Smart Work 2027: Identifying suppliers requiring YEL insurance verification

A supplier’s YEL insurance status, left unverified during the procurement stage, caused challenges in the new purchase invoice processing system, which requires information on YEL insurance before an invoice can be paid. Scattered instructions and late verification led to confusion and delays in invoice payments. Financial Services launched a process and developed tools to streamline invoice handling.

A new step was added to the process for Financial Services, in which suppliers with no information on YEL insurance are identified as soon as purchase invoices arrive. Due to the large number of invoices, an Excel-based tool was developed to combine data retrieved from various sources and identify, based on defined rules, the suppliers whose YEL insurance validity needs to be checked.

The process ensures that the city’s statutory obligations are met without unnecessary delays in invoice payments. The Excel-based tool automatically identifies suppliers requiring verification, allowing the review to be carried out as part of Financial Services’ daily tasks. Invoice handlers receive centralized guidance at an early stage, which speeds up processing and reduces errors.

The process is part of Financial Services’ daily work, and the Excel tool is continuously developed to meet identified needs. Active communication also aims to remind staff that the validity of YEL insurance should be checked already at the procurement stage, so it can be determined right away whether the purchased service should be handled as a purchase invoice or an assignment agreement.

Developers

Laura Haavisto, Controller, Financial Services
Tarja Heikkilä, Accounting Secretary, Financial Services