Oracle Fusion Finance System Upgrade

We are moving from our current Oracle E-Business Suite on-premise finance system to cloud based Oracle Fusion Financials. The system change should support us to adopt an out-of-the-box solution, moving away from legacy applications which currently drive business complexity. This should allow us to standardise finance processes across all business areas.

The Oracle Fusion Project team is excited to be working to a new go-live date of 1 October 2024.

The following key areas will be impacted for our suppliers:

• Payment freeze
• Purchase Order (PO) delays for maintenance suppliers
• Format change for purchase orders and remittances
• Proof of Delivery (POD) and credit requests
• Supplier statements

During cutover to the new system, there will be a period when we will be unable to process any supplier payments. The last payment date is dependent on operating unit:

We envisage being able to make payments again from week commencing 7 October 2024, with the dates to be confirmed once cutover has been completed and relevant checks have been carried out.

Due to cutting over to a new system, suppliers may experience delays to POs being raised. We will be unable to raise POs from 27 September 2024 until week commencing 7 October 2024 when the system has gone live.

The layout of our remittance advices and purchase order will be different, which we will share with you in due course.

For Maintenance and Corporate suppliers, the PO number format will change from our existing 9-digit number to a 10 character reference.

There are no changes for Consumables suppliers, who will see either the Resus PO or the 10-digit SaaS PO for eDirect and Gorsey Point.

We currently issue one email per line per document. Moving forward, these will now consolidate to one email for PODs and one email for credit requests, for each supplier, and invoices will remain on the list until a POD is received.

These requests will be sent to suppliers who provide a Prompt Settlement Discount (PSD) on a daily basis. For all other suppliers, emails will be sent every other day. Automated reminders will no longer be sent.

All supplier statements should be sent to us by 27 September 2024, in order to assist with our reconciliations.

The statements sent out will look slightly different to today. In addition, the detail of the invoice queries will no longer be included. However, a separate report is available if required to detail this information, which can be requested from your Accounts Payable contact.

POs will now be required for more types of corporate spend. POs should be requested from your NHS Supply Chain contact.

• Are your systems compatible?
• Are you aware of the payment freeze? (20 September 2024 until week commencing 7 October 2024)
• Are you a maintenance supplier and aware of potential delays to POs from 27 September 2024?
• Have you considered if the change in frequency and format of PODs and credit requests will impact you?
• Will the format change for supplier statements have any impact?
• If you are a Corporate spend supplier, will you need a PO?

In addition, please ensure that all invoices are submitted in a timely manner.

20 September 2024 to week commencing 7 October 2024 – payment freeze and potential delays to purchase orders for Maintenance suppliers.

27 September 2024 – supplier statements as of this date to be sent to us.

Week commencing 7 October 2024 – launch of new Oracle Fusion system.

We apologise for any inconvenience caused by the move to our new finance system.

If you have questions please contact us at: