Fife Council uses an Oracle eProcurement system. The system allows Suppliers to receive orders, provide invoices and obtain answers to simple queries through this eProcurement system in a streamlined and efficient way.
All invoices for goods, services and works provided to Fife Council should be sent to firstname.lastname@example.org
- All orders are issued via the eProcurement system and an order number will be automatically generated;
- Suppliers will receive orders for their goods or services automatically via e-mail;
- Suppliers will need to have internet access and an email address. Help may be available for your digital strategy. For further information please contact Business Gateway Fife on 01592 858333 or email email@example.com
- Suppliers should not provide goods and services without an official Fife Council order otherwise payment will be significantly delayed
What are the benefits of the eProcurement system?
- Managing orders through an eProcurement system improves the accuracy of orders raised and reduces potential duplication;
- This should lead to improved speed of payment as invoice errors are reduced and invoices can be automatically matched to orders;
- The eProcurement system has a function called “iSupplier” which enables the status of orders, receipts and invoices to be viewed via a website.
- iSupplier is free of charge to suppliers. There are no registration, transaction, maintenance or subscription fees.
We encourage all of our suppliers to register with our iSupplier function to track the progress of their invoices online.
Data matching - Trade creditors
Fife Council has a duty to protect the funds it administers and for this purpose may use the information provided to the Council during the tender process, or during any resulting contract, to assist in the prevention and detection of fraud.
Data matching involves comparing computer records held by Fife Council against other computer records held by the Council or other body. This is usually personal information.
Fife Council may share the information provided in successful tenders, or during any resulting contract, with other bodies for the prevention and detection of fraud. All collection, use and storage of personal information will be in accordance with the Data Protection Act 1998.
Frequently Asked Questions
FAQ's - iSupplier
FAQ's arising from the iSupplier Supplier Adoption summits
- Q. What is the url for iSupplier?
- Q. How do I register for iSupplier?
To register for iSupplier, please provide an e-mail address for the log in details to be sent to Fife Council Procurement on 01592 583351 or firstname.lastname@example.org. The e-mail address you provide will also receive a copy of Purchase Orders. You can remove your e-mail address once you have logged into the system (please see the iSupplier Guide for details on how to do this). iSupplier Accounts are available to all our suppliers, however theses will be monitored routinely. If Procurement feel the supplier does not require an iSupplier account this will be de-activated.
- Q. Can we have more than one log on for iSupplier?
- Q. When I click on the iSupplier Link I cannot view the iSupplier Portal Login Page?
- Q. I have entered my username and password but I receive an error message and cannot log onto iSupplier?
- Q. My password is not working on iSupplier, how do I re-set this?
- Q. Can you explain what the different documents are I can see when I log in to the iSupplier Portal?
There are different document types in the ERP system;
- Standard Purchase Order
- Contract Purchase Agreement
- Blanket Purchase Agreement
You can identify which document type you are viewing by looking at the top right hand corner on a PDF view of the order where you will see;
Document Type: Standard Purchase Order/Contract Purchase Agreement/Blanket Purchase Agreement.
Below is a brief explanation of the different document types and what they mean for you.
Standard Purchase Order
A Purchase Order in the ERP System will be named a “Standard Purchase Order” and will be an 11 digit number beginning with the number 2. A Purchase Order will have details of the goods & services required from your organisation. You must quote the Purchase Order number on your invoices.
Contract Purchase Agreement (CPA)
A Contract Purchase Agreement (CPA)is also an 11 digit number beginning with the number 2. A Contract Purchase Agreement is a record in the ERP system to define that Fife Council has a contractual agreement with your organisation. Your contract number will be referenced in the Description box of the Contract Purchase Agreement. When you open the agreement in PDF view you will see that there are no details of any goods or services to be provided and you do not need to quote this number on invoices. You may see a value in the Contract Purchase Agreement, this is an estimate figure and does not represent an obligation for Fife Council to spend any of the estimated amount with your organisation.
Blanket Purchase Agreement
A Blanket Purchase Agreement in ERP again is an 11 digit number beginning with the number 2. A Blanket Purchase Agreement is a record in the ERP system to define that Fife Council has a catalogue on the ERP system for the Products / Services which your organisation provides. Each time an end user places an order for an item on your catalogue you will receive a Standard Purchase Order. You must quote the Standard Purchase Order number on invoices.
There is no action required by your organisation when you are issued with a Contract Purchase Agreement or a Blanket Purchase Agreement these are records of a contract being in place and a catalogue being on the system respectively.
- Q. I am having problems entering my Tax Registration Number
Please ensure that when you enter your Tax Registration Number you use the prefix of GB before you enter the number and there is to be no spaces in the details you provide.
- Q. There are Purchase Orders on the system that I think I have already fulfilled?
Open orders were migrated from Fife Council’s previous system OneWorld. You can distinguish that these orders have been migrated across because the order date will be before the 1st April 2014. If the order has been receipted then you can send the invoice for this work via e-mail to email@example.com If this order has not been receipted then you need to wait until it is receipted before you can send the invoice. There is a guide on iSupplier at fifedirect.org.uk/iSupplier which will help you navigate how to view whether your order has been receipted in ERP.
- Q. I would like to put a catalogue onto your system, how do I go about this?
If you would like to put a catalogue in place, you will need to contact the Contract Manager within Procurement (you will have this information on either your purchase order or contract documents)
- Q. Is there a file size limitation on the Catalogue File?
There is not a file size limitation on the Catalogue File.
- Q. If we are currently involved in a tender should we still provide Catalogue content?
No, if you are currently responding to a tender then we would advise that you do not provide Catalogue content until you are aware of whether your tender submission has been successful. If you have a contract with Fife Council for goods / services which are not currently out for tender then we would encourage you to provide Catalogue content for these goods and services.
- Q. Are Catalogues only with Contracted Suppliers?
If you have a contract in place with the Council then we would like to have a Catalogue on our e-Procurement system for the goods / services which you are contracted to provide. If you do not have a contract in place with the Council and there is no contract in place for the goods / services you provide then we will be uploading your catalogue content onto the e-Procurement system. Once the Category Managers are in place there may be an action to put a contract in place for the goods / services you provide.
- Q. Can we put a Catalogue in place with the price field is Price on Application?
We would like Catalogues on our e-Procurement system for goods / services which have a defined price. However we recognise that for particular Suppliers (e.g. Suppliers of Vehicle Components) there may be a number of variations of a particular product item e.g air filters are specific to the make and model of the vehicle. A question was raisedas to whether we could insert “Price on Application” in the Price Field of the Catalogue Template. Unfortunately the Price Field of the Catalogue Template must be a decimal number and not text. Therefore we would advise that in these cases we will be raising an order with your organisation for this type of good / service using a Purchase Order where the Purchase Order will specify the details of what good / service is requiredrather than having a Catalogue on the e-Procurement system.
- Q. What is the format of the Catalogues?
The Catalogue Template form is a .txt file which must be opened in excel to be completed and saved in .txt file format. There are instructions with the Catalogue Template which will be sent to Suppliers with the Catalogue Template to complete.
- Q. I am interested in using punchout with Fife Council, how do I arrange this?
Punchout can be arrange with suitable suppliers, to discuss punchout please contact the Contract Manager within Procurement (you will have this information on either your purchase order or contract documents)
- Q. Are you planning to put Punch-Out Catalogues on your system?
- Q. If we scan invoices into the council can we scan one e-mail at a time or can we send consolidated invoices?
- Q. Can we send in invoices in PDF format?
- Q. A note on Operating Systems & Browsers
We would recommend the use of Windows 7 and Windows 8 based Laptops and Desktops running either Microsoft Internet Explorer or Firefox browsers. The table below gives more information on supported versions.
Windows 7 (32 and 64 Bit)
10, 9, 8
24.* ESR, 17.x ESR, 10.x, 3.6
Windows 8 (32 and 64 Bit)
24.* ESR, 17.x ESR
Other Desktops and Laptops using other operating system and browser combinations can be used, but they have not been tested and are therefore not supported.
As a reminder can we ask you to log out of your iSupplier Portal session when you have finished rather than closing the browser window without logging out first.