Receipting

You told us

I want to be able to receipt certain goods before I approve the payment of an eDirect order. 

What can our systems do?

NHS Supply Chain, and our ordering applications, operate on a business to customer model. This is where all orders are presumed delivery and positively receipted (100% Goods Received Note / GRN). There is therefore no receipting functionality built into the applications.

The exception to this is our eDC Gold inventory management system. This application has a receipting function used to adjust stock levels and improve stock management for clinical products. See our Useful Links section to learn what our eDC Gold system can do for you.

Specific Oracle-based 3rd party systems were developed to replicate the NHS Supply Chain business to customer model. These systems include Shared Business Services (SBS), North East Patches (NEP), and Patech. These systems positively receipt all orders following transmission due to the .cXML order transmission type. This differs from direct to supplier ordering where PDF orders are not sent electronically via the .cXML format, and therefore remain open for receipting.

Unfortunately, this is not an issue NHS Supply Chain alone can resolve:

  • These systems have been procured and are managed by our customers own Finance and IT teams.
  • This is how our P2P systems are built to operate.

We can confirm that our systems are operating as designed. We will continue to review the service and identify which technical, process or business transactional model developments we can make in the future.

What can you do?

NHS Supply Chain applications:

  1. Implement a robust process for checking received deliveries and report any errors to NHS Supply Chain for rectification. This should be in place as a matter of best practice for NHS Supply Chain orders generated by online ordering or eDC.
  2. Use an internal 3rd party P2P system to order via NHS Supply Chain which will provide receipting functionality. Please note, this is unless it is an Oracle-based application such as EROS, Powergate, Cedar eFinancials, etc.

3rd Party Oracle systems:

  1. Request a development from your contracted system provider to enable configurable receipting based on the product, category, flag, etc. This is different to the order transmission type which currently dictates logic in Oracle.
  2. Enable receipting for all orders and transmission types in your systems. This will result in all orders from NHS Supply Chain requiring receipting and all payments being held until completed.
  3. Set up a secondary account (aka district) with NHS Supply Chain specifically for SSDP (Specialised Services Devices programme (formerly known as the High-Cost Tariff-Excluded Devices programme) orders. This allows the primary account to remain positively receipted for the bulk volume orders and the secondary account to be set for receipting NHS Supply Chain orders.

What are other NHS providers doing?

NHS providers utilise their internal 3rd party P2P systems to enable recipeing and a two-way match between order and receipt.

NHS providers using either Oracle based P2P systems or NHS Supply Chain systems, ensure they have a diligent checking in place to confirm receipt before payment on invoicing.

A small number of NHS providers have opted to separate SSDP device order into a second NHS Supply Chain account (district). This enables them to configure orders to receipt and orders, not to receipt at the account (district) level. This deployment has varying levels of success.