Introduction
Providing accurate, detailed invoices via email, directly to Shared Services SA will speed up your payment.
Features
Optical Character Recognition (OCR) | Automated matching saving time and reducing manual intervention |
Get paid faster by reducing manual processing delays | Track invoices easily using MyInvoice (external site) |
Step 1 - Invoice content
For your invoice to approved for payment the following information must be clearly identified.
| Your attached invoice must clearly show: | Helpful extras: |
|---|---|
Unique invoice number, date Your business name, address, contact *SA Government agency name, business unit/area and contact person Total amount payable/credited and GST Purchase order number (if applicable) Invoices are sent as attachments | Description of goods or services Work period invoice refers to (if relevant) Separate lines for delivery charges (if applicable) Separate entries for GST-exempt and GST-inclusive items |
Step 2 - Agency address format
The correct format on your invoice for contacting a *government department, *business unit/area and *contact person must include the following format as part of the "bill to" address block - refer the following mandatory details.
| *Government Department | Format |
|---|---|
| *Northern Adelaide Local Health Network *Modbury Hospital - Radiology *Attention: Bill Smith GPO Box 11027 Adelaide SA 5001 PO #658934 | Trading Entity Site Name and Business Unit Attention: Contact Name GPO Box 11027 Adelaide SA 5001 Purchase Order Number/Contract Reference |
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Step 3 - Prepare your Invoice
- Always email your invoices for each government agency in separate emails (file size cannot exceed 2mb).
- Email invoices directly to Shared Services SA, Accounts Payable
- SA Health invoices: APHealthinvoices@sharedservices.sa.gov.au
- Other Govt agency invoices: APinvoices@sharedservices.sa.gov.au
| Send a single invoice only to Shared Services SA as duplicate invoices disrupt automated processing Type details on the invoice (rather than hand-write) | Send invoices as attachments (electronic links to access invoices are not accepted), with any supporting documentation in the same file |
| When emailing, send only PDF, TIF or TIFF file formats | Email only the details of purchases (eliminate terms and conditions) |
| Attach one invoice per file, or multiple separate files to a file size thatno larger than 2MB | If you are scanning a printed invoice for emailing, your scanner settings should be a minimum 300 DPI (Dots Per Inch) |
| Reference the invoice number(s) (external site)and the billed Agency in the 'Subject' line when emailing | The invoice file name should be the invoice number |
(externalIfIf you are uncertain about whether to send your invoice to Shared Services SA or the Agency you are dealing with, please refer to our list of SA Government Agencies, (external site) or contact Accounts Payable (external site).
| WARNING: Our automated system caters for the scanning and processing of invoices - email signatures, pictures and logs should be removed as they will cause an email to reject. |
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Step 4 - Tips for invoice layout and format
| Invoices should be type-set rather than handwritten |
No bar codes should be present or at a minimum not to be located near any of the text on the invoice | Remove content from invoice not directly required to facilitate payment (e.g. terms and conditions) |
All text should be displayed horizontally | Do not cover or obscure invoice details with stamps or stickers |
Step 5 - Lodge centrally and electronically
Lodging electronically reduces potential delays in receiving and processing the invoice to payment | Lodge one invoice only - duplicates interrupt processing |
Send your invoice electronically direct to Accounts Payable
- SA Health invoices: APHealthinvoices@sharedservices.sa.gov.au
- Other Govt agency invoices: APinvoices@sharedservices.sa.gov.au
Additional Points
If you are unable to meet the requirements specified above, contact Accounts Payable (external site)
Keep your supplier details up to date (external site)
| Do not mail 'zero balance invoices' to Shared Services SA. Zero balance invoices are likely to be purchases made by credit card Forward these invoices direct to the relevant Government agency - marked attention to the credit card holder | Duplicate invoices can result in payment delays We recommend you do not CC the Government agency |
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