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audit programme to assist suppliers
Each year, Buying Solutions carries out a number of financial system reviews with suppliers.
Previously, the reviews have been conducted by KPMG and Tribal Helm on our
behalf but we are now doing the work in house in order to forge closer
links to our suppliers and internal contract managers.
The broad aim of this year’s Supplier Audit Programme is to assist
suppliers to effectively discharge their financial obligations in relation
to their framework agreements, whilst providing us with the
assurance that any financial returns made are accurate and complete.
In order to test the completeness of returns, the auditors test
a sample of public sector sales made by the supplier during the
financial year. The process is also underpinned by the provision
of an annual audit certificate by those suppliers whose agreements
stipulate this, a requirement that is increasingly commonplace
within revised framework agreements.
The 2008/9 programme proved exceptionally valuable to
both Buying Solutions and suppliers alike by providing collective
assurance, identifying process improvements and by identifying
any gaps in the provision of audit certificates.
For further information on the Supplier Audit Programme process
or audit certification please contact our service desk on 0345 410 2222 or email
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introducing our marketing managers for suppliers
Many of you will already know that each of our category teams has a dedicated Senior Marketing Manager , who is your first point of contact for all category-related marketing issues, questions, suggestions and ideas.
They are on hand to talk personally to suppliers’ marketing teams and can also direct you to resources and guidelines, predominantly accessed through the Supplier Zone at www.buyingsolutions.gov.uk to assist you with your Buying Solutions related activities.
Your marketing manager will also be able to share with you our marketing programmes, initiatives and opportunities that you may wish to take advantage of or be involved in.
This table allows you to identify the marketing contact for each category, with contact details provided below.
| Business Area |
Category |
Senior Marketing Manager |
Areas Covered |
| ICT |
- Networks
- Network Services
- Telecoms
|
Amy Retallack (Marketing Support Executive) |
Commoditised and bespoke fixed and mobile telecommunications goods and services and managed network services Mts and GSi. |
| IT Software |
Kathryn Palmer |
ICT Consultancy Application Development, GISS, eBusiness, eTransactions, Web design, Web hosting.
EDRM, ERP, and MOUs (Oracle, Agresso, BEA, Citrix, IBM and SAP) Software Licensing, packages and MOUs (Microsoft, Sun and Adobe). |
| IT Hardware |
Hannah Ampleford |
Peripherals, PCs, Servers and Storage, and Bespoke Solutions. |
| eCommerce |
Steve Hulse |
eProcurement and eSourcing, Spend Analysis, eAuctions, Payment Solutions. |
| Business Services |
Property and Office Solutions |
Rose Hines |
Estates & Property Management Services, Facilities Management, Property Management & Full Design Team Services, Buildings & Hardware, Furniture, Flooring, Health & Hygiene, Catering. MFDs, Office Supplies, Printing Services, Recycled Paper, Postal Services, Courier Services. |
| Professional Services |
Sam Sturman |
Consultancy, Resourcing, Legal and Learning & Development, Payroll Services. |
| Energy |
Steve Hulse |
Electricity, Gas, Liquid Fuels, TEAM Bureau Services |
| Travel |
Steve Hulse |
Air, Rail, Ferry, Hotels and Conferences, Vehicle Hire, Fleet Management Services. |
To speak to one of our marketing managers, please call our service desk on 0345 410 2222 or email:
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moving towards prompt and accurate submission of management information
The timely submission of accurate and complete supplier sales data is vital to help us to understand and respond to customer needs more effectively. It also ensures correct billing of commission and enables us to calculate and report accurate savings in a timely and efficient manner.
In order to support our ambitious business plans and further enhance the quality of our customer service, improving the quality and accuracy of our management information is more important than ever.
Many suppliers already submit their management information in a timely manner. However for those who receive frequent Late Submission or Incorrect Data notifications – you know who you are! – it is worth remembering that the provision of spend data by agreed dates, within our specification, is a contractual requirement of your agreement with Buying Solutions.
Buying Solutions has grown rapidly in recent years. Customer spend through our framework agreements and other procurement arrangements increased by 9.25% year on year in 2008/09, generating savings of £732 million for the public purse.
Our aim is to generate at least £1 billion of savings annually from 2010/11. This is a stretching target in increasingly challenging market conditions, but with your continued support and commitment, we are confident that we will achieve it.
We are keen to work closely with you to deliver effective procurement solutions for the public sector. With this in mind, the need for accurate and complete management information is paramount.
For more information about your management information obligations and how we can assist you with your submissions, please call our service desk on 0345 410 2222 and ask to speak to the relevant category team.
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prompt payment
The Prompt Payment Code has been introduced to create more certainty around payment
and prevent small businesses getting caught out by payments that don’t
arrive when expected.
It is another critical step in a series of structured initiatives devised by
the government with the Institute of Credit Management (ICM) to tackle
the crucial issue of late payment and help small businesses especially.
As a signatory ourselves, Buying Solutions would like to encourage
all suppliers to sign up to the Prompt Payment Code which asks
participants to:
Pay suppliers on time
- within the terms agreed at the outset of the contract
- without attempting to change payment terms retrospectively
- without changing practice on length of payment for smaller companies
on unreasonable grounds
Give clear guidance to suppliers
- providing suppliers with clear and easily accessible guidance on payment procedures
- ensuring there is a system for dealing with complaints and disputes which is communicated to suppliers
- advising them promptly if there is any reason why an invoice will not be paid to the agreed terms
Encourage good practice
- by requesting that lead suppliers encourage adoption of the code throughout their own supply chains
To find out more and to sign up to the Prompt Payment Code please visit: www.promptpaymentcode.org.uk