Upgrading Our Finance System to Oracle Fusion Cloud Software

We have now migrated to Oracle Fusion Financials, our new finance system and we wanted to thank you for your patience and support.

Although we had some teething issues relating to invoicing and associated back data, we are pleased to confirm these are now resolved.

Following the go-live of the new system, we have created some frequently asked questions.
See our Downloads ▼ section to view the FAQs.

If you have questions not covered in our FAQs or require any additional support please contact us at

We previously advised you in July, that we had postponed the go-live date for moving our finance system from Oracle E-Business to Oracle Fusion to 1 October 2024. As this date is not far away, we wanted to provide you with an update on where we are with the project, including key changes and important dates for our customers.

The project has a focus on upgrading our finance system as we are moving from our current Oracle E-Business Suite on-premise solution to an Oracle Fusion Financials cloud-based solution.

As part of our technology transformation programme, we migrated our eDirect orders away from our Resus warehouse management system to a new core ordering system (Oracle) and a new warehouse management system.

Due to this split in our order types, some of our consolidated invoicing customers currently receive two GL files feeds (Resus and Oracle) and two supporting invoices, one for each file. With our move to Oracle Fusion, customers will go back to a single GL file and supporting invoice which will be in the existing Oracle format.

Many of our customers use our current billing portal to self-retrieve copies of their statements and invoices. As part of our move to Oracle Fusion Financials, we have chosen to adopt the Oracle Bill Management platform as it seamlessly integrates with Oracle Fusion and offers our customers similar functionality to our billing system today.

All invoices and credit memos dated from 28 September 2024 will be distributed from Oracle Bill Management and issued via email as a PDF or via EDI as we do today. Copy invoices and credit notes will also be retrievable from this date onwards in this system.

Statements will not be available within Oracle Bill Management, however, we will continue to issue statements monthly. If further statements are required, please speak to your Accounts Receivables contact or email:

• Training for Oracle Bill Management will be held on 3, 4 and 9 October 2024 and registration details will be sent out shortly. It will be delivered using a variety of methods, including videos, guided learning (on-screen prompts in the Oracle Fusion system) and written instructions.

The existing billing portal will still be available for all documents up to and including 27 September 2024. Any open transactions from this date will also be available in Oracle Bill Management.

The format of the invoices and credit notes that we issue will differ slightly with the change in the new system. If you scan our invoices in and use Optical Character Recognition (OCR) software to pull the data off the invoices you may need to adjust your software for the new format documents. We will issue templates once they are finalised so you can make any necessary preparations ahead of 1 October 2024.

Our invoice and credit numbers will be moving to 12 digits in length for detailed invoices and 6 digits for consolidated (BFB) transactions, but the sequencing of the documents will change. The first three digits of the document will denote the business unit:

• 101 – Supplychain Coordination Limited (Consumables)
• 102 – Supplychain Corporate
• 103 – Supplychain Maintenance
• 104 – Supplychain Capital
• 404 – UKHSA Schools Fruit and Veg.

For credit notes, the 3 digit codes noted above will be prefixed with a ‘1’.

Customers who receive detailed (non-consolidated) invoicing will have their invoicing frequency changed when we move to Oracle Fusion from weekly to daily. All consolidated invoices will remain the same and will continue to be billed weekly.

All these changes will come into effect from 1 October 2024. From this date there may be a freeze period where no invoices / credit memos are issued as we cut over to our new system. All documents up to and including 27 September 2024 will be sent from our current system so there will be no delays or impacts to financial reporting for the period ended 30 September 2024.

We have already made the move to have a single bank account for all customer receipts from 1 April 2024. We will be retaining bank account 10029737 (Supplychain Receivables) which is more commonly used.

We will be closing the following bank accounts on 29 September 2024:

• 10029729 (Supplychain Maintenance)
• 10029745 (Supplychain Capital).

Therefore all monies will need to be sent to the 10029737 bank account.

From October 2024, we will be moving to a calendar month end, moving away from the 4-4-5 calendar currently operated. We do not expect there to be a significant customer impact.

• Who requires access to Oracle Bill Management? If you require additional users, please contact

• Do you use OCR software? Does this need updating to any new templates or formats?
• Do you pay into one of the affected bank accounts and need to update details?
• Are you ready to go back to a single file and invoice?

If you currently receive your invoices by post, please send your email address to your Accounts Receivable Account Handler.

What will remain the same:

• All customer payment terms.
• Your regular accounts receivables contacts and their contact details.
• Your account number.
• The query dispute process with Customer Services.

What will be changing:

• Billing system being replaced by Oracle Bill Management.
• Format of correspondence you receive.
• Content and frequency of chasing letters.
• Document sequencing of invoice numbers.
• Move to a single bank account.
• GL file feeds.
• Reporting period end.

Reminder of key dates:

• 27 September 2024 – last date when invoices and statements will be available in eBilling.
• 29 September 2024 – bank account closures
• Week commencing 7 October 2024 – you will start receiving invoices from the new Oracle Fusion system.

If you have any questions or concerns about our move to the Oracle Fusion Financials system and / or your bill management, please contact our Oracle Fusion Project team at: