Speed up payment of invoices

It is important that invoices are correctly addressed and sent directly to Shared Services SA for prompt payment

Getting started

It is important that invoices are correctly addressed and set directly to Shared Services SA for prompt payment:

  1. Before submitting an invoice for payment - check if the SA Government Agency you supply goods and services are supported by Shared Services SA

  2. Email is the most efficient and preferred method of sending invoices to Shared Services SA 

  3. Refer to the specifics on "what to include on your invoice"

How to

Shared Services SA has an automated invoice capture system, saving time and reducing manual intervention.  Invoices that arrive on paper and through emails are scanned using Optical Character Recognition (OCR) technology to record a payment request in our system. To take advantage of the invoice capture system - refer to the following standards:

Back to top

Invoice Format Guidelines

To minimise issues and delays in the invoice scanning and automated data capture process the following invoice format guidelines should be considered:

Provide a tax compliant invoice which is addressed correctly.  Refer to the specifics on What to include on your invoice:

  • No bar codes should be present or at a minimum not be located near any of the text on the invoice

  • Submit the invoice as a black/white copy.  If this is not possible minimise the use of coloured, text and background colours and dark shading; and

  • Invoices should be type set (not hand-written)

  • All text should be displayed horizontally

  • Remove content from invoice not directly required to facilitate payment (e.g. terms and conditions)

Back to top

Address formats - Agency contact details

It pays to have the correct format on your invoice for contacting a government department/division/business unit/name of contact person - follow this format

Invoices should quote (as part of the "bill to" address block) the following mandatory details:

Format

Example

Trading Entity
Site Name and Business Unit
Attention: Contact Name
GPO Box 11027
Adelaide SA 5001
Purchase Order Number/Contract
Reference

Northern Adelaide Local Health Network
Modbury Hospital - Radiology
Attention: Bill Smith
GPO Box 11027
Adelaide SA 5001
PO #658934
 

Back to top

Email attachment conventions - attaching an invoice

When attaching an invoice to an email, the following conventions are to be applied:

  • Invoices are sent as attachments (electronic links to access invoices are not accepted)

  • Send separate emails for each government agency

The invoice image file format must be* PDF, TIF or TIFF only
  • Scanner default setting to at least 300 DPI and monochrome (black & white)

    image 3

  • Invoice to be attached to email - with supporting documents included in same PDF

  • Up to five invoices in one email (as separate attachments) is acceptable

  • The combined image file size per email should not exceed 1Mb

  • The invoice file name should be the invoice number 

Back to top

Covering Email Layout

Our automated system caters for the scanning and processing of invoices - email signatures, pictures and logos should be removed as they will cause an email to reject

When preparing an email to accompany the invoice image, the following instructions should be applied:

  • No written text required in any email to support the lodgement of invoices

  • Duplicate invoices disrupt automated processing - send a single invoice only to Shared Services SA or directly to the Agency (Submit invoice(s) for payment)

  • In the email subject line, prefix the subject with the acronym of the Government Agency the invoice relates to e.g. “DTF - Invoice 1234”, "DPC - Invoice 5678" or "SA Health - Invoice 9753

  • Avoid the use of of coloured logos, pictures and/or background wallpapers to maximise the quality of the scanned image

Back to top

Additional Points

  • If you are unable to meet the requirements specified above, use the 'Get in touch' drop down, select your agency to view contact details   

Do not email 'zero balance invoices' to Shared Services SA.  Zero balance invoices are likely to be purchases made by credit card, forward these invoice 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

If you are uncertain about any of the details above - use the 'Get in touch' drop down, to make a general enquiry to Accounts Payable

Back to top

Get in touch