Sourcing of a Service Provider for Invoice to Pay Solution

an I2P System that meets or exceeds the requirements outlined below. In the initial stages, the system should cover at least 80% of the mandatory requirements as outlined in the functional, dashboard, non-functional, and technical requirements sections. A test and Gap analysis phase will then be conducted. The system requirements are categorised into four main types:

Requirements (FR1 - FR35): These include specific behaviors and capabilities that the system must meet.

Requirements (TR1 - TR32): These include technical specifications and constraints need to include support and maintenance of the system after deployment. Each requirement has a serial number(Sr No.). Bidders should use these references in their technical proposals. 3.1 The Functional Requirements (FR) for the I2P process define the specific behaviors and capabilities that the system must have to meet the needs of the business. Sr No. Mandatory Component Category Requirements [Yes/No] FR1 The system must have the capability to Yes capture claims, statements, invoices, and supporting documents as a central point of submission. Additionally, the system must allow DBSA users to upload documents. FR2 The system must be able to accept an Yes invoice and read its details (e.g., invoice number, VAT number, etc), OCR or any other technology. FR3 Invoice The system must integrate with Yes Reception & contracting systems to extract vendor Integration data automatically. FR4 The system must have the capability to Yes thoroughly check invoices by cross- referencing the information on the invoice with the information in the contracting systems. This will eliminate the need for rechecking downstream, as invoices will have met DBSA requirements and predefined criteria (e.g., A and B payment release functions). FR5 The system must include a checklist of Yes required documents and have the capability to reject an invoice submission by vendor / service providers if the checklist is not complete.

When a vendor uploads an invoice for No, but a PO with multiple line items, the must be Checklist system should prompt the vendor to configurable and Invoice select the specific line item(s) that the against Evidence invoice pertains to from the list of rules. available line items. (e.g., including asset numbers) * FR7 The system must be able to validate Yes and match the amount stated on the RFP008/2026 - SOURCING OF A SERVICE PROVIDER FOR INVOICE TO PAY SOLUTION Sr No. Mandatory Component Category Requirements [Yes/No] payment certificate (potential OCR or interface to secondary system). (e.g., invoices with payment certificates) FR8 Once the claim and statement are Yes, checked and approved, the configurable contractor/supplier must receive an against email and notification instructing them rules to upload the invoice using a link on the email, as they do this, the system must automatically update the status of this invoice. FR9 The system must be able to receive Yes invoices and automatically notify the relevant invoice approvers upon receipt. FR10 The system must also create a Yes streamlined approval workflow that minimizes handoffs and speeds up the Approvers process, through predefined approval notification criterions. FR11 The system must send out daily No, reminders to all approvers, reminding configurable them to approve pending items. FR12 The system must automatically route Yes, exceptions, through a pre-defined configurable workflow. based on rules

The system must automatically obtain No, budget the PO value or framework order and control generate the budget control sheet and sheet can update the PO or framework order be value as invoices are processed. * developed

The system must flag an invoice when Yes the PO value is exceeded and the PO and budget is depleted, using the latest Budget updated value on the budget control Control sheet on the portal. *

The system must include a buffer Yes, based amount such that when the budget is on business depleted, the system will still allow the process invoice to be processed if it is within rules which the buffer amount. * may include approvals FR16 The system must be able to categorize Yes and handle different types of invoices Types of appropriately within the system, Invoices ensuring each type follows the correct processing workflow. FR17 The system must have the capability to Yes flag any duplicate invoice numbers to prevent duplicate payments.

The system must have an automated TBC Invoice multi-matching of invoices with Number corresponding PO and service receipt Validation reports which are from different systems. * RFP008/2026 - SOURCING OF A SERVICE PROVIDER FOR INVOICE TO PAY SOLUTION

specific requirements found