NU/1745-6 The Provision of an Invoice-Receipting Hub Service

Concepts

• business services
• receipting hub service
• newcastle upon tyne
• provision of an invoice-receipting hub service
• finance services
• invoice-receipting hub service
• receipt of supplier invoices
• electronic images of the paper invoices
• export of invoice image files
• e-mail invoices e.g.

Location

North East England:

Description

The University wishes to appoint a Contractor to provide an Invoice-Receipting Hub Service to handle the receipt of supplier invoices and provide the University with a daily electronic feed.

Total Quantity or Scope

The scope of the services shall comprise of: 1) Receiving paper and e-mail invoices e.g. via PDF, Excel, Word, Jpegs, Tiffs etc and converting them to an electronic format. 2) Processing the data from the electronic images of the paper invoices. 3) Receiving electronic invoices and translating/mapping the data and invoice image to integrate with our WNS SAP-certified Accounts Payable Workbench. 4) The Contractor will also implement and manage a programme to migrate suppliers from submitting paper invoices to submitting pure electronic invoices over the course of the contract. 5) The proposed solution should integrate with our WNS SAP-certified Accounts Payable Workbench (APW) with the following steps per process: 5.1) Import of reference files sent from University SAP ECC system to Contractor (new/changed Vendor information, Purchase Order headers sent as CSV text files). 5.2) Export of a reconciliation file (one file in XML format). 5.3) Export of invoice image files (one or many files in PDF format). 5.4) Export of invoice files (one or many files in XML format). 5.5) Import of a reconciliation response file (one file in XML format). 5.6) Transfer of the invoice data to APW. Processing must be able to be performed once or several times a day every day. All file import/exports are to be performed by web services created at the University. All connections inbound to or outbound from Contractor to be PI Secure Connectivity SFTP adapter type. Appropriate firewall security must be in place. There must be procedures to recover from and restart the processing from any of the above steps if errors occur and also to ensure no duplicates are created.

Award Detail

Renewal Options

The contract will commence on the 1st April 2023 and, unless extended by the University, will complete by 31st March 2025. The appointment may be extended for a further two 12-month periods from 1st April 2025: - 1st April 2025 – 31st March 2026 - 1st April 2026 –31st March 2027

Award Criteria

CPV Codes

• 79000000 - Business services: law, marketing, consulting, recruitment, printing and security
• 66170000 - Financial consultancy, financial transaction processing and clearing-house services
• 80530000 - Vocational training services
• 66121000 - Mergers and acquisition services
• 71241000 - Feasibility study, advisory service, analysis
• 72221000 - Business analysis consultancy services
• 66519600 - Actuarial services

Indicators

• Options are available.

Other Information

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