial System using the paperclip attachment t the invice which will include wh has checked the invice and the date it was checked. 3. Actin by the Finance Prcessing Team upn receipt f a Credit Nte Request 3.1 There may be cases where an Invice has been raised by the Finance Prcessing Team and actin needs t be taken t cater fr the fllwing ccurrences: Where the invice raised des nt cver the full amunt wing t the Trust Where the invice raised is in excess f the amunt wing t the Trust Where the invice was raised in errr and needs t be cancelled 3.2 The actin t be taken in each specific case is detailed at pint 4.4 belw. Each actin invlves the use f a Credit Nte Request against Invice Number (Appendix 2). This is referred t as a Credit Nte Request (CNR) in the remainder f this prcedure. The purpse f a CNR is t change the amunt due frm an individual / rganisatin and may relate t part r all f the value f an invice. 3.3 Where it is necessary t raise a CNR, it must be raised as sn as pssible (by the department / lcatin where the RRI riginated frm) t enable prmpt prcessing. 4

5 Nte: The Credit Nte Request t be used can be fund in the Finance Sectin f the Trust s Intranet. 3.4 Having cmpleted the CNR, it must be sent via t the Finance Prcessing Team. The address is as fllws: arntw@ntw.nhs.uk 3.5 Upn receipt f the CNR, the Finance Prcessing Team must check that: The assciated CNR was sent by the same surce as the riginal Invice Request Nte: Failure t meet the requirements abve will result in the rejectin f the CNR and the Finance Prcessing Team will advise the relevant member f staff by Upn receipt f a CNR, the Finance Prcessing Team will ensure that all fields are cmpleted in accrdance with this prcedure. 3.7 In the event f the CNR nt being cmpleted in accrdance with this prcedure, the Finance Prcessing Team will return the CNR t the sender (via ) with an accmpanying explanatin f the reasn fr rejectin. 3.8 If the CNR has been cmpleted crrectly, the Finance Prcessing Officer will: Enter the Invice Number f the invice being adjusted has been entered in the heading ( Request t Raise a Credit Nte against Invice Number ) Enter the date when the was received in the Date Received bx n the CNR, Perfrm the fllwing actins with regard t VAT: If VAT has been entered Check that VAT is applicable. If it is, check the validity f the VAT figure entered and amend if necessary. If VAT is nt applicable, remve the VAT figure entered. 5

6 If VAT has nt been entered Check if VAT is applicable. If it is applicable, enter the relevant VAT amunt. The Grss Ttal will be autmatically updated t include the VAT amunt entered. If VAT is nt applicable Leave blank 3.9 The CNR is then input t the ORACLE Accunting System and a Credit Nte is generated The Finance Prcessing Officer will then enter the fllwing fields n the CNR: His / her name will be entered in the Input By bx The Credit Nte Number prduced by the ORACLE Accunting System will be entered in the Credit Nte Number bx 3.11 The Credit Nte is then checked fr accuracy by the Finance Prcessing Officer If the check reveals a data input errr (e.g. an incrrect amunt r an incrrect receivable) and cnsequently requires cancellatin, the Finance Prcessing Officer will infrm the Prcessing Team Leader wh will vid the Credit Nte in the ORACLE Accunting System After the transactin t vid the Credit Nte has been actined, the CNR will be re-input and a new Credit Nte generated The Finance Prcessing Officer will then enter the fllwing fields n the CNR, deleting the previus entries: His / her name will be entered in the Input By bx The Credit Nte Number prduced by the ORACLE Accunting System will be entered in the Credit Nte Number bx The Credit Nte will then ed where an address is held r be printed and sent t the individual / rganisatin being charged 3.16 The CNR will be filed electrnically in the apprpriate flder. 6

7 3.17 All Credit Ntes will be checked by the Finance Prcessing Team Leader as a financial cntrl and t ensure segregatin f duties. The Finance Prcessing Team Leader will check the Credit Nte fr accuracy against the riginal invice and supprting infrmatin prir t the Credit Nte being issued and will lg that the CN has been checked in the ntes sectin f the Oracle Receivables Financial System using the paperclip attachment t the Credit Nte which will include wh has checked the CN and the date it was checked. 4. Internally Generated Invices and Credit Ntes by the Finance and Incme Team 4.1 Invice Requests and Credit Nte Requests will nt be generated when Invices r Credit Ntes are being raised internally by Finance r Incme and Cntracted Services Staff. Fr these entries, an Accunts Receivable Interface will be used fr all blck, recurring and named patient invices. 4.2 All f the infrmatin which wuld be included in an Invice Request is entered nt an Accunts Receivable Interface. Electrnic back up will be saved and attached as a hyperlink t the interface batch dcument. 4.3 A separate Accunts Receivable Interface is prepared fr each categry f invice type, e.g. NHS Receivables, Gvernment Bdy Receivables, Nn- NHS Receivables and the same applies t credit ntes. Accunts Receivable Interfaces will be prepared and upladed in accrdance with the Finance Prcessing Team timetable. 4.4 Entries nt the Accunts Receivable Interfaces can be made by any member f staff in the Incme Team r Finance Prcessing Team. Uplads int the Accunts Receivable ORACLE financial system will be cmpleted by the Finance Prcessing Team Leaders r Senir Finance Prcessing Officers. 5. Segregatin f Duties and Custmer Creatins 5.1 Risk in the Accunts Receivables Prcesses is deemed very lw in cmparisn t the Accunts Payable prcesses. In the Accunts Payable prcesses, segregatin f duties exists between Supplier Creatins, prcessing f invices and payment runs t act as an internal cntrl against fraud. 5.2 As raising invices des nt carry the same level f risk, the nly areas where it is deemed necessary fr segregatin f duties r additinal cntrls t apply are as fllws: Segregatin between receipting cash received and raising invices. The Cashiers Department receipt the cash received in relatin t invices 7

8 Additinal checks n credit ntes t ensure the request t raise a credit nte riginates frm the same surce that requested the invice t be raised Additinal checks n high value invices, in excess f 10,000 t reduce errrs t ensure invices can be prcessed and paid prmptly by custmers 5.3 Custmer creatins can be prcessed by any member f the Finance Prcessing Team. Custmer creatins are prcessed when there is a need t raise an invice but the custmer details are nt already set up n the ORACLE financial ledger system. 5.4 Custmer creatins are made by placing a request t Nrth East Patches (NEP) wh prvides a managed service fr the ORACLE financial ledger system. 6 Additinal Relevant Plicies 6.1 This PGN was preceded by NTW(F)16-02, Prcessing f a Request t Raise an Invice, August