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Published 10 Feb 2025, 14:45 GMT

Official UK procurement notice

Automatic Statement Reconciliation Software

Official notice

Authority: Stoke on Trent City Council (Local council)

Goods
Sectors: Software Packages & ERP (48) Delivery: West Midlands (UKG23)
Planned pipeline valueValue not publishedpipeline notice, not a live tender
Tender notice expected 1 Apr 2025from the planned procurement notice

What is being bought

Published requirement description

Stoke-on-Trent City Council is exploring the procurement of an Automatic Statement Reconciliation Software to support financial operations by improving accuracy, efficiency, and automation in reconciling various financial statements, including bank transactions, supplier statements, and internal ledger records.

  • Automate reconciliation processes, reducing manual effort and improving data accuracy.
  • Identify discrepancies and exceptions dynamically, with built-in error handling.
  • Utilise AI-driven or rule-based transaction matching to enhance financial control.
  • Assist in the discovery of hidden credit notes to maximise cost recovery.
  • Provide tracking functionality to monitor whether identified issues, such as missing invoices or reconciliation discrepancies, have been resolved.
  • Offer compatibility with widely used ERP and finance management solutions, such as SAP Public Cloud and Civica, allowing for data extraction or integration where feasible.
  • Support compliance with financial regulations and reporting standards applicable in the UK public sector.
  • Provide an intuitive interface with real-time reporting and analytics for financial oversight.

CPV: Financial analysis and accounting software package · Financial analysis software package

The lotProcurement structure

single lot · no lot value published
Lot #1Stoke-on-Trent City Council is seeking a scalable and efficient reconciliation…Planned

Stoke-on-Trent City Council is seeking a scalable and efficient reconciliation solution that can work alongside existing financial management systems. The key objectives include:

  • Automated Matching - AI-driven and configurable rule-based matching of transactions.
  • Exception Handling - Identification of unmatched or irregular transactions for review.
  • Discovery of Hidden Credit Notes - Identification of supplier credit notes that may have gone unnoticed, helping to recover costs.
  • Issue Tracking & Resolution Monitoring - A system to flag reconciliation issues and track their resolution status to ensure follow-through.
  • Audit Trail & Compliance - Full traceability and reporting features to support audits.
  • Cloud-Based or On-Premise Deployment - A flexible solution that can accommodate different IT environments.
  • Integration and Data Handling - Ability to interact with ERP, finance management systems, and other relevant platforms through structured data extraction, reporting capabilities, or integration where applicable.

The council wishes to continue fulfilling its current services to the same high standard, though recognizes the need to engage with the innovative providers within the market to better understand the wider offer which may be available in an ever developing digital service are.

If you are interested in any further discussions regarding this notice please contact Gabriella.brown@stoke.gov.uk with the reference 'Automatic Statement Reconciliation' where additional details can be discussed.

Delivery: West Midlands · United Kingdom (Stoke-on-Trent and surrounding areas)
48440000 Financial analysis and accounting software package

Procedure terms & legal framework

From the official record · publisher note attached
Legal basis
CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category
Goods
Notice status
Past planning notice
Procurement threshold
Unspecified in notice
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement
Unspecified in notice
First published
10 Feb 2025, 14:45 GMT
Last source update
10 Feb 2025, 14:45 GMT
FTS notice number
2025/S 000-004355
Classification (CPV)
Financial analysis and accounting software packageFinancial analysis software package
Delivery area
West Midlands (UKG23)
Official registry OCID
ocds-h6vhtk-04dd49 Find a Tender

Publisher note: The procurement will be conducted as an open and competitive tender process, ensuring compliance with public sector procurement regulations. This PIN serves as early notification to potential suppliers regarding this upcoming opportunity. Interested parties are encouraged to express interest and provide feedback on the proposed scope of services.

How it was run

Official notice
Submission deadline
—

Timeline

10 Feb 2025 → 1 Apr 2025 · 2 dates
  1. Notice published
    10 Feb 2025, 14:45 GMT
  2. Tender notice expected
    1 Apr 2025, 00:00 BST

Commercial outcome & contract awards

Pipeline notice
Awards (0)
No award published
Contracts (0)
No contract published
Bid statistics
No aggregate bid statistics published

Contracting authority & participating public bodies

STOKE-ON-TRENT CITY COUNCIL

Contracting authorityLocal CouncilRegional or local authorityGeneral public services Civic Centre, STOKE-ON-TRENT, West Midlands, ST41HHContact name, email, phone

Official documents & specifications

Official links; attachments are not copied

No document links were published on the notice.