HealthShare NSW Accounts Payable

Accounts Payable Services

HealthShare NSW Accounts Payable processes invoices on behalf of Health Agencies and pays them via EFT through the NSW Health StaffLink (Oracle) Financials system. The payment amount, recipient and when the payment is made are at the discretion of the Health Agency.

eInvoicing

NSW Health is changing the way it receives invoices for payment from suppliers. In accordance with the new policy and in line with the NSW Government Electronic Trading Policy, all invoices will be required to be submitted electronically.

The three available invoice submittal methods are:

  • Via the NSW Health Supplier Portal
    • Single Invoice load
    • CSV multiple invoice load
  • Direct Interface
  • Electronic Data Interchange via available hubs (e.g. Pacific Commerce)

NSW Health Supplier Portal

The NSWH Supplier Portal is a secured and password protected internet-based interface that provides real-time information from the NSW Health Financial Management Information System (FMIS). This solution has the ability to provide access to your company's information, such as invoice status and payment details through the procure-to-pay life cycle.

The Portal also offers two options for electronic invoice submittal, either Single Invoice Load or via a CSV Multi-Invoice Load.

Accounts Payable FAQs

What does HealthShare NSW Accounts Payable do?

Accounts Payable processes invoices on behalf of health agencies in NSW and makes them available for payment in the NSW Health Financial Management Information System (Oracle).

Health agencies work with Accounts Payable by reviewing and authorising payments before they are made. The average volume of invoices received by Accounts Payable for processing is approximately 10,000 invoices per day.

Accounts Payable also reconciles statements from top suppliers (detailing the status of invoices issued to health agencies), manages the transfer of data via electronic interfaces including VMoney (payment processing for Visiting Medical Officers) and CBORD (food procurement), and provides health agencies with regular reporting on their invoices on hold and payment timeframes.

What should I do if I have an invoice to submit for payment?

Invoices should be sent directly to Accounts Payable for processing as per the instructions on the purchase order.

You should check that your invoice contains all the necessary information for it to be processed (see Question below: What information is needed on an invoice in order for it to be processed?).

Always check with Accounts Payable before resubmitting an invoice for payment. Submitting the same invoice multiple times creates confusion and delays processing and payment.

What information is needed on an invoice in order for it to be processed?

For an invoice to be processed in a timely manner – and to avoid any unnecessary holds or delays in payment – it should follow the guidelines for NSW Health supplier invoice checklist:

  • Include an invoice amount (less GST) the same as on the original purchase order
  • Reference the correct purchase order number
  • State that it is a ‘Tax Invoice’
  • Include an ABN (Australian Business Number) for the issuing supplier where appropriate
  • Include the correct name (local health district/health agency) and address for the health agency purchasing the goods or services (invoices addressed to individual hospital departments cannot be paid)
  • Have GST (Goods and Services Tax) correctly applied where appropriate
  • Include a brief description of the goods or services purchased in keeping with what was raised on the purchase order
  • Ideally, clearly state if it has been issued by a registered small business

Do I need to quote a purchase order for all goods and services I provide?

NSW Health staff must comply with the NSW Procurement policy regarding the procurement of goods and services, with the majority of goods and services requiring a purchase order.

Why are invoices placed on hold?

Invoices are placed on hold when they do not quote a valid purchase order number or contain information that is inconsistent with the original purchase order, such as a variance in price or quantity. Invoices will also be placed on hold if the goods or services haven’t been received and acknowledged, or if authorisation for payment has not been received from the relevant health agency.

What role does the health agency play?

Health agencies and their employees have two responsibilities in ensuring invoices can be processed for payment:

  • Health agency employees responsible for raising a requisition or approving an invoice for payment may be required to action system generated email notifications to either receipt goods or release an invoice from its hold so it can be paid.
  • Health agency finance teams must select and authorise an invoice for payment before the payment can be processed on their behalf by Accounts Payable. Each health agency performs one major payment run each week.

How will I know if there is a problem with my invoice and it cannot be processed?

If an invoice you have submitted cannot be processed you will receive an email notification advising you of the steps required to ensure the invoice can be processed. Often, all that is required is for you to make slight amendments to the invoice and resubmit to Accounts Payable.

How can I find out the status of an invoice?

Suppliers with access to the NSWH Supplier Portal can find out the status of their invoice by logging into the portal and selecting the ‘Invoice Inquiry’ responsibility, see NSWH Supplier Portal Quick Reference Guide for help.

Alternatively, contact Accounts Payable by email or phone to confirm the status of your invoice (see Question: How do I contact Accounts Payable if I need advice about an outstanding invoice?).

When will my invoice be paid?

The Accounts Payable processing timeframe is five business days from the time we receive a valid invoice to the time it is visible to the health agencies.

The Ministry of Health’s benchmark for the payment of invoices issued by standard suppliers is 45 days from the date listed on the invoice, these terms are also reflected on NSW Health purchase orders.

How do I contact Accounts Payable if I need advice about an outstanding invoice?

Contact Accounts Payable by phone on 1300 883 965 option 1 or by email on:

If you are unsure of which Service Centre to send your invoice to, access the full list of health agencies and their relevant Service Centres from the HealthShare NSW Accounts Payable contact list.

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