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How the new SAP system impacts you

The new SAP system being implemented by Gloucestershire County Council (GCC) is now live .

It will impact the following people:

 

Gloucester City Council, employees of school whose payroll is administered by GCC or another organisation

If you currently view your payslips in mydocuments, you’ll be viewing your payslips in the new SAP system instead once the new system goes live from April. 

Your historic payslips, p45s and other payroll documents will be in the new system ready to view when you've signed into the new portal.

If you have any questions, please speak to your payroll administrator.

 

Vendors and suppliers

We are currently switching to a new supplier payments system. During the switchover, we will be unable to undertake certain tasks for a brief period.

Payments

Please note the following for Purchase Order related payments:

  • Get invoices into P2PProcessing@gloucestershire.gov.uk and get authority for payment by the applicable Council Officer (the shopper) by 5pm Mon 23 March
  • If payment is due on the authorised invoice between 23 March and 2 April, it will be included in payment run up to 26 March
  • The payment run will re-commence after 2 April, from then existing invoices which are approved and due will continue to be paid. Ariba goes live from 9 April, so shoppers won’t be able to authorise any new invoices until then. Only invoices approved prior to 23 March will be paid between 2 April and 9 April.
  • From 10 April normal practices resume under the new system.

We are unable to change any company details between 16 March and 9 April. Changes should be carried out in advance of 16 March, or after we go live in our new system from 9 April.

ProContract

Any live procurement tender or quotation projects started prior to 16 March will continue within ProContract, but no new projects will be issued after this date. ProContract will be frozen from 16 March while we switchover to our new system, Ariba, from 9 April. You’ll receive more information in March.

New PO numbers 

On the new system, all POs will begin with 45 and any existing POs will be assigned a new number.

If you receive a Purchase Order (PO) with a delivery period extending into the new Financial Year or starting within the new Financial Year, this PO will be re-issued to you with a new, replacement PO number.

The replacement PO will include text confirming the number of the PO being replaced, so you can remove the obsolete PO number from your records.

Any invoices received after the PO transfer in April must contain the new PO number (beginning with 45) to ensure efficient payment processing.

The new PO will display the outstanding value that remains to be delivered from the original PO.

 

Gloucestershire County Council and Fire & Rescue Service employees

Please visit Staffnet and read TalkSmart or Ever Forward to find everything you need to know.