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Key information and Frequently Asked Questions (FAQs) for Oracle Fusion is detailed on this page.

Key information

Additional guidance

FAQs

Best business practice

All Purchase Orders should be raised through Fusion when the system goes live. Purchase Orders will be automatically generated for suppliers.

Suppliers will submit invoices to the central payment team with the Purchase Order number generated through Fusion. The invoice will be paid through Fusion after it has been matched to a PO and receipt.

We have contacted all suppliers that we have paid in the past 12 months to let them know that we are introducing a new finance and procurement system and advising they should send all invoices to pcc.ap@portsmouthcc.gov.uk from 1 April.

Following best business practice and raising an official Purchase Order when requesting goods or services from a supplier is essential to making sure Fusion works as it should. It means the central payments team can pay the invoice efficiently without any further need to involve the person who created the purchase order. It also means we avoid any risk of confusion, duplication and non-payment.

Dealing with invoices during crossover period

There is a crossover period for how the Central P2P Team will manage supplier invoices received for goods or services that were ordered before Fusion goes live and a Fusion purchase order number is not quoted. This is as follows:

If you receive an invoice from a supplier and it does not quote a Fusion purchase order number and is for goods of services ordered before Fusion goes live:

  • Forward the invoice via email to accountspayable@portsmouthcc.gov.uk
  • Include the original EBS purchase order number and confirmation that the invoice can be paid in your email.
  • If no EBS PO was raised, then include the full General Ledger (GL) coding that the invoice must be paid against and the budget manager approval.

If the Central Team receives an invoice from a supplier and it does not quote a Fusion purchase order number and is for goods or services ordered before Fusion goes live:

Annual orders or ongoing capital project related order that quotes an EBS PO and was migrated to Fusion:

  • The invoice will be matched to the migrated PO by the Central Team.
  • The staff member who ordered the goods or service, will receive a notification in Fusion to confirm receipt of the item in Fusion.
  • The invoice will go on hold until the goods or service has been receipted in Fusion.
  • The invoice will be paid when the item has been receipted in Fusion.

Invoicing quoting an EBS PO that was not migrated to Fusion:

  • The invoice will be entered into Fusion using the GL code from the non-migrated PO.
  • The invoice will be emailed to the staff member who ordered the goods or services with a request to approve for payment.
  • The invoice will be placed on a manual hold, and when you replay with approval to pay the invoice hold will be removed, and the invoice will be paid.

Invoice is received by the Central Team and does not quote a PO number:

  • The Central Team will try to ascertain who has raised the request and where the invoice belongs – there will still be some invoices that do have to be returned if we cannot ascertain who ordered the goods/services.
  • The invoice will be entered into Fusion and the name of the staff member who the email was forwarded to will be entered in the description.
  • The invoice will be emailed to the staff member with a request for coding and approval.
  • The staff member must reply with coding and approval.

When this has been received, the invoice will be updated with the GL code from that email and paid.

Procurement FAQs

Please see below a list of FAQs relating finance and procurement within Fusion.

General

Why are we introducing Fusion?

Fusion is replacing EBS, and will offer us a smarter way to procure goods and services. This means:

  • it will be easier for you to purchase products and services you need
  • our procurement processes will be streamlined
  • you will have more control over ordering and spending

You can find more information about this here.

What are the changes coming with the move from EBS to Fusion?

There are two main changes that you need to know about using Fusion for finance and procurement:

Self-service for purchase orders

We will be moving to self-service for raising requisitions or purchase orders and the Central P2P team will no longer be managing this. This means that you will need to raise your own requisitions (these become purchase orders once approved) and manage your receipts for the goods and services delivered from the purchase orders to allow the invoice to be paid.

Services and staff should prepare for this change now.

You will create a purchase requisition on Fusion which, once approved, will automatically convert to a purchase order (PO) that the system emails direct to the supplier.

To ensure invoice payments are made promptly to suppliers, please ensure you always raise a purchase requisition.

Three-way matching

Fusion uses three-way matching. This means that the purchase requisition will become the purchase order once it has been approved. You will need to process a receipt as soon as you have received your goods/services.

The invoice will come to the central Accounts Payable Team who will process this using Fusion to match to the receipt and make payment.

Services need to ensure the order is raised at the point of requesting the goods/services and not when the invoice is received. The receipt needs to be available for when we receive the invoice so there is no delay to payment to the supplier. If this best practice is followed then once the receipt has been done there will be no further action required from the business area.

More detail on the new process for procurement through Fusion is available here.

Self-help guides and videos on how to use Fusion for finance and procurement is available here.

How will I gain access to Fusion?

The option to use Self Service Procurement within Fusion with be available to all staff who need to raise orders.

You will be sent all the details that you need to know about access and using Fusion directly.

More detail of this is available here.

Moving from EBS to Fusion

When do we change from using EBS to Fusion?

Fusion is on track to be available for staff to use for finance and procurement from Monday 12 April. EBS will be unavailable from Friday 26 March. There will be a cutover period between these dates when we won’t be able to make any payments.

You will be sent all the details that you need to know about access and using Fusion ahead of it going live.

When will payments be made that have been held over during cutover?

We can’t guarantee that all outstanding payments will be made on 12 April as soon as Fusion goes-live. It will be a new system for everyone and there will be a high volume of held back invoices but we will endeavour to catch up as quickly as possible.

How should we handle retention payments to contractors during the cutover?

The last date for sending contractor invoices with a certificate to the Central Payments Team is Thursday 25 March. Payment for these will be made on the Friday 26 March. Any payments required after this date will need to be done on Fusion when the system is available on Monday 12 April using the new process.

We have emailed all suppliers directly that we have paid in the last 12 months encouraging them to submit their invoices in for goods and services up until the end of March 2021 to us as soon as possible.

Will open orders be migrated from EBS to Fusion?

No, open orders will not be migrated. There are hundreds of open POs in EBS and we only want those that are essential in Fusion

The only exception is annual orders, which for this year only will be managed by the Central P2P Team. We have a list of these that we will upload to Fusion once we go-live.

Will I need to housekeep and close open orders?

No. As we are not migrating open orders there is no value in this activity.

Do we need to hold onto 2021/22 invoices for processing in Fusion?

Yes, please follow usual practice as you would with any year end, it will be the same, we just happen to be using a different system for 21/22.

What do I do if I receive an invoice from a supplier now that doesn’t quote a Fusion purchase order number and is for goods of services ordered before Fusion goes live?

  • forward the invoice via email to accountspayable@portsmouthcc.gov.uk
  • include the original EBS purchase order number and confirmation that the invoice can be paid in your email
  • if an EBS PO wasn’t raised, then include the full General Ledger (GL) coding that the invoice must be paid against and the budget manager approval.

What is the process if the Central Team receives an invoice from a supplier and is for goods or services ordered before Fusion was liveso it does not quote a Fusion purchase order number?

If the invoice is for an annual order or ongoing capital project related order that quotes an EBS PO and was migrated to Fusion:

  • The invoice will be matched to the migrated PO by the Central Team.
  • If you ordered the goods or service, you receive a notification in Fusion to confirm receipt of the item in Fusion.
  • The invoice will go on hold until the goods or service has been receipted in Fusion.
  • The invoice will be paid when the item has been receipted in Fusion.

If the invoice quotes an EBS PO that was NOT migrated to Fusion:

  • The invoice will be entered into Fusion using the GL code from the non-migrated PO.
  • If you ordered the goods or service, the invoice will be emailed to you with a request to approve for payment.
  • The invoice will be placed on a manual hold, and when you reply with approval to pay the invoice hold will be removed, and the invoice will be paid.

An invoice is received by the Central Team and does not quote a PO number:

  • The Central Team will try to ascertain who has raised the request and where the invoice belongs – there will still be some invoices that do have to be returned if we cannot ascertain who ordered the goods/services.
  • The invoice will be entered into Fusion and the name of the staff member who the email was forwarded to will be entered in the description.
  • The invoice will be emailed to the staff member with a request for coding and approval.
  • The staff member must reply with coding and approval.
  • When this has been received – the invoice will be updated with the GL code from email and paid

Training

When will I receive training on using Fusion?

Guidance on using Fusion for procurement and finance is available here.

This include quick guides, detailed guides and video tutorials.

Drop-in sessions are also being held if you have any questions

Using Fusion: business area specific

Can I create a PO without an email being sent to the supplier?

Purchase orders need to be created on Fusion and sent to the supplier so they have an order number to quote on their invoice. Without an order number, the invoice will not be able to be paid. POs are sent via email where we have a valid email address. If we don’t hold one, the PO will go to the requester to deal with directly.

If it is a payment where a PO is not appropriate, then a payment request form (PRF) can be completed which requests a payment to a supplier without a PO.

What happens to incomplete requisitions in Fusion?

They can be completed or deleted.

Will I be able to request new customers and invoices?

Yes. There will be a Customer Creation Form (CCF) and an Invoice Request Form (IRF) for invoices and credit notes.

A bulk upload spreadsheet for things like Academy payments, Traded Services, Telecare and beach huts will be completed by the business area and this will be sent to the central Income Team to review and upload into Fusion.

Further details on training and self-help guides on how to use Fusion to raise CCF and IRFs are available here.

We currently raise invoices to our customers using standing charges, will this change in Fusion?

Yes. You will use functionality called Recurring Billing.

Further self-help guides on how to use Fusion to use Recurring Billing are available here.

When placing orders can we copy in Heads of Departments so they are emailed that the order has been placed?

No. You will be able to access a copy of the order once it has been approved and can add as an attachment in an email.

Can we add delivery locations?

Delivery locations, which are maintained by HR, are linked to the user but the requisition does allow for specific delivery instructions to be added if required.

If we receipt POs straight after the order has been placed, what happens to part deliveries or discontinued goods?

You will need to speak to your supplier to obtain full delivery or a credit note. Best practice is to check before processing the receipt if you are in doubt.

How do we raise a payment for items that tend not to be invoiced?  Refunds, Grants, TV Licences, DVLA, etc?

Within Fusion, we have created some ad hoc payment request forms for sundry payments. Training will cover how to use these. There are two types of form:

  • ad hoc payments to known providers (e.g. the courts) (PRF AP)
  • ad hoc one-time payments to organisations & individuals (PRF OTP)

You can find user guides on this here.

We occasionally have to make partial or full refunds. How can we do this going forward?

Where the client has made a payment using a credit/debit card they will continue to be refunded in the current way.

If you have raised an AR invoice to a client for a charge, then you will continue to request a refund against that AR Invoice to the client via the Income Team.

If the client has paid for a miscellaneous charge (no AR invoice) using cash or cheque then you can arrange a refund payment to them via the PRF OTP.

In Private Sector Housing, we need to pay utility bills and an account with Royal Mail for pre-paid envelopes. The invoices for these services tend to be standard mass produced documents and are very unlikely to quote a PO number. How do we process these?

Utility bills

We suggest that you use your PRF bulk load ‘PRIVATE_SECTOR_HOUSING’ spreadsheet for your utility bills for your decant properties.

Royal mail accounts

There are quite a few services with Royal Mail accounts. The central P2P team, for this year, will raise these rolling annual orders as they have done in previous years, for each account. The lines on these orders quote the Royal Mail account number and the financial year. You will have access to these to be able to manage your receipts and invoices.

What happens if an approver is on leave?

There may be several approvers in an approval group, so someone else may be able to approve your requisition when one approver is away.

The admin team or the approver can re-assign approval permissions to anyone. Vacation rules can be set in Fusion and approval delegated or reassigned.

Can you see other requester’s requisitions/POs to avoid duplication?

Yes, you will be able to see other requester’s requisitions.

What happens to a PO when the invoice has been matched partly/fully?

A PO will automatically go to close status when fully matched.

Any other housekeeping to close the PO will need to be completed as usual and there is a program to finally close POs. This can be found under: Procurement > Purchase Orders > Tasks > Administration – Close Schedules in Spreadsheet

Are there any reports that can be run in Fusion?

Yes, there is a Dashboard in OTBI. This has various PO reports and further details on this will follow shortly.

Will there be different approval levels/restrictions?

Yes. Approvals will be based on cost centre and value.

What prompt will there be to receipt goods/services?

We have previously relied on an invoice to confirm goods/services. In Fusion, goods and services need to receipted when received and there will be notifications via email and Fusion to do this. A notification will be sent if the PO is not receipted but the invoice is placed on the system to be paid. The PO requestor will receive a notification to receipt the PO.

How do invoices get put into dispute?

If an invoice is received and has no receipt to match it (because it’s in dispute), then a dispute hold can be placed on the invoice.

What do I do if the receipted order does not have enough value against it?

Order value can be increased via requisition. This will result in a change order on the order which will go for approval.

Will it be possible to pay any invoices without an order?

There are various options in place for creating invoice entries within the Purchase Request Form. All invoices for goods/services should have a PO.

Will everyone be able to view invoices in Fusion?

You will be able to view invoices in Fusion, although the AP area will not be accessible to all and depends on your role.

If you request a PO, will this be easy to amend/cancel POs?

Yes, it will easy to do this.

Will there be complimentary processes for dealing with non-PO invoices and complex POs such as those used on construction contracts?

Non-PO invoices should be dealt with using a Purchase Request Form.

Complex POs should be raised via a Purchase Requisition. You can use the Purchase Request form to create an initial line and then add additional lines within with the requisition.

What happens if you have enclosures to go with an order?

These must be added to purchase requisition and will be emailed with the PO.

Will there be a form to complete to request a PO requisition that service departments will be expected to complete?

There are no external forms. Users will use self-service in Fusion to process requisitions themselves.

Will other users be able to receipt on orders not raised by themselves?

Yes, to cover sickness and leave.

Does the requestor have to add contract number for larger purchases?

If a contract exists, there will be a Purchase Requisition Form (PRF) for it.

Who approves a PO?

The cost centre approver.

How are the POs sent to the customer?

POs are sent via email where we have a valid email address. If we don’t hold one, the PO will go to the requester to deal with directly.

What happens if a PO is not raised but goods/services have been received?

You should raise a PO, and return the invoice unpaid to supplier with a request to quote your PO number on it.

Following best business practice is essential to ensuring Fusion works as it should.

This includes raising an official purchase order, via purchase requisition, when ordering goods or services from a supplier. When the goods or services are delivered you must receipt the orders in Fusion to confirm they have been received.

This means the central Payments Team can pay the invoice efficiently without any further need to involve the person who created the purchase order, and avoids any risk of confusion, duplication and non-payment.

It is our normal policy that a purchase requisition must be created within Fusion at the point we request suppliers provide goods or services to us.

This allows an official purchase order to be e-mailed to the supplier creating a contract for the supply of goods or services, and leads to the timely payment of supplier invoices once the contact has been fulfilled.

Occasionally, it may not be practical to raise a purchase requisition and an exemption can be applied in appropriate circumstances subject to a clear business requirement.

In all other circumstances a purchase requisition must be created within Fusion.

Do we have a standard email to send to suppliers when we want to engage with them for goods/services, during the period when we cannot raise a PO?

This is something the business areas need to agree on and put in place for themselves.

Using Fusion: schools specific

Will invoices still be sent to the school? We normally receipt orders when teachers confirm goods have been received. (By signing invoices).

Invoices should be sent to the central Accounts Payable Team. You will need to review your internal business processes regarding communications so that the receipt is done in Fusion in a timely manner so that when the central team receive the invoice it has a receipt to match to and can therefore be paid. If you receive the invoice form the supplier, then you will need to forward it on to the central processing email address.

The payments team will never be able to pay an invoice before your school receipts the goods or services on Fusion. In some cases it will be appropriate for the invoice to come to your school such as utility bills so that you can goods receipt the correct amount (an annual PO will need to be set up for this).

A process whereby staff sign goods receipt notes instead of invoices should ensure that the office staff know what has been received by the schools are kept and given to the relevant office staff to ensure that they know when to goods receipt on the system. For service based orders, members of staff will need to communicate when those services have been delivered, and this can be done using the goods receipt note instead of the invoice.

If the Payments Team receive an invoice before the goods/services are receipted, then the invoice will go on hold, and the school staff notified so that the school is notified that the invoice has been received.

Will there be an option for schools to add Local Cost Centres to an order in Fusion?

Yes. Schools can enter the cost centre, local cost centre and local account codes they need – it is just the account code that is driven by the Category. They can also set up shortcuts with Local CC and Local Accounts.

When creating purchase orders (POs), we currently select ‘school expenditure’ as the contract. Will this still be available?

All contracts will have an appropriate smartform. You can search for these using various keywords such as the contract reference, the supplier name or the category required. The ‘school expenditure’ option that is currently chosen when raising an order won’t apply in Fusion.

When paying BFS (catering invoices) will we have to select PCC contract or school expenditure? If school expenditure, will we still be able to code to 4151.

If you are ordering for a school you will only have access to that school’s business unit. Only contracts appropriate to your business unit will be available to order from. Account codes are mapped to Pro-Class categories and cannot be changed. You can change the cost centre, local cost centre and local account codes as required.