Bringing service to life

Transcription

1 Bringing service to life The Finance Director Serco Group PLC Serco House, 16 Bartley Wood Business Park Bartley Way Hook Hampshire RG27 9UY United Kingdom July 2013 As a valued supplier to Serco you play a critical role in our ability to deliver services to our customers and as part of our commitment to you, we are consistently looking at ways we can improve our relationships. To support this we are re-launching our campaign to move from paper submission of invoices to electronic invoicing using 0B10. To help us ensure your invoice is not delayed We have recently carried out an internal review of our processes and identified a number of consistent factors influencing our ability to pay some suppliers on time. We have summed up below the three major factors causing delays to invoices: 1. Invoices not directly sent to our Shared Service Centre 2. Details on the invoice not matching those on our Purchase Order 3. Purchase Order number not quoted on the invoice Please bear these in mind when submitting invoices to us. You can read more about in the enclosed guide- Doing business with us. The most efficient way to ensure your invoice is processed by us without delay is to send it electronically using our e- Invoicing system. The portal is hosted for us by OB10, a global provider of electronic invoicing services, and by submitting your invoices to us this way you can track the status of them at any time. As a supplier to Serco we want to make it as easy as possible for you to send us your invoice. Our preferred method of receiving invoices is electronically via the 0B10 network. There is no cost to you, the supplier, to send your invoice via the OB10 Web Form and you can even use the "PO Flip" functionality to create your invoice which ensures an accurate 3 way match. You will also be able to track the progress of your invoice payment within the 0B10 portal. Automating the process also reduces the potential for late payments or invoice disputes. To register on the OB10 network, for electronic invoicing contact: electronicinvoicing@serco.com You can find out more about the above in the enclosed guide and FAQs which have been provided to help you. If you have any additional questions or need our support, please do not hesitate to contact us at purchasing@serco.com Karen Mansell Serco Procurement Services Director Serco Group plc company registered in England and Wales No.: Registered Office: Serco House, 16 Bartley Wood, Business Park. Bartley Way, Hook, Hampshire, RG27 9UY, United Kingdom

2 Why should I send my invoices electronically? Electronic invoicing is a better way to submit invoices to Serco and is our preferred method for receiving invoices. We will be able to offer enhanced services such as invoice self service to suppliers who submit invoices in this way. Who are 0B10? OB10 is a secure, business-to-business network that enables suppliers to submit electronic invoices directly to Serco via the network. This can be done either through a direct interface or a web based form. What are the benefits of using 0B10? There are a range of benefits from using OB10 including: Secure and guaranteed invoice delivery no more invoices getting lost in the post. Fewer delays in processing early invoice validation means fewer data errors Improved on time payment accurate and valid invoices will remove process blocks 24/7 access to invoice status improved invoice transparency and cashflow management Easy and cost efficient invoice submission a choice of low cost methods of invoices Reduced carbon footprint reduced need for paper in the process Is invoicing via 0B10 a requirement for doing business with Serco? Serco's preference is to receive supplier invoices via OB10 and this method will become a part of our standard terms and conditions. Will electronic invoicing be a requirement for new tenders and new suppliers? Yes. Electronic invoicing via OB10 will be included as a part of the evaluation process for new suppliers and tenders. Electronic invoicing is a part of our standard terms and conditions in our supplier contracts. What happens if I still send paper invoices? While you are working with OB10 to complete your registration we will be happy to continue to receive your paper invoices. Once you are sending invoices via the OB10 network please ensure you cease sending paper copies as they will be rejected by our Shared Service Centre. Is pdf an electronic invoice? No, although OB10 accept many different formats, pdf is not a supported electronic data interchange format. Can I attach pdf based supporting documents to my electronic invoice submissions? No, if you need to attach supporting documentation, you will need to attach the documentation in a tif format to be able to pass through the network into the Serco system. It is possible to convert documentation into a tif format using widely available tools from the internet. Do I still need to have a Purchase Order reference number on the invoice? Yes. Serco still operates a no purchase order, no pay policy and a valid purchase order reference number is required in order for Serco to process the invoice effectively. Are there fees associated with this service? If you choose to use the Web Form or PO Flip, you are not required to pay a set-up or joining fee to start using this service. Can I send electronic invoices using OB10 to all of my customers? Yes. Once you are subscribed to the OB10 network, OB10 can enable you to send electronic invoices to any other customers that are members of the network. A transactional charge may apply.

3 I am planning to change my Invoicing software soon; can I wait? The OB10 network accepts any incoming data formats so you can join the network and send your invoices and when you are ready to use your new software, simply advise OB10 of the changes to data output and they will make the necessary changes to the network, ensuring a smooth transition uninterrupted invoice delivery. Can OB10 offer assistance in multiple languages? Yes, OB10 provide Sales, Implementation and Support services in English, French, German, Dutch, Spanish and Italian. OB10 also have local client services numbers for the following countries: Australia +61 (0) Belgium +32 (0) Denmark +45 (0) Finland +358 (0) France +33 (0) Germany +49 (0) Ireland +353 (0) Italy Malaysia +60 (0) Netherlands +31 (0) New Zealand +64 (0) Singapore +65 (0) Spain +34 (0) Sweden +46 (0) Is there further information available on the OB10 service? Yes, please visit

4 How it works and Options overview In order to streamline invoice processes and to foster closer trading links with key suppliers, Serco are moving to electronic invoicing with OB1 0, the global e-invoicing network. Join us and benefit from: Secure and guaranteed invoice delivery no more invoices getting lost in the post. Fewer delays in processing early invoice validation means fewer data errors Improved on time payment accurate and valid invoices will remove process blocks 24/7 access to invoice status improved invoice transparency and cashflow management Easy and cost efficient invoice submission a choice of low cost methods of invoices. Reduced carbon footprint reduced need for paper in the process There are two primary methods for sending Invoice and Credit transactions via OB10. You can either send a data file directly to OB1 0 using the Integrated Solution or create invoices on-line using the WebForm. Charges are made directly from OB10 and will vary dependent on the service you use. Please read the document fully before deciding which option is best for your company. How it works: Portal Invoice Image Web Form Integrated Supplier Preferred Data Format Preferred Data Format Buyer OB1 0 ImageArchive Invoices are checked for duplicates and validated in order that each invoice contains the information required by Serco to ensure automated, straight through processing and support on time payment. Through the OB1 0 Portal you have access to the ImageArchive and various reporting functions, including invoice status checking. OB1 0 provides two options which enable you to send electronic invoices: Integrated Solution and WebForm. Please see over for more details.

5 1. Sending electronic invoices using the WebForm The OB10 WebForm is designed for companies who send a low volume of invoices per year per buyer. OB1 0 provides a state of the art web-based service that allows you to submit your invoices online, using a secure connection. OB10 guarantees delivery of your invoice to us within hours, allowing us to process your invoice and make on time payment to you. Exclusive to Serco: All transactions submitted to Serco via the Webform will not be charged. How to use the Web Form To start using the OB10 WebForm, your OB10 representative will send you a registration link via . During the registration process you ll be asked to buy the first batch of invoices. After you have submitted your details you will receive your login credentials via confirming that you can start sending electronic invoices via OB1 0. After you have submitted your details you will receive your login details via confirming that you can start sending electronic invoices via OB Sending an extracted data file, using the Integrated Solution The OB10 Integrated Solution is designed for companies who send a high volume of invoices per year per buyer. You benefit from a fully automated process as invoice data is extracted directly from your billing system using the format, content and structure of your choice. OB1 0 will create your account on the network, ensuring integration with your existing system. OB10 will accept your invoice and data and translate it directly to the format required by Serco. Data files can be sent to the network via the OB1 0 secure web site, EDI or FTP. Costs for the Integrated Solution Annual Membership 750 Per Invoice Transaction costs 1 20 invoices per month invoices per month invoices per month ,000 invoices per month invoices per month 0.22 * The annual fee covers a single tax entity. If you have multiple tax entities there is likely to be additional charges. The additional charges will fluctuate based on number of different formats, number of separate connections etc. Please discuss directly with your OB1 0 representative. Note: Transactions are charged on a monthly basis according to volume. Copyright 2008 OB1 0 Ltd