Submitting a Return 

Your return is due by the 15th of the month. If it hasn't been submitted, you'll receive reminder emails on the following dates until it is:

• 1st of the month: your new return is ready to submit

• 16th of the month: your return is overdue (this reminder repeats until the return is submitted)

• 20th of the month: further reminder that action is required

• 25th of the month: urgent action required before your account is escalated

• 28th of the month: your account has been escalated to the Head of Revenue Operations at NHS SBS

If you didn't do any business during the month, you still need to submit a nil return to stop these reminders.

1. From your dashboard, scroll to the Tasks table.

2. Select the Pending tasks tab.

3. Find the relevant framework you are a part of and the relevant month you wish to complete the return against and click Complete Return.

4. In the Add Returns window, select Add returns manually and click Next step.

5. Use the lot navigation on the left to move between framework lots.

6. For each lot, click + New Return and choose the return type:

   • Order Forms/SLA 

   • Monthly Sales Return 

   • Nil Return

7. Complete the required fields for each return.

8. Once all lots are completed, click Next Step to review and submit.

Audit returns are submitted in the same way. See Audit Returns.

You can also select Save as Draft if you would like to return and complete the return later.

Note: If you are unsure of the organisation code for the organisation you made a sale with, refer to our Organisation Codes page for a full list.

If you have no business to report for a framework during that reporting period, you can submit a Nil Return.

1. In the Pending tasks table, find the relevant framework.

2. Click Nil Return in the Actions column.

3. A confirmation window will appear where you can then add an optional comment.

4. Click Confirm to submit the nil return.

Once submitted, a nil return cannot be edited.

If you have a large volume of data, you can upload your returns using an .xlsx template instead of entering them manually. To do so, please follow the steps below: 

1. Download the Template

Order Forms/SLA Template

Use this template to report contracts won through the framework. It captures details such as the organisation name and code, contract title and reference, contract value (excluding VAT), and the contract start and end dates. 

Monthly Sales Return Template

Use this template to report invoices raised under the framework. It captures details such as the organisation name and code, invoice date and number, product or service description, quantity, unit price, invoice amount (excluding VAT), and VAT amount. Once uploaded successfully, the system will calculate the corresponding framework rebate fee. 

You can also download either template directly from the Tasks table by clicking Download template above the table. A window will appear where you can select the template type and download it. The window also includes a SHA-256 hash value you can use to verify the file is intact before making any changes to it (this step is optional).

• Click Download template above the Tasks table, select your template type, and click Download

• Alternatively, select Import from .xlsx when starting the return submission process. The template download link is also available on this page if you haven’t already downloaded it.
  
  

2. Complete the Template
   
   

• Enter your return data into the spreadsheet.

• Make sure all mandatory fields are completed before uploading.

• Reference fields such as Invoice Number, Supplier PO Number, Contract Reference Number and Product Code can contain letters, numbers and symbols such as hyphens or slashes, in any combination.

• If a reference starts with 0, make sure the cell is formatted as Text so the leading zeros are kept.

• Quantity and Unit of Issue can include decimal values.

• If one invoice covers several products or organisations, you can use the same invoice number on more than one line.

Unsure what a field means? See Completing the Return Templates for a full breakdown of every field. Or if you are unsure of any organisation codes, refer to our Organisation Codes page before uploading your file.

3.  Upload the File
   
   

• In the Pending tasks table, click Complete Return.

• Select Import from .xlsx. On the next screen, choose whether you are uploading a Monthly Sales Return or an Order Forms/SLA return. Then drag and drop your completed file into the upload area, or click Choose a file to browse for it. The file must be in .xlsx format and no larger than 5 MB.

Once the system has read the file, a preview of your data will appear at the bottom of the screen. For Monthly Sales Returns, the total number of line items will be shown, along with a table displaying the following information for each entry:

• Return reference ID

• Lot number

• Invoice date

• Invoice number

• Invoice amount (including VAT)

• NCIS fee due

You can search through the preview using the search bar at the bottom of the screen by return reference ID or invoice number. Once you are happy that the information looks correct, click Next Step to review and confirm the return summary before submitting.

Please note: If the file you upload contains errors, the system will display an error message explaining the issue. After correcting the error, please attempt the upload again.