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«JOINT PROCUREMENT SERVICE SUSTAINABLE PROCUREMENT STRATEGY 2011 – 2014 1. DORSET PROCUREMENT – WHAT IS IT AND HOW DOES IT WORK? Dorset ...»

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21. e-Procurement – Dorset Enterprise Solution (DES) Dorset County Council, the host of Dorset Procurement, like many other large public and private sector organisations, is keen to obtain the benefits of trading electronically with its suppliers. Since December 2009, the council has adopted its own electronic procurement system as part of the Dorset Enterprise Solution (DES). As well as enabling staff to manage its Human Resources (HR) and Accountancy functions electronically, DES provides a fully electronic procure-to-pay process from initial requisitioning and ordering through to invoicing and payment.

In any organisation procurement can be expensive and the need to audit and control this activity can be time-consuming and bureaucratic. DES automates and simplifies this process which reduces costs.

At present, other Dorset councils that make up Dorset Procurement have different ‘procure to Pay’ systems. Opportunities to harmonise the systems into one will form part of the wider Dorset Councils Working Together Project programme.

Work will continue over the coming year to explore opportunities for a greater use of P-Cards where the circumstances make it in the best interest of the appropriate council to do so.

22. Benefits for Suppliers e-Procurement helps suppliers just as much as buyers, as it removes the majority of the paper-based activities relating to processing an order and getting paid, releasing valuable time for sales and other activities. Without pieces of paper to get lost in the post or mislaid, supplier invoices are turned

around and settled quickly. Other benefits include:

 Improved technology capability giving competitive advantage and a wider exposure to new markets  Improved transaction speed and accuracy  Reduced manual intervention  Lower processing and administration costs  Reduced paper usage  Improved customer relationships and satisfaction

23. How e-Procurement works  When a Council buyer wants to purchase something from a supplier, they will either ‘log in’ over an internet connection, look at a web based catalogue, click on the desired products/services and send the order electronically or select from an electronic catalogue held on the system.

 The supplier will receive the order via email.

 The supplier enters the information into their accounting package or they can use software to integrate the information saving time rekeying.

 The invoice can be emailed back into the Council’s financial system.

 The buyer receives goods/services.

 The financial system automatically matches the invoice to the order and generates payment by BACS. No paper, no errors, no delays, no chasing for payment.

24. Contact Details:

Please contact us if you have any questions or comments regarding this strategy.

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Write to:

Dorset Procurement Corporate Resources Directorate Dorset County Council Colliton Park County Hall Dorchester Dorset DT1 1XJ

Website:

Dorset for You This document can be made available in large print, Braille, audio and other languages. Please contact Dorset Procurement above for help.

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