Guidance

Current Crown Commercial Service suppliers: what you need to know

Guide for suppliers on a Crown Commercial Service (CCS) commercial agreement, who supply common goods and services to the public sector.

Submitting monthly management information

CCS Management Information (MI) submissions are a record of business contracted to/or invoiced by suppliers on CCS commercial agreements.

All CCS suppliers need to complete MI submissions on a monthly basis for any agreements they are listed on as a supplier. Submissions are made using an online web portal.

Report management information to CCS

Guides for the process:

If you need help submitting your Management Information, email report-mi@crowncommercial.gov.uk

Customer Unique Reference Number (URN) list

When completing an MI submission, you need to include the unique reference number (URN) for your public sector customer.

You can download the latest Customer URN list

If you’re doing business with a customer who is not on the URN list, you can submit a request to CCS to have them added. Please complete the add organisation request form (MS Excel Spreadsheet, 40KB) form and email to supplier@crowncommercial.gov.uk

Suppliers and customers must both check that the customer can use the agreement they have selected to buy products and/or services from. Only the customers listed in the customer list for an agreement are eligible to use it. Eligible customers are listed in the contract notice for the agreement.

We won’t check that a customer is eligible to use our agreements when we add them to the customer URN list. The URN list is not a list of customers who are approved to use CCS agreements.

Audit and assurance

An annual supplier audit programme is carried out to provide assurance to the CCS board and the National Audit Office (NAO). The strategy is agreed in conjunction with the NAO and a risk based methodology is applied to identify suppliers to include in the annual audit plan.

This programme reviews:

  • the accuracy, appropriateness and completeness of management information returns made in relation to framework business
  • the timely and accurate payment of any CCS invoices
  • that financial reporting framework terms and conditions are met
  • the appropriate and accurate charging of customers making purchases under framework agreements

As a CCS supplier, your organisation is also required to provide an annual self-audit certificate confirming that you have robust systems in place to identify, record and report accurate and complete Management Information.

Promoting your place on a CCS agreement

Suppliers are encouraged to promote the fact that their goods and services are available through a CCS agreement to prospective public sector customers. To request a copy of the supplier marketing toolkit which includes logos and guidance please contact your CCS agreement manager or email supplier@crowncommercial.gov.uk

Supplier management

CCS manages suppliers on framework agreements.

There is a Commercial Agreement Manager (CAM) for each agreement who can help you with any questions you have. Email info@crowncommercial.gov.uk if you are unsure who your CAM is.

A network of Crown Representatives also helps ensure the government is getting the best value for taxpayers from its contracts with strategically important suppliers.

Expiring agreements

When an agreement expires, buyers can no longer buy your products and/or services on that agreement. If you have an existing contract with a buyer that goes beyond the agreement expiry date you can still fulfil that contract, and you need to continue to submit MI while applicable.

When the CCS agreement you are on is expiring or being replaced you will need to retender for a place on the new agreement. Contracts are not renewed automatically.

You can see tender opportunities for upcoming deals on the CCS procurement pipeline

Improving public procurement practice

CCS operates a Public Procurement Review Service scheme providing a direct route for suppliers to raise concerns about poor public procurement practice.

Bribery Act 2010

CCS expects its suppliers to put appropriate controls and procedures in place to ensure compliance with the Bribery Act 2010

Government Security Classifications Scheme

A new Government Security Classifications scheme was introduced in April 2014 making it simpler to classify government documents.

If you have any general enquiries please contact the Cabinet Office policy team at classifications@cabinet-office.x.gsi.gov.uk

Published 8 December 2014
Last updated 29 April 2021 + show all updates
  1. Updated customer URN list

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  10. Updated guidance and documents, specifically about how to report Management Information (MI)

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  58. New 'add organisation' form added. The form has been simplified with fewer fields and the addition of drop down options for 3 fields: country, sector and organisation type. This will make it easier to complete with less margin for error, saving suppliers time.

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  94. URN list updated 12/1/2015

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