Crown Commercial Service

We helped North Ayrshire Council cut invoice processing by 45% through our ePurchasing Card programme

The customer
With its catering service generating more than 17,000 low-value transactions each year, North Ayrshire Council wanted to find a way to streamline their purchasing and accounts reconciliation process.

For example, each time one of the council’s kitchens bought supplies, an individual purchase order had to be raised, which then had to be matched to the corresponding invoice. This took a lot of time and often meant late payments for suppliers – a particular concern if the supplier was a small business.

The solution
As a supplier on the CCS ePurchasing card framework, and with lots of experience working with councils across the UK, the Royal Bank of Scotland was well placed to help them.

Having discussed the ePurchasing card option, the council decided to put the scheme to the test, as using ePurchasing cards would mean authorised catering staff would be able to pay suppliers more quickly. It would also simplify VAT reclaim and make it easier for the council to monitor spend online instantly.

The benefits
Not only has the ePurchasing card solution meant that the council has 45% fewer invoices to deal with, 18% more are now being paid on time. Both kitchen staff and suppliers are benefiting from the easy-to-use system and, with fewer disputed invoices, the administrative burden is a lot lighter for the council.

Jill Houston, Procurement Manager at North Ayrshire Council said:

“Now we can pay a whole month’s transactions with a single direct debit.

Jill Devine, eProcurement Officer at the council added:

“Every commodity we purchase will be reviewed to assess its suitability for using an ePurchasing card.”

Find out more
To learn more about how your organisation can make savings and process efficiencies by using ePurchasing cards please get in touch.

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