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PRESENTATION ON 30 DAY PAYMENT OF INVOICES

PRESENTATION ON 30 DAY PAYMENT OF INVOICES. 17 SEPTEMBER 2013. PROCESSES ALREADY PUT IN PLACE TO MONITOR PAYMENTS AND TO ENSURE COMPLIANCE TO TREASURY REGULATIONS (TR8.2.3). Payments not made within 30 days are monitored on a monthly basis

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PRESENTATION ON 30 DAY PAYMENT OF INVOICES

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  1. PRESENTATION ON 30 DAY PAYMENT OF INVOICES 17 SEPTEMBER 2013

  2. PROCESSES ALREADY PUT IN PLACE TO MONITOR PAYMENTS AND TO ENSURE COMPLIANCE TO TREASURY REGULATIONS (TR8.2.3) • Payments not made within 30 days are monitored on a monthly basis • Head Office and Regions are requested to indicate payments not made within 30 days and to provide reasons • Monthly finance meetings were also introduced to assist in the monitoring of expenditure and ensure that payments are made after goods and services have been delivered. • Monthly finance meetings are held by each Head Office Directorate as well as each management area / centre • Payments are part of the agenda for the finance meeting • The turnaround for the processing of sundry payments was first set as seven days within the receipt of payment documentation • As from 2012/13 the turnaround for the processing of sundry payments has been reduced to 48 hours within the receipt of payment documentation • In case BAS is extremely slow at DCS, arrangements are made for officials to capture payments at SITA to ensure that payments are processed on time

  3. CHALLENGES ON THE PROCESSING OF PAYMENTS • System related problems • BAS not working • Extreme slowness of BAS • LOGIS is most of the time very slow • Month-end closure of LOGIS – for 2 working days in a month (LOGIS is down) • Financial year-end closure of LOGIS - for 10 working days after year-end (LOGIS is down) • Calls are logged with National Treasury when system related problems are encountered • National Treasury does not always have a solution for the slowness of BAS and LOGIS

  4. REASONS FOR PAYMENTS MADE AFTER 30 DAYS • In April and May 2013, the changes from SCOA V3 to SCOA V4 contributed a lot in delaying payments, which among other included the following: • Recapturing of commitments and orders on LOGIS due to conversion from SCOA V3 to SCOA V4 which could only be done from 09 April 2013 • Chief users using SCOA V3 codes instead of SCOA V4 codes • Payments were on a resubmission queue due to LOGIS system closure for 2012/2013 financial year • Capturing invoice date instead of invoice receipt date • Delays in submission of suppliers’ bank details • Orders not delivered in full but the invoices charged were for the full price • Incorrect supplier numbers provided with respect to injury on duty payments • LOGIS system was closed as from 27 March 2013 for the year-end procedures and was only available on the 09 April 2013

  5. STATUS OF PAYMENTS MADE AFTER 30 DAYS – 2013/14 FINANCIAL YEAR

  6. Thank you

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