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New payments system
If you supply us with goods, services or works, use this page to find out about changes to supplier registration, invoicing and payments.
The Council is introducing a new financial system. As part of this change, suppliers will need to use the Proactis Supplier Network to keep their information up to date and manage purchase orders, invoices and payments. We'll provide more information and guidance before the new system goes live.
What you need to do
If you’re a current Council supplier, you will receive an email inviting you to complete the supplier engagement template.
Important information
As part of the ERPx implementation:
- Supplier information will be maintained through the Supplier Network.
- It is important that your organisation's contact details remain accurate and up to date.
- Future notifications and system communications will be sent to the email address associated with your supplier account.
- The Council will provide separate guidance regarding purchase order, invoicing and payment arrangements before go-live.
Invoices and payments
The new financial system will introduce changes to how invoices are submitted and processed.
Detailed guidance will be provided before go-live, including:
- how invoices should be submitted
- the central submission mailbox or route
- information required on invoices
- purchase order requirements
To help us process invoices efficiently, suppliers must ensure that invoices are accurate, include the required Purchase Order information where applicable, and are submitted using the correct method once confirmed.
During the transition period we will be unable to make any payments between the 1st to the 16th November. Our teams are working closely to minimise disruption and ensure any delays are addressed as quickly as possible. We apologise for any inconvenience and thank you for your continued support and cooperation.
If you experience any issues during registration, believe you have received the joining email in error, or have any questions, please contact: suppliers@bathnes.gov.uk
Thank you for your cooperation and support as we implement these improvements.
View the Proactis Supplier Network (Instructions)
Privacy Information
As part of the council's ERPx programme, we are replacing our finance and procurement system. To support this transition, supplier information currently held within our existing systems, such as contact details, business addresses and payment-related information, will be transferred to ERPx and processed by service providers acting on the council's behalf. We have commissioned another third-party processor, Proactis, acting on the council's behalf, to process supplier information.
The council remains the Data Controller for this information and will continue to process it for the purposes of supplier management, purchasing, invoicing, payment processing, audit, fraud prevention and compliance with legal and financial obligations. Where third-party suppliers assist the council in delivering these services, appropriate contractual and security measures are in place to protect personal data.
While the amount of personal data processed by the Finance team is minimal, we acknowledge there is some. We consider the processing to be lawful under Article 6(1)(b) of the UK General Data Protection Regulation, as the processing is necessary for the administration of our supplier relationships and associated contractual and financial arrangements.
The council remains the Data Controller for this information and will continue to process it for the purposes of supplier management, purchasing, invoicing, payment processing, audit, fraud prevention and compliance with legal and financial obligations. Where third-party suppliers assist the council in delivering these services, appropriate contractual and security measures are in place to protect personal data.
While the amount of personal data processed by the Finance team is minimal, we acknowledge there is some. We consider the processing to be lawful under Article 6(1)(b) of the UK General Data Protection Regulation, as the processing is necessary for the administration of our supplier relationships and associated contractual and financial arrangements.