NSW Health 
       Multi-Invoice Load 
               On-Boarding Guide
                                        NSWH Multi-Invoice Load On-Boarding Guide
      Table of Contents
       Introduction............................................................................................................................................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 
                                                                       NSWH Multi-Invoice Load On-Boarding Guide
           Introduction
           This 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: HSNSW-eInvoicing@health.nsw.gov.au 
           Terms Used in On-Boarding Guide
           Term       Description
           NSWH       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.
                      Electronic invoicing (also called eInvoicing) is a form of electronic billing. eInvoicing methods are used by 
           eInvoicing 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.
                      A Financial Management Information System is the software that an organisation uses to oversee and 
           FMIS       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 Recommendations
           Requirements:                                 Recommendations
              Internet connection                       Software     Microsoft Windows V7, V8.1 or V10
              Microsoft Office Excel                    :            Internet Explorer V11 (Recommended)
                                                         Browser:     Google Chrome
                                                                      Firefox
                                                 HealthShare NSW – Page 2 
                                                                                          NSWH Multi-Invoice Load On-Boarding Guide
             Process Overview
             To 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 NSWH
             Table 1 outlines the requirements of supplier and NSW Health throughout this process.
             Table 1
             Stage                   Supplier                                                HealthShare NSW
                                         Gain a full understanding of the Multi-Invoice        Confirm suitability for Multi-Invoice Load
                                          Load                                                  Provide Multi-Invoice Load On-Boarding Guide
             1.   Engagement
                                                                                                Provide information and support 
                                                                                                Start Readiness Checklist
                                         Confirm that the transition to the Multi-Invoice      Record the start of the transition to Multi-
             2.   Confirmation            Load channel has now started                           Invoice Load as the one submission method to 
                                                                                                 NSWH
             3.   CSV File Build         Build CSV file as per design specifications           Support supplier with any technical questions
                                          provided by NSWH in this guide
                                         Provide test files for NSWH to test on your           Test files once received from supplier
             4.   Testing                 behalf 
                                                                                                Provide results and feedback
                                         Agree on a start date                                 Agree on a start date
                                         Complete the online registration form as:             Provide access as per registration form
                                          “NSWH Supplier Portal Invoice File Submittal”         Confirm the Terms and Conditions and NSW 
             5.   Implementation         During registration, read and agree to the             Health Business Ethics Policy are agreed to
                                          Terms and Conditions and NSW Health                   Advise supplier of other unnecessary 
                                          Business Ethics Policy                                 submission methods to be disabled
                                         Disable all unnecessary methods of invoice            Record the full transition to Multi-Invoice Load 
                                          submission as required by NSWH                         as the one submission method to NSWH
                                         Provide a copy of each file loaded for a period       Monitor files for the first two (2) weeks, 
                                          of two (2) weeks                                       reviewing data for improvement opportunities 
                                         Review feedback on the data, and where                 and provide feedback when needed 
             6.   Monitoring              possible make the recommended changes                 Monitor the account to ensure that no other 
                                         Monitor the NSWH Supplier Portal for invoice           channel of submission is utilised
                                          and account updates                                   Finish and sign Readiness Checklist
                                         Review and sign off on Readiness Checklist            Provide Readiness Checklist for review 
             Process Timeline
             The estimated timeframe to on-board to this channel is <8 weeks including a monitoring period after implementation. 
             This is outlined in Table 2. 
             Table 2
                                       Week        1            2            3            4            5            6           7            8
             Stage
             1.   Engagement
             2.   Confirmation
             3.   Access
             4.   CSV File Build 
             5.   Testing
             6.   Implementation
             7.   Monitoring
                                                               HealthShare NSW – Page 3