eInvoicing

eInvoicing - NSW Health Electronic Trading Policy

We welcome you to join us in an innovative path towards electronic business.

Electronic invoicing will enable NSW Health and our suppliers to conduct business in a more efficient and cost-effective manner to our mutual benefit.

There are four different channels available to the suppliers of NSW Health.

This table describes the four different channels available to suppliers of NSW Health
Submission Channel Single Invoice Submission Multi-Invoice Load Direct Interface Data Exchange (Hub) Provider
Method NSW Health Supplier Portal NSW Health Supplier Portal File transfer from supplier system to NSW Health system Data Exchange (Hub) Provider
Description Single invoice image uploaded via Portal File load via Portal (csv file format) Direct Interface with HealthShare NSW using Secure File Transfer Protocol (SFTP) and a pipe delimiter text file Interface through third party exchange
Recommended for Small Business
1-300 invoices per year
Small - Medium Business
300 - 1,000 invoices per year
Medium - Large Business
Over 1,000 invoices per year
Medium - Large Business
Over 1,000 invoices per year

* NSW Health recommends using Pacific Commerce as the Data Exchange (Hub) Provider.

Single Invoice Submission – via NSW Health Supplier Portal

The Single Invoice Submission is available for users of the NSW Health Supplier Portal. Users are able to manually upload an invoice images, one at a time, to the Accounts Payable department for processing.

For more information on the Single Invoice Submission channel, please review the NSWH Single Invoice Submission On-Boarding Guide (MS Word).

Multi-Invoice Load – via NSW Health Supplier Portal

The Multi-Invoice Load is also available for users of the NSW Health Supplier Portal, allowing the transfer of invoice information directly into the NSW Health accounting system via a CSV file upload. The CSV template has a predetermined format and particular mandatory and conditional rules requiring compliance to enable a successful upload.

The diagram below details the flow of data for the Multi-Invoice Load channel.

Multi-load submission - upload CSV file to NSWH Supplier Portal

For more information on the Multi-Invoice Load channel, please review the NSWH Multi-Invoice Load On-Boarding Guide (MS Word).

Direct Interface

The Direct Interface channel is a direct connection with NSW Health, utilising a Secure File Transfer Protocol (SFTP) to automate the data transfer. The system validates the data integrity to ensure the information provided is correct and triggers an automatic notification to the supplier if validation is unsuccessful. This allows the supplier to rectify data errors and resubmit in a new interface file.

The diagram below details the flow of data for the Direct Interface channel.

Direct Interface diagram

For more information on the Direct Interface channel, please review the NSWH Direct Interface On-Boarding Guide (PDF).

Data Exchange (Hub) Provider

A Data Exchange (Hub) Provider, such as Pacific Commerce, acts as an intermediary between the supplier and buyer to provide an efficient electronic exchange of data, including Purchase Orders and Invoices with associated messaging. A Data Exchange (Hub) Provider is also able to accommodate diverse file formats, incorporating a variety of messaging standards to ensure that invoice information is exchanged between supplier and buyer securely, quickly and efficiently.

The Data Exchange (Hub) Provider allows full automation of the Supply Chain process, from purchase order transmission to invoice payment.

The diagram below details the flow of data for the Data Exchange (Hub) Provider channel.

Data Exhange (Hub) Provider diagram

For more information on the Data Exchange (Hub) Provider channel, please review the NSWH Exchange Hub Provider On-Boarding Guide (MS Word).

For more information on eInvoicing and the invoice submission channels, please contact the HealthShare NSW eInvoicing Project Team at HSNSW-eInvoicing@health.nsw.gov.au.

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