Worcestershire Acute Hospitals NHS Trust

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Worcestershire Acute Hospitals NHS Trust

• Procedure for Ordering Goods/Services

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Key Stages
Choose a Supplier
Complete a non-stock requisition
Send a non-stock requisition to Supplies
Supplies generates an Official Trust Order Number
and orders goods/services
Receipt goods/services
This stage is the result of not following the
procedure. AVOID.
Authorise invoice for payment
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Choose A Supplier

• Plan all purchases in advance
• Decide which type of order required standing
  order or call-off order
• For orders above 5,000 go through the Tender
  Process or obtain quotes
• Or request for Single Tender Action/Waiver

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Standing and Call Off Orders

• Standing Order is raised for one off delivery.
• A call-off order must be in place for services
  that are required on a regular basis i.e.
  monthly/quarterly.
• e.g. You need a supply of 20 cartridges every 2
  month for one year.
• Or you will use Services of IT Consultant for 6
  month.
• Call Off Orders must only run in any one
  financial year therefore expire on the 31st of
  March.
• e.g. If you are raising a requisition in July
  2005 for 1 year, state the expiry date on the
  order as the 31st of March, 2006. Then raise
  another order in new financial year. Make note in
  the Commitments Records that Budget is recurrent.
• On the non-stock requisition there MUST be a
  limit of NOT to exceed.
• To authorise receipt of goods/services against a
  call off order either a Call Off Instruction or
  Part Delivery Advice must be completed.

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Raising a Waiver

• A waiver must be raised to explain the reason for
  waiving the need for a quotation/tender
  exercise.
• Reminder
• All requests for single tender action/waiving
  of the need to tender will ultimately be
  reviewed/scrutinised by the Finance Committee on
  a monthly basis.

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• A waiver does not need to be raised
• If the value of the goods or services is below
  5,000.
• If the goods or services being ordered are on the
  Trusts recognised contract list.
• If the goods or services being ordered have been
  through the 3 quotes exercise with the Supplies
  Department
• If the goods or services have been tendered in
  accordance with the Trust's Standing Financial
  Instructions.
• A waiver DOES NEED to be raised
• If a non-stock requisition exceeds 5,000
  (inclusive VAT, carriage etc) and 3 quotes have
  not been obtained for the goods or services
  required.

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Complete a non-stock requisition

• Must use the Acute Non-Stock Requisition Book.
• Lucy Giles -- ext. 31500
• Julie Owen ext. 53168
• Complete a pre-numbered non-stock requisition

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• 1 - Name and Address of Supplier
• 2 - Department requiring goods
• 3 - Address where goods are to be delivered.
• Be specific and include contact name.
• 4 - Detailed description of goods required
• 5 - How many if appropriate are required
• 6 - The cost of an individual item excluding VAT
• 7 - Cost Centre and Expense Code MUST BE
  COMPLETED
• 8 Signed by requisitioning officer
• 9 Must be signed by an authorised signatory
• Ian McGregor
• Chris Richardson
• John Thornbury

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Send a non-stock requisition to Supplies

• Complete Commitments Records
• Send a non-stock requisition form and a waiver if
  applicable to Supplies
• Supplies will forward Waiver to Finance for
  approval
• Supplies will generate an Official Order Number
  and order goods/services.

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• Supplies Department
• The Alexandra Hospital
• Woodrow Drive
• Redditch
• B98 7UB
• Fax Number 01527 502822

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Receipt of goods/services

• Goods will be delivered by the Stores or by
  Supplier directly.
• An appointed person should check a delivery and
  sign a delivery note or the Green copy of the
  Order and return it to Stores.
• If on receipt of goods only part of the order has
  been delivered a Part Delivery Advice must be
  completed.
• Part Delivery Advice must be authorised and dated
  and forwarded to Stores.
• Please check that Cost Centre and Expense Code
  are completed.
• When dating the PDA, CO, Delivery note or the
  Green copy of the Order the date must be the date
  the goods were received and not the current days
  date, should this be different.

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CBI Prompt Payment Policy

• The Trust is, by law, expected to pay its
  Suppliers within their payment terms, unless of
  course a payment is in dispute. If we do not meet
  these payment terms, suppliers are entitled to
  charge interest on any late payment.
• It is vital that you are as budget managers
  complete the necessary paperwork promptly. If you
  are ever in any doubt as to what to do, your
  Finance Manager is there to help you.

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Finance Management Contact Details

• Kim Li Finance Manager Ext 33401
• Jo Kirwan Deputy Finance Manager Ext 33328
• Katie Little Deputy Finance Manager Ext 33894
• Jo Grinnell Senior Financial Management Assistant
  Ext 33313
• Sam Blinkhorn Financial Management Assistant Ext
  33890
• Anna Williams Financial Management Assistant Ext
  33152
• Svetlana Boyer Financial Management
  Assistant Ext 33408
• (Maternity Cover for Lindsey Cooper)
• Richard Baker Finance Trainee Ext 33889

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Worcestershire Acute Hospitals NHS Trust
Flow Chart for Goods / Services Ordering
If the value exceeds 5,000 , Manager completes
Requisition Form, raises a Waiver and forwards it
to Ian McGregor, John Thornbury or Chris
Richardson to sign.
If the value is below 5,000 , Manager completes
Requisition Form and forwards it for
authorisation to Ian McGregor, Chris Richardson
or John Thornbury.
Ian, Chris or John, if approved, send the copy to
Finance
Finance Manager checks, approves and send the
Form to Supplies
If Commitment Records completed, send it directly
to Supplies
Supplies Department generates an Official Trust
Order Number, orders goods and send information
back to Department
Stores/Portering Services deliver goods to the
Department or goods delivered directly
If it is a standing order or call off order, Part
Delivery Advice Notes need to be completed and
forwarded to Supplies. When the balance of the
order is received, sign the Green Copy of the
order, then forward it to Stores.
A responsible person checks if the goods are
correct, in full working order, signs a delivery
note or the Green Copy of the order and returns
it to Stores
An authorised person receives a notification by
e-mail to check invoice and approve it for
payment