Have I Been Paid

  • 1. Select department
  • 2. Input order number
  • 3. Click search
  • 4. Select invoice


Order No Supplier Name CSD Supplier No. Invoice No Goods Receipt Date Invoice Date Actual Invoice Received Date Invoice Create Date Invoice Age BAS Payment Action Date

Don’t have a valid order number?

Not satisfied with the response from the application? Or not finding any information about your invoice?

Please email your company name, the department name, the invoice number, invoice amount, the date you submitted the invoice and the person or place you submitted it to.

Disclaimer Process flow FAQ's

Disclaimer

The information contained in the Have I Been Paid, Eastern Cape (HIBPEC) is only limited to those Eastern Cape departments that are making use of the LOGIS System. It should be further noted that the information contained in the HIBPEC System is intended only for the specific supplier that is querying the status of their invoice.

Therefore, any user conducting a search on this system does so as a supplier or a duly authorised representative of the relevant supplier. By selecting the “I Agree” button below, you are attesting to the fact that you are a supplier or you are duly authorised by the supplier to query the payment status of their invoices on this system in line with the Protection of Personal Information Act, Act 4 of 2013.

Any use of the system by non-authorised individuals is prohibited and any breach that is discovered will be reported to the relevant authorities. Although effort has been made to ensure that, the information contained in the HIBPEC is complete and accurate (in line with Section 16 of the Protection of Personal Information Act, Act 4 of 2013) the Provincial Treasury makes no guarantee as to the validity of the information contained in this system.

This data may therefore not be used in any form, litigation, or decision-making and should only be used as a basis for querying the status of your invoice with the relevant department, the only formal source of information regarding the status an invoice. You may only continue to use this system if you agree to abide with the above terms and conditions and to accept these limitations.

Payment Process flow

1. Payments Section receives invoices from the supplier and matches it together with the order from Procurement Section.
These are then recorded in the Invoice Register in order to acknowledge receipt and to keep a record of invoices received.

2. The Capturer would then compile the payment using the payment advice form after he/she has verified all the supporting documentation as attached. Then it is ready for capturing.

3. The payment would then be forwarded to the supervisor for ‘checking’ who must also verify whether the invoice has a ‘Vat Registration No’ if the supplier has charged Vat. In cases where the supplier is not registered for ‘Vat’ with SARS, then he cannot charge ‘Vat’.

4. The payment batch is then forwarded to the delegated official to authorize expenditure as per approved delegations. The batches are then listed on the data advice form and forwarded to pre-audit.

5. The capturer then request a report called ‘register of payments’ which will reflect all payments captured by him/her during that period, and submit together with the batches from Pre-Audit to the authorizer.

6. The authorizer would then authorize on the system and after that also request a report called a ‘register of payments’.

7. The authorizer should also check disbursement no’s of every payment on BAS to ensure that all suppliers will receive their monies.

8. The authorizer would then after each payment run, forward batches for filling using a register of payments report.

  • Start

    1. Invoice is recieved and recorded

    2. Compile Creditor Payment Advice, section certify invoice

    3. Invoice is checked for validity

    Suplier Name, Invoice Number, Order Number and Amount

    Invoice Suffices/Complete

    At this point the Suplier will be notified to rectify if the information if it is incorrect

  • 4. Capture payment on LOGIS ONLINE OR BAS SCOA

    INVOICE ENQUIRY SYSTEM STARTS SHOWING INVOICE DETAILS

    5. Payment taken to Pre-Audit

  • 6. Invoice fowarded for Authorization of payment (BAS SCOA)

    7. Invoice is paid

    8. Payed invoices sent for filling unsing rgister of payments

  • END
    :-)

Frequently asked questions

Is the order number the only search criteria that I can use to search for my invoices?

Yes, you can only search by using a valid order number. This is a LOGIS system generated number and is therefore not subject to human error and the enquiry is based on LOGIS information. You must select the department that issued you the order number and then type in the order number in the following format: AA-123456 (two alpha characters followed by a dash (-) followed by 6 numbers) Then Click Search

Why can I not search by invoice number?

Invoice numbers are manually captured into the LOGIS system and are therefore prone to human error. Multiple invoices are often grouped and given a unique invoice number. Invoices could still exists without proper government processes being followed, yet an order number confirms approval for services by department

Why can’t I find my exact invoice number when I search by order number?

Invoice numbers are manually captured into the LOGIS system and are therefore prone to human error. They may therefore be slightly different to the actual invoice number submitted. Multiple invoices are often grouped and given a unique invoice number. You may need to review the dates of the submitted invoices and reconcile those to the “Invoice Receipt Date” on the system.

Where does the data come from that is on the system?

The data on the system comes from the LOGIS system from each of the government departments. Treasury does not have access to amend or manipulate the data in in any way, the information merely reflects what has been captured by the officials from the respective departments.

Can I search for invoices that relate to business done with government for which no LOGIS order number was issued?

The Have I Been Paid System only caters for invoices that are linked to a valid government order which was generated on the LOGIS system. Suppliers must refrain from doing business with a government department without a valid, LOGIS system generated order. Please raise this matter with the head office contact for the relevant department displayed on the Have I Been Paid System. Please escalate this matter to Provincial Treasury contact details on the Have I Been Paid System if the relevant department does not respond satisfactorily to your query.

What do the various fields in the Have I Been Paid System mean ?

How long should I wait before searching for my order on the Have I Been Paid System?

There are certain internal processes that must be followed on receipt of goods and services and their corresponding invoices before the GRV and invoices are captured on the LOGIS system. Therefore, do not expect to see your invoice reflecting immediately on submission to the department. You are welcome to look at the Have I Been Paid System at any time but we humbly request that you only escalate your concern to the relevant departmental contact details reflected on the system once the “Invoice Age” reaches 15 days.

When do I escalate my concern to Provincial Treasury

Please continue to engage with the relevant department until the “Invoice Age” reaches 30 days. If no payment has been received by this time then please escalate this matter to the Provincial Treasury contact details listed on the Have I Been Paid System. Provincial Treasury will take formal action to discover why the invoice has not been paid and will provide feedback to you in line with our published service standards. Provincial Treasury will redirect your query to the relevant department if you escalate the matter to our team before the 30 day period has lapsed. This is in order to ensure that the correct processes are followed.

What will the system show if there is more than one invoice submitted against a particular Order Number

The Have I Been Paid System will show a separate row for all invoices that are on LOGIS which are linked to the queried Order Number. The payment response will reflect the status of the particular invoice chosen from those listed in the search result.

What if the details reflecting on the system do not match the information that I have

This could arise as a result of error on the part of the department in manually capturing your invoice. Please escalate your concern to the relevant department contact details provided on the Have I Been Paid System Please do escalate this matter to the Provincial Treasury Contacts if you are not satisfied with the response received from the relevant department as contractual disputes are dealt with at departmental level.

Why does the system not show the amount that I will be paid

The system does not show the amount for security reasons, as this could place you at risk should a third party stumble on your financial information based on your Order Number

Will my information be secure on the system

The system has built in security to prevent the data being downloaded. The suppliers can only view information on Have I been Paid System The only search criteria available on the system is the LOGIS generated Order Number which is sent to you when government awards you a contract. All government procurement is subject to the Batho Pele Principle of Openness and Transparency and the system has been designed so that, even should someone stumble upon your Order Number, they will only be able find out basic details about your business (Supplier name and Supplier CSD Number) and the dates that the invoice was submitted. The only way for your banking details to be changed is through Central Supplier Database which has built-in user access controls. HIBPEC system will not place your CSD access at risk.