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All Suppliers must now comply with our Electronic Tendering Solution
Leeds Teaching Hospitals NHS Trust has implemented an electronic tendering solution provided by Due North Ltd.
A vital process within the implementation is the Pre-Registration of all Suppliers to the Trust and is free for Suppliers to register.
Without this step your company will not be able to receive or respond to tender opportunities.
For full instructions on the Pre-Registration process for all suppliers please click here
Sustainable Procurement
Sustainable Procurement is going to become a main focal point within the supplies department in the future
follow the link to read the supplies departments outline for Sustainable Procurement
 |
What is
sustainable development? |
To support suppliers working with the Leeds Teaching Hospitals, the following information has been provided. We intend to develop this site to include specific supplier sites to allow access to shared information via a supplier portal. More information will be added when available. If you would like to see some information on the web site, please contact Graham Medwell.
Contents:
- e-Commerce We recognise the benefits of trading through e-commerce via the Global Healthcare Exchange. TecSol - a GHX Company has a very competitive pricing structure for Suppliers looking to trade with Leeds electronically. For non- Medical Suppliers we have introduced e-commerce through @UK.
- Invoicing
- e-Tendering and e-Auctions
- Notes For Suppliers Of Loan Or Free Issue Equipment
- Protocol for meetings with Theatre Clinical Staff
- Protocol for Company Representatives
- NHS Supplier Information Database NHS-sid NHS-sid is aimed at rationalising the management of pre-qualification data during the procurement process, thereby reducing the administrative burden on potential suppliers to the NHS. The LTH Supplies department does utilise NHS-sid. However, suppliers should ensure that any data entered is accurate and up to date. All OJEC pre-qualification criteria should be covered as we have had some difficulty in obtaining the correct information via NHS-sid.
- Pre-purchase Questionnaire for Electromedical
Equipment
After extensive consultation with ABHI a new UK-wide form has now been agreed. This has been reviewed and also extended to cover questions about decontamination. It has been agreed that only the new form will be accepted from 1 October 2003.
e-Commerce
We recognise the benefits of trading through e-commerce For a breakdown of these benefits please click on the following link to a study undertaken by Healthlogistics on behalf of PaSA and GHX.
TecSol - a GHX company has a very competitive pricing structure for Suppliers looking to trade with Leeds electronically.
For non-Medical suppliers we can offer e-trading through @UK PLC.
Invoicing
Information and advice for suppliers
What happens to my invoice when it reaches the Trust? When will I be paid?
To ensure an efficient service, the Trust has invoice guidelines that we ask
that you follow when preparing your invoice for submission. Please see the section
on good invoicing practice below.
Paper Invoices
When received by the Trust, invoices are scanned electronically using Version One's DBArchive software and entered into the Trust Oracle Financials 11i system.
They are then processed by the Accounts Payable team, where a purchase order number is quoted and this matches the receipt and invoice the invoice is automatically matched and paid. If the invoice fails the three-way match, Accounts Payable will contact the purchaser from the Trust who raised the requisition and ask them to electronically authorise payment of the invoice. Only when this authorisation is received by Account Payables can payment be made to the supplier.
If the invoice does not quote a valid Purchase Order then the invoice will be subject to delay. Account Payables will contact the purchaser from the Trust and ask them to electronically authorise payment of the invoice. Only when this authorisation is received by Account Payables can payment be made to the supplier.
e-Invoicing
The Trust is committed to e-commerce and the automatic payment of invoices through:
TecSol GHX
@UK
BeSpoke Systems
For more information on e-invoicing,
please e-mail Robert Angel at: robert.angel@leedsth.nhs.uk
Good invoicing practice
Account Payables aims to provide a first class service to its clients within
the Trust and suppliers to the Trust. To achieve this, there are specific guidelines
for invoices – failure to follow these guidelines could result in a delay
in processing an invoice.
Invoices must:
Quote the clear and full payables address of the Trust. (See section titled
‘Where to send invoices' for the full address)
Provide clear details of the organisation submitting the invoice and the address
to which the remittance should be sent.
Provide clear details of the goods/services provided.
Quote the LTH Purchase Order (PO) number - all requests for goods and services
must be accompanied by a PO. Only in exceptional circumstances (e.g. out-of-hours
emergencies) should you accept an order without a PO. The PO number quoted should
be in the range of PO numbers for the invoice address.
In the rare circumstance that you do not have a PO, supply a contact name, telephone
number and department within the Trust of the person who requested the goods/services.
An e-mail address will speed up the process.
Be legible.
Have a valid invoice date (tax point date).
Clearly state the payee.
Have the correct VAT calculations (handwritten invoices in particular).
Add up (handwritten invoices in particular)
Have the relevant supporting information attached, for example timesheets
Invoices that do not comply with the above will be returned to you for correction/clarification.
Where to send invoices
The LTH NHS Trust ,
Payments Section,
PO Box 425, Joseph's Well,
Hanover Walk,
Leeds
LS3 1RH
e-Tendering and e-Auctions
The Trust has been using e-auction technology since August 2005 through Scanmarket software.
The Trust will shortly be moving to electronic tendering of goods and services and this page will be updated accordingly.
Notes For Suppliers Of Loan Or Free Issue Equipment
In view of modified NHS guidelines, and advice from the MDA, the Leeds Teaching Hosptials NHS Trust can no longer accept loan or free issue equipment until the certain requirements have been met. Please click on the link below to find out more.
Protocol for meetings with Theatre Clinical Staff
Suppliers must follow the protocol shown here for arranging meetings with Theatre Clinical Staff.