Important information for our suppliers
In April, we are moving from our current SAP finance system to Oracle.
We are working hard to minimise any disruption and would welcome your assistance in helping the transition go smoothly.
| What's happening? From 1st to 17th April 2025 ESFRS will not be able to make any regular payments or create purchase orders. However, before the SAP system closes, all open invoices which have been successfully matched against an active purchase order and goods receipted, will be processed for payment. The last payment run in SAP will be 31st March 2025. Key Dates and Changes which will delay ESFRS regular supplier payments and creation of Purchase Orders: 31st March 2025 – Any invoices not processed by this date or invoices received between 1st to 17th April 2025, will be delayed for processing until Oracle is live. We will endeavour to process all invoices received by 17th March. 1st – 17th April 2025 – No financial transactions can be processed. New System Go-Live: 17th April 2025 – Payments and procurement processes resume. Please note it is expected to take up to 1-2 weeks to process the backlog following the downtime. Emergency Payments: In exceptional circumstances only, processed during cutover under strict criteria (e.g. Critical service delivery or statutory obligations). Please email Finance@esfrs.org What You Need to Do Submit invoices as soon as your service or goods have been provided to ESFRS to avoid delays. Include a Purchase Order Number on your invoice Send invoices to Finance@esfrs.org, we may not be able to process invoices which are sent to individual departments Ensure your contact details are up to date to receive further information by emailing Finance@esfrs.org If you anticipate an urgent payment need during the cutover period, please email Finance@esfrs.org Further Information and Support We will provide further details closer to the key dates. Any urgent queries please contact Finance@esfrs.org Please note that East Sussex County Council is also changing systems and will send separate information relating to their transition. |