FAQs - Invoice Payments | Shared Services SA

Introduction

Use this page to view information related to invoice processing and payments

Getting started

Hints and tips for efficient payment of invoices

How to

Invoice in dispute with supplier - will LPI be apply?

The invoice was received over 30 business days ago but has been in dispute with the supplier. Will late payment interest be applied to this payment?

If the delay in processing payment is a result of the invoice being disputed, no late payment interest will be calculated.

A vendor is associated with a charity. Are they entitled to LPI?

If the invoice is compliant and relates to the supply of goods and/or services, then yes, the vendor is entitled to LPI (with consideration to all other legislative inclusions and exclusions).

How do I know if my Invoice has been received?

Send your invoices to the appropriate Shared Services SA address: Refer Submit invoice for payment

You can track the progress of your payment using the MyInvoice application. MyInvoice search functionality will return all invoices in progress and any invoice paid within the last 90 days.

What invoice statuses can be viewed on MyInvoice?

View the list of SA Government agencies to determine which Agencies' invoice status can be viewed using MyInvoice.

There are certain invoices shown as ‘Status Available on MyInvoice' which cannot be viewed via MyInvoice.

For example:

Building maintenance and facilities management invoices for the Department for Planning, Transport and Infrastructure
Property maintenance, council and water rates invoices for the South Australian Housing Trust
Workcover and workers compensation invoices for all Government Agencies.
The status of Credit Notes cannot be viewed via MyInvoice.

If you require further assistance related to the status of your invoice, use the 'Get in touch' section below for contact details

Why can't I see my invoice(s) in the search results?

Reasons the status of your invoice cannot be viewed on the MyInvoice search function include:

You may have sent the invoice to a Government Agency directly in the first instance and Shared Services SA has not received the invoice for processing
Not all Government Agencies utilise the same e-procurement system. Check with the SA Government Agency you provided goods and services or refer to this prepared list of SA Government agencies .
If you query has not been satisfactorily answered, contact our Accounts Payable - Vendor Maintenance team
Your invoice may not have been scanned into the electronic procurement system - allow 5 business days for your invoice to be scanned

Who do I contact if the status of my invoice is not available via this website?

SA Government agencies, contact Shared Services SA or contact the Government Agency you supplied goods and services (sa.gov.au)

What if my invoice is older than 90 days?

MyInvoice search functionality will return all invoices in progress and any invoice paid within the last 90 days. For further details on invoices paid more the 90 days ago please contact Accounts Payable.

Where can I find more information about the end to end process for invoice payment?

What if I don't have an ABN?

To view the status of your invoice via the MyInvoice search function you need to have an ABN. If you don't have an ABN, you can make an invoice enquiry directly with Shared Services SA for Government Agencies shown as ‘Invoice Enquiries to Shared Services SA' on the list of SA Government agencies via phone or email. Please contact Accounts Payable.

Have you received my invoice?

To confirm if Shared Services SA has received your invoice for payment, you can view the status of your invoice via the MyInvoice search function.

Alternatively, you can make an invoice enquiry directly with Shared Services SA via phone or email. Please contact Accounts Payable.

When will my invoice be paid?

The SA Government aims to pay all invoices within 30 calendar days of the date the invoice is received.

To obtain an estimate of the business days until payment, please refer to the MyInvoice search function.

Alternatively, you can make an invoice enquiry directly with Shared Services SA via phone or email. Please contact Accounts Payable.

Where do I send my invoice for payment?

Please refer to Submit invoice for payment.

Can I fax my invoices to Shared Services SA for payment?

Email is the preferred method of receiving invoices for payment. Businesses, suppliers and vendors are encouraged to use this channel. Please refer to Invoice Format Guidelines for additional information.

If it is not possible to email your invoices, businesses, suppliers and vendors invoicing *SA government agencies are requested to:

check all invoices meet the standard requirements and the address format is valid
Fax invoices for payment directly to Shared Services SA using the contact details below

Send invoices for payment - SA Health agencies - Vendors invoicing SA Health agencies - Fax: (08) 8124 9874

Send invoices for payment - SA Government (non Health) agencies - Vendors invoicing SA Government agencies - Fax: (08) 8124 9894

Note: Shared Services SA does not provide accounts payable services to all SA Government Agencies - refer to SA Government Agencies

Will my invoice payments be reportable to the ATO?

From 1 July 2017, government entities are required to report on total payments made wholly or partly to businesses for providing services and total grants paid to people or organisations that have an ABN. The payment of this invoice may be reportable as part of Taxable Payments Annual Report, as per legislative requirement of ATO.

What is the definition of a correctly rendered invoice?

An invoice needs to be correctly rendered to ensure that it can be processed in a timely manner by the applicable public authority.

An invoice will be considered to correctly rendered if:

It is GST compliant; and
The invoice reflects the correct price for the goods / services delivered; and
The invoice reflects the correct quantity of the goods / services delivered; and
The invoice contains the relevant Purchase Order or Contract Reference number (if applicable); and
The invoice is correctly addressed.

A public authority may dispute an invoice if it not correctly rendered. In such cases, the business would not be entitled to late payment interest if the associated invoice is paid late.

What is the right address format for invoices?

Invoices should quote (as part of the "bill to" address block) the public authority name (mandatory), the actual division/business unit in the public authority the supply relates to and the name of the contact person at the public authority.

Format

Trading Entity

Site Name and Business Unit

GPO Box 11027

Adelaide SA 5001

Purchase Order Number/Contract

Reference

Example

Northern Adelaide Local Health Network

Modbury Hospital - Radiology

Attention: Bill Smith

GPO Box 11027

Adelaide SA 5001

PO #658934

How will a business know if penalty interest has been paid?

The Remittance Advice will show the interest paid as a separate line item (in most cases).

What is the Agency Received Date?

The Agency Received Date is the date the invoice was physically received by the applicable public authority or Shared Services SA, this date and not the Invoice Date will be used to calculate any late payment interest entitlement.

What is the Payment Date?

The payment date is:

For an EFT, the date that the public authority sends the payment file to the bank

How is late payment interest calculated?

The late payment interest amount must be calculated with the following formula: I = ND x (IA x PIR) / 365
Where:

I is the interest payable to the business
ND is equal to the number of days that the invoice is paid late (i.e. interest starts to apply from the 31st day after the Agency Invoice Received Date)
IA is the value of the invoice (GST exclusive)
PIR is the prescribed interest rate applying on the first day of the month in which the default period ends. The prescribed interest rate is the Reserve Bank Cash Rate for the applicable month plus 5%.

How can I check a late payment interest amount?

Businesses can calculate the late payment interest they may be entitled to, using the Late payment calculator.

How can I dispute the payment of an invoice or penalty interest paid?

View Disputing an invoice payment and late payment of invoices

What happens if an invoice is not correctly rendered (e.g. incorrectly addressed, missing a Purchase Order number, etc.)?

Businesses are required to correctly render invoices for payment. See answer to: (What is the definition of a correctly rendered invoice?) for further details.

If the invoice is not rendered correctly then it can be considered to be in dispute.
Whilst the invoice is in dispute, payment cannot be made.
No late payment liability will be incurred during the time an invoice is in dispute (providing the reason for the dispute is consistent with the requirements of the Act and/or Treasurer's Instruction 11.)

Will my invoice payment be reportable to the ATO at the end of financial year?

For more information about your obligations, please contact your agency and/or refer to information on the ATO website.

FAQs - Invoice Payments