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Changes to supplying the council

8 November 2016

We recently contact suppliers (using the contact details held) regarding some financial systems changes and existing system shutdowns that are planned for October, as we prepare for launch.Find out more about what this will mean for submitting and paying invoices


There will soon be some changes in how you work with us when the new systems launch. Details on this are outlined below. As some suppliers deal with us in more than one way, please ensure you review the options in both section one and two, which are applicable to you.

Section one

Section two

Further guidance and information on how to use and navigate the new systems will be available here shortly.

Submitting and paying invoices during November 2016 

Our existing financial systems will be unavailable from 12 noon on Thursday 10 November until 9am on Tuesday 29 November. During this time we will not be able to process or pay any new invoices, or raise new purchase orders. All correct and validated invoices that are in our payment system will be paid before closed down, even if this is before they would normally be due.

Therefore please ensure you submit any invoices in plenty of time, to allow for checking, approvals and queries to be made before the deadline on Thursday 10 November. While no new purchase orders can be raised during the shutdown period, open purchase order numbers can still be quoted and payment can be made via P-Card. If you have any questions, speak to the person requesting the work. 

Any invoices NOT validated as ready to pay by noon on Thursday 10 November will be held and then be processed when the new systems go live on Tuesday 29 November. This change may also impact how you interact with us in the future. 

Suppliers/providers to only Essex County Council who use MarketPlace   

There will be no change to how you log in to MarketPlace and you will continue to use this system to receive purchase orders and submit invoices when the new financial systems launch.

You will however receive an email from the new Oracle system asking you to confirm your details and to create an i-supplier account. Going forward this be the one place you will need to manage the details we hold for you and it will also give you improved functionality in terms of  being able to view the status of your invoices, payments and returns. The i-supplier account email will be sent to you, using the email address we currently hold.

Suppliers/providers to only ECL or Essex Pensions who use MarketPlace

You will be sent a new Marketplace login, which will enable you to view open orders, receive new purchase orders and submit your invoices electronically when the new systems launch.

You will also receive an email from the new Oracle system asking you to confirm your details and to create an i-supplier account. Going forward this be the one place you will need to manage the details we hold for you and it will also give you improved functionality in terms of  being able to view the status of your invoices, payments and returns. The i-supplier account email will be sent to you, using the email address we currently hold.

Suppliers/providers to ECC, ECL and Essex Pensions who use MarketPlace

You will continue to use your existing ECC MarketPlace login and this will become your sole system login, enabling you to view open orders, receive new purchase orders and submit invoices electronically.
 
You will also receive an email from the new Oracle system asking you to confirm your details and to create an i-supplier account. Going forward this be the one place you will need to manage the details we hold for you and it will also give you improved functionality in terms of  being able to view the status of your invoices, payments and returns. Both these emails will be sent to you, using the email address we currently hold.

Suppliers/providers to ECC, ECL and Essex Pensions who don't use MarketPlace 

You will receive an email from the new Oracle system asking you to confirm your details and to create an i-supplier account. Going forward this will be the one place you will need to manage the details we hold for you and it will also give you improved functionality in terms of  being able to view the status of your invoices, payments and returns. This email will be sent to you, using the email address we currently hold. Please note: this will not replace any existing system you may currently use eg. Extranet.

Supplier/provider registered on Ariba and have a current live contract with Essex County Council 

The i-supplier account you will create via the instructions in section one will also provide you with access to our sourcing module. This will enable you to respond to procurement opportunities when when the new system launches. Until then, all sourcing will continue to be managed via Ariba.  

Supplier/provider to Essex County Council registered on Ariba and doesn’t have a current live contract but is currently taking part in a sourcing requirement 

All sourcing will continue to be managed via Ariba until the process has been completed or is at a suitable stage to be transferred into the new system when it launches.  Further information regarding specific existing sourcing requirements will be provided in due course.

Supplier/provider to Essex County Council registered on Ariba and doesn’t have a current live contract and isn't currently taking part in a sourcing requirement 

Once the new system launches, you will be able to register on Oracle to bid for new Sourcing Requirements.  Until then, your details are retained on Ariba and you are still able to participate in any applicable sourcing requirements through that system.