HealthShare NSW Accounts Payable
Accounts Payable Services
HealthShare NSW Accounts Payable processes invoices on behalf of Health Entities and pay them via EFT through the NSW Health StaffLink (Oracle) Financials system.
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 entities in NSW and makes them available for payment in the NSW Health Financial Management Information System (Oracle).
Health entities 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 manage the transfer of data via electronic interfaces including VMoney (payment processing for Visiting Medical Officers) and CBORD (food procurement), as well as provide health entities with daily confirmation of the invoices paid by the NSWHealh Creditor's bank account.
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 entity) and address for the health entity 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 entity.
What role does the health entity play?
Health entities and their employees have the following responsibility to ensure invoices can be processed for payment:
- Health entity 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.
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 time frame is five business days from the time we receive a valid invoice to the time it is visible to the health entities.
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:
- Via phone on 1300 883 965 option 1 Monday to Friday 7.00am - 4.30pm or by email on Hsnswfirstname.lastname@example.org for all customers except those actioned by Westmead
- Via phone on 1300 477 679 option 4, then option 1 Monday to Friday 8.00am - 4.30pm or by email on Hsnswemail@example.com (for all customers actioned by Westmead)
If you are unsure of who to contact or send your invoices to, please see the full list of health entities and the relevant contact details following: