Finance Accounting System

Tender description

This procurement seeks to implement a one transparent, integrated, intuitive accounting system for account payable invoice processing, raising customer invoices, making supplier BACS payments, cash management, General Ledger Journals, AP/AR Journals, raising, authorising and converting requisitions into purchase order, chat of accounts and reporting, credit control/debt chasing, budget management. The system is also used to record customer and supplier data as they are set up on the system to make and receive payments. Lot 1: Royal Berkshire Fire and Rescue Service requires an accounting system to facilitate following tasks: account payable invoice processing, raising customer invoices, making supplier BACS payments, cash management, General Ledger Journals, AP/AR Journals, raising, authorising and converting requisitions into purchase order, chat of accounts and reporting, credit control/debt chasing, budget management. The system is also used to record customer and supplier data as they are set up on the system to make and receive payments. The following areas are being considered as part of the project. There will be a phased approach and not all the areas will necessarily form part of the final scope. • Account Payable • Account Receivable • BACS • Cash Management • Database Manager • Fixed Assets • General Ledger • Inventory Control • Making Tax Digital • Sales Order Entry • Sales Order Processing • Paperless • Purchase Order Processing • Purchase Requisitions • Report Write • Data Import • Budget forecasting and modelling tools This Prior Information Notice is to inform the market that all RBFRA/RBFRS are planning to undertake a procurement process to implement a solution that will meet the aims of the project as per the Problem Statement attached. The Authority has also attached a draft specification and feedback questionnaire for you to provide your suggestions and input to help us refine our requirement. Could you please complete and submit the questionnaire and any feedback you have on the specification by 6th October 2023. The Authority plans to hold a supplier engagement event to present a more detailed over of our project aim and objectives and to seek industry expertise and feedback. The event is scheduled to take place on 18th, 19th, 21st and 22nd September 2023 starting at 10 am with supplier presentation for 15 minutes followed by a Q&A session. Full details of the event and all associated communications shall be managed using the messaging service in the BlueLight Portal and any interested suppliers are encouraged to register on to the Portal to ensure that they are notified of any updated. Bookings of individual sessions are handled through Microsoft 365 - Bookings. The link to book individual session for market engagement day can be accessed here: https://outlook.office365.com/owa/calendar/MarketEngagementforAccountingSystem@rbfrs.co.uk/bookings/