Information for External Domestic Suppliers
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**Please do not use these instructions for an overseas supplier**
The University of South Australia (UniSA) is implementing a significant process change to streamline the receipt and payment of all invoices.
UniSA now requests the following changes to the way that suppliers submit invoices for payment:
1. Please email each invoice or credit adjustment as an individual attachment to the following centralised email address: email@example.com
2. The following key information must be included on the first page of the invoice or credit:
- ATTENTION TO: followed by either a contact name of
university staff member OR
School, Unit or area that the goods or services were provided to;
- Your ABN (no smaller than 10 font size);
- Unique invoice number;
- Purchase order number (if provided); and
- Invoice Total, GST and Inclusive Amount.
3. Invoices and credits are to be in electronic format and should be system generated rather than scans of hard copies. Accepted electronic formats are PDF or TIF.
4. There is no need to send a hard copy of the invoice/credit via mail once it has been sent electronically.
It is essential that invoices meet all the criteria above to facilitate prompt payment. If the central Accounts Payable area is unable to determine the area within UniSA responsible for payment, invoices will be returned to suppliers requesting further information, which will delay the payment process.
If you do not have the ability to send system generated invoices, please see the Frequently Asked Questions section on the following page for alternative methods.
If you have any questions in relation to these changes, please contact Jossalyn Murphy in Accounts Payable on phone: (08) 8302 1381 or via email: firstname.lastname@example.org
Thank you for your continued business and we look forward to working with you in the future.
The information below may assist in answering questions you may have in relation to the changes explained above.
- Why is the University of South Australia requesting these changes?
- How do I follow up outstanding invoices?
- What is the best way to send my invoice to ensure payment is not delayed?
- Why has my Invoice been returned to me?
The University of South Australia (UniSA) is implementing a centralised invoice processing system which will electronically workflow your invoices and credits through to the relevant area for approval. This will streamline the process and reduce the time between the invoices being received and then approved for payment.
How do I follow up outstanding invoices?
In the first instance, please contact the staff member or the area who requested the goods or service. Please do not resend your invoice, as this may result in your payment being delayed while problems associated with duplicate invoices are being resolved.
- Please send your domestic invoice/credit in electronic format to: email@example.com
- Please ensure that the electronic Tax Invoice is very clear as we use Optical Character Recognition (OCR) to automatically extract information from your invoice. It is important that invoices and credits are system generated, rather than scans of hard copies.
- It is important that there is only one invoice/credit in electronic format per attachment but the email can have multiple attachments.
- Accepted Electronic formats include: PDF or TIF
If emailing your invoice/credit is not possible, you may post them to:
University of South Australia
Finance Unit (101-06)
GPO Box 2471
Adelaide SA 5001
Your payment may be delayed. Please see question 4.
You will receive an acknowledgement email from us.
No. This will result in your payment being delayed while problems associated with duplicate invoices are being resolved. Although we would prefer emailed invoices, if you continue to send an invoice with the goods, you do not need to send an invoice by email or surface mail.
Your invoice may be returned to you for one of the following reasons:
- Failure to quote a valid Purchase Order number or the contact name of the university staff member or the area who requested the goods or services;
- Quoting an incorrect contact name or area;
- Failure to quote a unique invoice number; or
- The invoice is of poor quality and is unreadable by our scanner. It may have been manually scanned before being emailed to us.