nswh supplier portal - multi load invoice · web viewnswh multi-invoice load on-boarding guide....

NSW Health Multi-Invoice Load

On-Boarding Guide

NSWH Multi-Invoice Load On-Boarding Guide

Table of ContentsIntroduction..........................................................................................................................................2

Terms Used in On-Boarding Guide.........................................................................................................2

Requirements & Software Recommendations.......................................................................................2

Process Overview..................................................................................................................................3

Requirements from the Supplier and NSWH.............................................................................................3

Process Timeline.......................................................................................................................................3

Process Workflow.....................................................................................................................................4

Engagement..........................................................................................................................................4

Confirmation.........................................................................................................................................4

CSV File Build........................................................................................................................................4

File Specifications.....................................................................................................................................4

Example of Populated CSV File.................................................................................................................6

Bill-To Health Agency – Accepted Values.................................................................................................6

Failed File Upload.....................................................................................................................................7

Testing..................................................................................................................................................8

Implementation....................................................................................................................................9

One Method of Invoice Submission..........................................................................................................9

NSWH Supplier Portal Access Registration Form......................................................................................9

File Submission.........................................................................................................................................9

Outcome of File Submission...................................................................................................................10

Search Multi-Invoice Files.......................................................................................................................10

Monitoring..........................................................................................................................................11

Further Support..................................................................................................................................11

HealthShare NSW – Page 1


IntroductionThis guide will assist suppliers to on-board to the Multi-Invoice Load eInvoicing channel with NSW Health. This involves a supplier uploading invoice(s) in a data format via the NSWH Supplier Portal. Representatives from HealthShare NSW will work with each supplier during this process.

Questions, feedback, or suggestions on this document, can be sent to: [email protected]

Terms Used in On-Boarding GuideTerm DescriptionNSWH New South Wales Health.

HSNSW HealthShare NSW is a statewide organisation established to provide high-quality shared services to support the delivery of patient care within the NSW Health system.

CSV File Microsoft Excel Comma Separated Values File is a simple file format used to import and export from programs that store data in table structured format, such as Microsoft Excel.

eInvoicingElectronic invoicing (also called eInvoicing) is a form of electronic billing. eInvoicing methods are used by trading partners, such as customers and their suppliers, to present and monitor transactional documents between one another and ensure the terms of their trading agreements are being met.

FMISA Financial Management Information System is the software that an organisation uses to oversee and govern its income, expenses, and assets. NSWH uses Oracle Financials R12, with the key functions of processing transactions such as purchases, payments, billing, receipts, reports and journals.

PO Purchase Order number.

Requirements & Software RecommendationsRequirements: Recommendations

Internet connection Microsoft Office Excel

Software: Browser:

Microsoft Windows V7, V8.1 or V10

Internet Explorer V11 (Recommended) Google Chrome Firefox


mailto:[email protected]


Process OverviewTo ensure that a successful outcome is achieved at the end of this process, both the supplier and NSWH must complete the tasks assigned to them. Commitment and communication is vital from both parties.

Requirements from the Supplier and NSWHTable 1 outlines the requirements of supplier and NSW Health throughout this process.

Table 1Stage Supplier HealthShare NSW

1. Engagement

Gain a full understanding of the Multi-Invoice Load

Confirm suitability for Multi-Invoice Load Provide Multi-Invoice Load On-Boarding Guide Provide information and support Start Readiness Checklist

2. Confirmation Confirm that the transition to the Multi-Invoice

Load channel has now started Record the start of the transition to Multi-

Invoice Load as the one submission method to NSWH

3. CSV File Build Build CSV file as per design specifications

provided by NSWH in this guide Support supplier with any technical questions

4. Testing Provide test files for NSWH to test on your

behalf Test files once received from supplier Provide results and feedback

5. Implementation

Agree on a start date Complete the online registration form as:

“NSWH Supplier Portal Invoice File Submittal” During registration, read and agree to the

Terms and Conditions and NSW Health Business Ethics Policy

Disable all unnecessary methods of invoice submission as required by NSWH

Agree on a start date Provide access as per registration form Confirm the Terms and Conditions and NSW

Health Business Ethics Policy are agreed to Advise supplier of other unnecessary

submission methods to be disabled Record the full transition to Multi-Invoice Load

as the one submission method to NSWH

6. Monitoring

Provide a copy of each file loaded for a period of two (2) weeks

Review feedback on the data, and where possible make the recommended changes

Monitor the NSWH Supplier Portal for invoice and account updates

Review and sign off on Readiness Checklist

Monitor files for the first two (2) weeks, reviewing data for improvement opportunities and provide feedback when needed

Monitor the account to ensure that no other channel of submission is utilised

Finish and sign Readiness Checklist Provide Readiness Checklist for review

Process TimelineThe estimated timeframe to on-board to this channel is <8 weeks including a monitoring period after implementation. This is outlined in Table 2.

Table 2Week

Stage 1 2 3 4 5 6 7 81. Engagement2. Confirmation3. Access4. CSV File Build 5. Testing6. Implementation7. Monitoring



Process WorkflowThe below highlights the ordered steps in the process of on-boarding to the Multi-Invoice Load.

Engagement During this time a two way conversation is encouraged to ensure that this eInvoicing channel is achievable and is the most suitable for the supplier. The end to end process and the on-boarding guide will be explained to the supplier so that they have all the required information to make a decision on the eInvoicing channel.

ConfirmationThe supplier must confirm their commitment to transition to the Multi-Invoice Load in an email containing;

A timeframe to build the report/file: used to discuss the process timeline Key contact names and details: used to complete the Readiness Checklist (Appendix 1)

Once received, the above confirmation and details will be recorded by NSWH.

CSV File BuildThe supplier must be able to meet the file and field requirements outlined in this guide.

Validation occurs on all fields in the file uploaded. The following rules apply to all mandatory fields;

Accept file with valid mandatory values Reject file with missing or invalid mandatory rules

These rules may cause a file upload to fail. Failed files, along with rejection reasons will be provided to the user in the same internet window after pressing the Submit button.

File Specifications There are sixteen (16) fields that need to be populated in the CSV file. Table 3 outlines the conditions set for each field.

Note: - Commas cannot be used in any field due to the CSV file format.- All fields must be in the ‘General’ format.- If the validation rules and requirements are not met, the file will fail upload and will require correction before re-submittal for processing- The Data Record field in Table 3 indicates whether a field is a part of the Invoice Header or Invoice Line. The fields of the Invoice Header must be repeated for all invoice lines for the same invoice in the file.



Table 3

Col

umn

Field Name Data Type(Character Limit) Description and Validation Rules

Data Record

Mandatory Field?

(by Line Type)

Invo

ice

Hea

der

or L

ine

(H /

L)

Item

Frei

gh t

A Invoice Type Alphanumeric (25) - One (1) accepted value; “Tax Invoice” H ✔ ✔

B Supplier ABN Alphanumeric (11)

- Supplier’s registered ABN- Value must be valid and exist in the NSWH records- Value must match that of the user logged into the

NSWH Supplier Portal- Format: “XX XXX XXX XXX” or “XXXXXXXXXXX”

(e.g. “12 345 678 910” or “12345678910”)

H ✔ ✔

C Invoice Date Date- Date of issue for the invoice- Format: “YYYYMMDD”

H ✔ ✔

D Invoice Number Alphanumeric (50)

- Unique invoice number- Value must not exist in the NSWH records or the

invoice will be considered as a duplicate- Accepted values: A-Z 0-9 \ / . - _

(Note: the <SPACE> character is not accepted)

H ✔ ✔

E Supplier Pay Site Alphanumeric (15)

- Supplier ‘Pay Site’ as per NSWH records(To be provided by NSWH)

- Value must be valid and exist in the NSWH recordsH ✔ ✔

F Bill-To Health Agency Alphanumeric (240)

- NSWH entity (name) being charged- Accepted values listed in Table 4 below

H ✔ ✔

G Total Invoice Amount Number

- Total invoice amount (includes Freight and Tax)- Maximum of two (2) decimal points- The sum of all lines (ITEM and FREIGHT) for this

invoice must equal this value

H ✔ ✔

H Line Type Alphanumeric (10)- Type of charge- Two (2) accepted values; “Item” or “Freight”- Invoices must have at least one (1) Item line

L ✔ ✔

I PO Number Alphanumeric (20)

- NSWH PO number for the invoice line- PO is for the same Bill-To Health Agency as that of the

invoice- Format “########” – eight (8) numbers only- Line Type of Freight: can be <BLANK>

L ✔ 🗶

J Line Description Alphanumeric (240) - Description of invoice line L ✔ 🗶

K UOM Alphanumeric (25)- Unit of Measure for the invoiced item- Line Type of Freight: can be <BLANK>

L ✔ 🗶L Supplier Item Alphanumeric (100)

- Supplier product code for the invoiced item- Line Type of Freight: can be <BLANK>

L ✔ 🗶

M Qty Invoiced Number- Quantity of the item being invoiced- Line Type of Freight: must be <BLANK>- Line Type of Item: must be greater than zero

L ✔ 🗶

N Unit Price Number- Unit price for the invoiced item exclusive of tax- Maximum of two (2) decimal points - Line Type of Freight: must be <BLANK>

L ✔ 🗶

O Line Amount Number

- Invoice line amount exclusive of tax- Maximum of two (2) decimal points- Line Type of Item: must equal Qty Invoiced * Unit Price- Line Type of Freight: must be the freight cost/amount

and be greater than zero

L ✔ ✔

P Tax Amount Number- Tax amount for the invoice line- Maximum of two (2) decimal points

L ✔ ✔



Example of Populated CSV File

Invoice Type Supplier ABN Invoice Number Supplier Pay Site Bill-To Health Agency PO Number Line Description UOM

Tax Invoice 12 345 678 910 20180216 EXAMPLE1 EINV ACC REC HealthShare NSW OU 270.00 Item 12345678 Example Line 1 EA C111 2 100.00 200.00 20.00

Tax Invoice 12 345 678 910 20180216 EXAMPLE1 EINV ACC REC HealthShare NSW OU 270.00 Item 12345678 Example Line 2 EA C222 1 50.00 50.00 0.00

Tax Invoice 12 345 678 910 20180216 EXAMPLE2 EINV ACC REC eHealth NSW OU 1001.00 Item 87654321 Example Line 1 BOX C0 3 300.00 900.00 90.00

Tax Invoice 12 345 678 910 20180216 EXAMPLE2 EINV ACC REC eHealth NSW OU 1001.00 Freight 10.00 1.00

Invoice Date (YYYYMMDD)

Total Invoice Amount

Line Type

Supplier Item

Qty Invoiced

Unit Price

Line Amount

Tax Amount

Bill-To Health Agency – Accepted ValuesColumn F (Bill-To-Health Agency) has a limited database of accepted values which are the valid bill-to names for each NSWH entity. These are outlined in Table 4. A supplier’s account set up should reflect this listing to allow a more efficient processing and payment timeline.

Table 4Bill-To Health Agency ABNAgency for Clinical Innovation OU 89 809 648 636Ambulance Service of NSW OU 69 291 930 156Bureau of Health Information OU 36 675 085 258Cancer Institute NSW OU 48 538 442 594Central Coast Local Health District OU 88 523 389 096Clinical Excellence Commission OU 79 172 068 820eHealth NSW OU 90 365 793 470Far West Local Health District OU 71 030 541 064Health Education and Training Institute OU 82 914 196 002Health Infrastructure OU 89 600 399 397Health Professional Councils Authority OU 33 007 792 411Health System Support Group OU 95 885 087 830HealthShare NSW OU 65 697 563 521Hunter New England Local Health District OU 63 598 010 203Illawarra Shoalhaven Local Health District OU 13 567 011 035Justice Health and Forensic Mental Health Network OU 70 194 595 506Mid North Coast Local Health District OU 57 946 356 658Ministry of Health OU 92 697 899 630Murrumbidgee Local Health District OU 71 172 428 618Nepean Blue Mountains Local Health District OU 31 910 677 424Northern NSW Local Health District OU 67 284 856 520Northern Sydney Local Health District OU 63 834 171 987NSW Health Pathology OU 49 382 586 535South Eastern Sydney Local Health District OU 70 442 041 439South Western Sydney Local Health District OU 46 738 965 845Southern NSW Local Health District OU 94 495 894 851St Vincent's Curran Foundation OU 94 674 597 413St Vincent's Hospital Sydney OU 77 054 038 872Sydney Local Health District OU 17 520 269 052The Sydney Children's Hospitals Network OU 53 188 579 090Trustees of St Vincent's Hospital OU 69 902 290 801Western NSW Local Health District OU 50 629 556 404Western Sydney Local Health District OU 48 702 394 764



Failed File UploadThe file will fail the upload when the validation rules for a field are not met. Table 5 outlines explains each of the rejection messages that could be displayed.

Table 5Message Comment Recommended Action

Missing - <fieldname> This field is mandatory and does contain a value.

Amend accordingly and resubmit the file for processing via the Multi-Invoice Load.

Invoice Type must say Tax Invoice

The Invoice Type on this invoice does not contain the one (1) accepted value; “Tax Invoice”.


ABN differs from NSWH supplier record

The Supplier ABN on this invoice contains a value which does not exist or is not valid in the NSWH records.


Invoice date must be in format YYYYMMDD

The Invoice Date for this invoice is not in the correct format of “YYYYMMDD”.


Invoice Number should not contain special character <character>

The Invoice Number on this invoice contains an invalid value.


Invoice Number must not contain spaces

The Invoice Number on this invoice contains a space.


Invoice already received by NSW Health

This invoice number already exists in the NSWH records.

Login to the NSWH Supplier Portal and check your account for a status update on this invoice.

Ensure that no alternate method invoice submittal is being utilised outside of Direct Interface.

Pay Site is not validThe Pay Site on this invoice contains a value which does not exist or is not valid in the NSWH records.

Contact Vendor Maintenance by email [email protected] to clarify valid Pay Site name.

You don’t have sufficient privileges to submit invoice files via the portal. Please contact NSW Health Support Team.

This NSWH supplier account is not currently active.

Contact Vendor Maintenance by email [email protected] to clarify valid Pay Site name.

Health Agency is not validThe Health Agency on this invoice contains a value which does not exist or is not valid in the NSWH records.


Invoice Amount must be greater than zero and must equal line + tax amounts

The sum of the Line Amount(s) and Tax Amount(s) on this invoice does not equal the Invoice Amount, or the Invoice Amount is less than zero.


Invoice must have at least one Item line This invoice does not have a Line Type of Item.

Amend accordingly and resubmit the file for processing via the Multi-Invoice Load, or, if the invoice is for freight only, submit via email to HSNSW Accounts Payable.



Message Comment Recommended Action

Valid Line Types are Item and Freight only

The Line Type on this invoice does not contain a value equal one of the two (2) accepted values; “Item” or “Freight”.


PO Number is not valid for billing

The PO Number on this invoice does not exist or is not valid in the NSWH records; or the Bill-To Health Agency for the PO does not match that of the invoice.

Review PO document received from NSWH, amend accordingly and resubmit the file for processing via the Multi-Invoice Load.

If the PO document matches the invoice raised, but there is still an error, contact [email protected]

Quantity Invoiced must not be less than zero for items

The Qty Invoiced on this invoice on a Line Type of Item contains a value less than zero.


Quantity Invoiced must be blank for freight lines

The Qty Invoiced on this invoice on a Line Type of Freight contains a value.


Unit Price must be greater than zero for items

The Unit Price on this invoice on a Line Type of Item contains a value less than zero.


Unit Price must be blank for freight lines

The Unit Price on this invoice on a Line Type of Freight contains a value.


Line Amount must equal Quantity Invoiced * Unit Price

The Line Amount on this invoice on a Line Type of Item does not equal the Qty Invoiced * Unit Price.


Freight must not be less than zero

The Unit Price on this invoice on a Line Type of Freight contains a value less than zero.


Tax amount must not be negative and the tax amount must be zero when the line amount is zero

The Tax Amount on this invoice contains a value less than zero, or the Tax Amount contains a value that is not zero when the Line Amount is zero


File format is invalid The file format does not meet the required specifications.

Amend accordingly and resubmit the file for processing via the Multi-Invoice Load

TestingNSWH have a test environment where a file can be tested on behalf of the supplier. This testing will ensure that all file and operational needs have been met and that the file(s) are successfully upload.

When available, the supplier must provide file(s) directly to NSWH for testing.

NSWH will provide feedback on the tests. This must occur prior to the supplier uploading a file into the NSWH Supplier Portal.




ImplementationOne Method of Invoice SubmissionNSWH require suppliers to move to one submission channel. This will help reduce duplicate invoices which impacts re-work and invoices payments. To do this, the supplier must:

have an agreed start day to submit via the Multi-Invoice Load channel fulfil the actions indication in Table 6.

Table 6Review and implement; Exceptions;

A Delivery/Service Docket is to be provided with the goods and services. The words Invoice and Tax Invoice need to be removed from this docket.

Deactivate all emails to NSWH containing invoices. This includes follow up or account inquiry emails. Your health facility contact can view your invoice electronically though the NSWH system.

Check the status of outstanding invoices via the NSWH Supplier Portal prior to contacting the Accounts Payable department or re-submitting a copy for processing.

Non-purchase order related invoices are to be submitted to the Accounts Payable department or health facility as per previous process.

Invoices for Pharmacies require a hardcopy to be delivered with the goods and services to the health facility.

Invoices for Food Services require a hardcopy to be delivered with the goods and services to the health facility. These invoices can be identified by the ordering number which contains at least three alpha characters at the start (e.g. CAM13758).

NSWH Supplier Portal Access Registration FormSubmit File is accessible in the NSWH Supplier Portal. This is where a user can upload a CSV file containing invoice(s) for processing to NSWH. If the appropriate people within the supplier’s organisation do not have this, complete these steps:

1. Click the following link to the HealthShare NSW Accounts Payable internet page: http://www.healthshare.nsw.gov.au/services/accounts-payable/portal-register

2. Complete the online form and select Responsibility: “NSWH Supplier Portal Invoice File Submittal”.- If you already have NSWH Supplier Portal access select “Pre-existing account check” = “Yes”

3. Your registration details will be reviewed and processed within 5 business days.

File SubmissionFollow the below steps to submit a CSV file via the NSWH Supplier Portal:

1. Once logged into the NSWH Supplier Portal, click the Submit File button on the homepage. 2. Click the Browse button and select the file.3. Click Submit.


http://www.healthshare.nsw.gov.au/services/accounts-payable/portal-register%20


Outcome of File Submission There are three (3) different outcomes after selecting the Submit button, these are outlined in Table 7.

Table 7Item Definition / Action Required / Example Outcome

1

Definition: The file submission was successfulAction Required: N/A

Example: PASS

2

Definition: The data in the file did not meet the validation Action Required: Enter valid data in all fields and

Example:

FAIL

3

Definition: The file uploaded is not in a valid file typeRequired Action: Resubmit with a valid file type (CSV)

Example: FAIL

Search Multi-Invoice FilesThe Multi-Invoice Submission page also allows a user to view the invoices submitted via the NSWH Supplier Portal. The “Message” column provides details of the outcome of each submission.

To search through the submitted files/invoices, follow the below steps.

1. Click Search Submitted Invoice Files2. Enter data in the Submitted File Name, Submitted Date, and/or Invoice Number fields3. Click Search



MonitoringThe supplier invoice transactions will be monitored by NSWH for a minimum of two (2) weeks, after which it will transition to the standard process within Accounts Payable. For this initial monitoring to occur, the supplier must send a copy of each file submitted to [email protected] .

It is recommended that the supplier also has checks in place internally to ensure that all appropriate data and invoices are being submitted to NSWH in the CSV files.

The accuracy of the data submitted will be assessed. Improvement opportunities for data alignment identified will result in:

NSWH system configuration or employee education, or an escalation to the supplier to update accounts or reconfigure data.

The benefit of this data alignment will assist in creating a more efficient processing and payment timeline.

Once a supplier is submitting via the Multi-Invoice Load channel, invoices received through different channels will be identified, and where appropriate, escalated to the supplier. Education may be provided within NSWH or to the supplier to assist in achieving a reduction in duplicate invoices being sent to NSWH for processing.

Further SupportFor support on the Multi-Invoice Load channel or the NSWH Supplier Portal, see contact details in Table 8.

Table 8Support Type Contact Details

General Support NSWH Supplier Portal Functionality

HealthShare NSW Accounts Payable Internet Page

Link: NSWH Supplier Portal Quick Reference Guide

Navigational Support Invoice File Submission Assistance

HealthShare NSW eInvoicing Project Team

Email: [email protected]

Technical Support Password Reset

HealthShare NSW State Wide Service Desk

Phone: 1300 28 55 33 (Option 2, Option 2)

End of On-Boarding Guide



http://www.healthshare.nsw.gov.au/__data/assets/pdf_file/0014/324500/NSWH-Supplier-Portal-Quick-Reference-Guide.pdf


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