As the Procurement Act 2023 goes live, one of the less widely understood but operationally critical changes for local authorities relates to supplier identification. Even for below-threshold contracts, authorities must now ensure that awarded suppliers are properly registered and identifiable through the central digital platform linked to Find a Tender.

This is a significant shift. Below-threshold procurement has historically involved lighter-touch processes, but the new regime introduces stronger expectations around transparency, data consistency and supplier traceability.

For councils, this is not just a technical requirement. It directly affects how awards are made, recorded and published.

What is changing in practice

Under the new procurement regime, suppliers engaging in public contracts are expected to be registered on the central digital platform. This enables them to hold a unique identifier that can be used across procurements.

This requirement now extends into below-threshold activity where contract award information is being published or recorded.

In simple terms, this means:

- suppliers must be identifiable through the central system - authorities must ensure the correct supplier entity is selected or verified - award data must align with the supplier’s registered identity

This creates a consistent data structure across public procurement and supports greater transparency across the market.

Why this matters for below-threshold procurement

Below-threshold procurement has traditionally been more flexible, often managed within service areas with limited system integration. That model now creates risk.

If a supplier is not properly registered or cannot be matched to a unique identifier, councils may face:

- delays in publishing award information - inconsistencies in procurement records - difficulties meeting transparency obligations - increased audit scrutiny

There is also a wider strategic implication. The move towards a single supplier identity supports national data visibility on who is winning public contracts. Poor data quality at local authority level will undermine this and could attract attention from regulators or central government.

The operational impact on councils

For procurement teams and contract managers, this change introduces new checks into the award process.

Authorities should not assume that a supplier used previously is already compliant. Even long-standing suppliers may not yet be fully registered or may have multiple entities recorded inconsistently.

This is particularly relevant for:

- SMEs and local suppliers who may be less familiar with central systems - one-off or short-term below-threshold contracts - service-led procurements where procurement teams have limited involvement

Councils will need to ensure that supplier onboarding processes now include verification against the central platform.

Common risks already emerging

Early implementation is highlighting a number of practical issues.

One common challenge is late discovery. Authorities proceed through selection and evaluation, only to find at award stage that the supplier cannot be matched to a valid identifier.

Another issue is inconsistent naming. Suppliers may be registered under a legal entity name that differs from the trading name used locally, creating confusion during award entry.

There is also a capability gap in some service areas. Officers running below-threshold procurements may not yet be aware of the requirement, leading to non-compliant awards.

What councils should do now

Local authorities should act quickly to embed this requirement into their processes.

First, update your internal guidance for below-threshold procurement. Make it clear that supplier verification is now a required step before award.

Second, introduce a simple checkpoint in the process. Before confirming award, officers should verify that the supplier is registered and that the correct entity has been identified.

Third, support your local supplier base. Many SMEs will not yet be familiar with the requirement. Providing early guidance or signposting can prevent delays later in the process.

Fourth, ensure procurement teams are visible in below-threshold activity. Even a light-touch review or advisory role can help avoid compliance issues.

Finally, review your systems and templates. Ensure that contract award documentation captures the correct supplier identifier where required.

If your authority wants to sense-check its current approach or needs practical support embedding these changes, you can get in touch via the Prestige Commercial Consulting contact page.

The wider transparency agenda

This requirement is part of a broader shift towards a fully transparent procurement system under the Procurement Act 2023.

The government’s direction of travel is clear. Procurement data will be more accessible, more consistent and more scrutinised.

Supplier identification is a foundational part of that. Without consistent identifiers, it is not possible to track supplier performance, analyse spend or identify market patterns.

For local authorities, getting this right at below-threshold level is just as important as for larger procurements.

Building confidence across your organisation

As with many elements of the new regime, the challenge is not just compliance but consistency.

Everyone involved in procurement activity needs to understand that these requirements now apply, even where processes feel informal or low value.

If you are seeing gaps in awareness or consistency across teams, it may be worth reviewing how this is being communicated and embedded across your organisation. For more tailored advice or support, you can contact us directly via the Prestige Commercial Consulting contact page, or explore structured training options through the Prestige Commercial Consulting Learning Portal.

Final takeaway

The requirement for suppliers to be registered and identifiable through the central platform is now part of everyday procurement practice, including below-threshold awards.

Councils that treat this as a core step in the award process will avoid delays, reduce compliance risk and align with the wider transparency expectations of the Procurement Act 2023.

Those that do not risk finding that even low-value procurements create disproportionate governance and audit challenges.