Receipt reminder notification

In January, STSFT Financial Services and CHoICE Procurement Services activated the automated 'Receipt Reminder Notification' on the group Oracle Procurement system.

Where an invoice is received but the goods / services are not booked in (receipted), the system will create an automatic receipt reminder. The reminder will be e-mailed to the member of staff that raised the requisition on the Oracle system. 

Please ensure you respond to these notifications in a timely manner. You need to make sure that the goods/services are receipted on the oracle system as soon as possible, once they have been delivered.

An invoice cannot be paid if the requisition lines have not been receipted. Failure to pay the invoice will result in the supplier placing our account on hold. This will disrupt deliveries to the Trust and impact your services. This also affects the centrally monitored 'Public Sector Payment Performance' which is very closely monitored by NHSE.

An example of the Receipt Reminder E-mail is below:

You will receive one email per outstanding requisition line. A copy of the invoice will also be attached to the email.

If you have received the goods and they have been delivered via our goods reception/stores (rather than a direct delivery from the supplier to your department), please contact our goods reception. They will then receipt the goods onto the system to clear the invoice. To do this, please contact:

For Sunderland Royal Hospital Site: stsft.goodsreception@nhs.net 
For South Tyneside Hospital Site: stsft.stgoodsreception@nhs.net

If you are in the community or based at a direct delivery site, and usually book in (receipt) your own deliveries, please log into the Oracle system and receipt the order.

Our receipting user guide is attached here for reference on how to receipt.

If you recieve a receipt reminder and you have not actually received the goods, please contact: stsft.buyersgroup@nhs.net. Our buying team will investigate and chase up your delivery.

If no action is taken, the requestor will receive five email notifications over five days. If no action is taken after these five days, the system will then send emails to the requestor’s manager. The manager will then receive five emails over a further five days.
 
Should any user have any system issues when attempting to receipt an order, please contact our system’s team for assistance: stsft.oracleteamdistribution@nhs.net.

If you have any queries or questions in relation to the above, please contact Ian Graham, Deputy Procurement Operational Manager on: Ext 41433 or e-mail i.graham1@nhs.net.