Accounts

Accounts Payable (we pay you)

Phone: 03 9637 9434

Fax: 03 9637 8500

Post: PO Box 500, East Melbourne, VIC 8002

Email (enquiries): Accounts.Payable@dse.vic.gov.au

Email (invoices): AP.Invoices@dse.vic.gov.au

DEPI has a Centralised Invoice Management System - CIMS

The 2 key rules for suppliers that make the system work:

Always send invoices directly to Accounts Payable in Melbourne - invoices can only be entered into the system in Melbourne so don't rely on a third person to deliver your invoice.
Always quote a reference on the invoice so Accounts Payable can send it through the system for approval. No invoice can be paid unless it is approved and AP needs to know who can approve it.

Send Invoices directly to Accounts Payable:

need only one billing address in your debtors ledger for sending invoices;
all invoices will be scanned into the system within 48 hours of them being received by Accounts Payable;
invoices are not lost or forgotten when staff are on sick or annual leave;
Invoices are actively tracked by the AP Team to ensure a timely payment.
Invoices may be sent by:
- PDF attached to an email to AP.Invoices@dse.vic.gov.au
  csv file attached to an email to AP.Invoices@dse.vic.gov.au - contact accounts payable for more information on this option
- Fax - to 03 9637 8500 or
- Mail - addressed to DEPI Accounts Payable, PO Box 500, East Melbourne, VIC 8002

All invoices must carry a reference so the invoice can be approved

so the invoice can be approved for payment the the DEPI staff member who purchased the goods or services must provide you with a reference and that reference must be quoted on the invoice.
The reference may be one of the following:
- A purchase order number - 6 x numerics, e.g. 445123
- A DEPI personal reference - the email address of the purchaser. This will be in the pattern as follows: firstname.secondname@dse.vic.gov.au
- A hub reference beginning with 3 alphas, e.g. FINHUB. In this case all FIN (Finance) related invoices will go to a central processing unit for that business area. After the 6 alphas there may be any number of other reference details, e.g. FINHUB-234567-sandra

General Accounts Payable information

Standard payment terms for the Victorian Government are 30 days from receipt of a correctly rendered invoice (Invoice as defined by the Australian Tax Office, correctly reflecting a genuine purchase and having a valid DEPI reference). If the invoice is invalid, or if the name and ABN of the trading entity do not match the listing in the Australian Business Register, payment may be delayed and we may be required to forward 46.5% withholding tax to the Australian Tax Office.
Please forward all monthly statements to Accounts Payable, PO Box 500, East Melbourne 8002.
To receive safer and cheaper payments by EFT please complete the form below and fax to 03 9637 8500. Remittances for payments by EFT will be forwarded by fax or email at the time of payment.
DEPI EFT Account Details .
To update your details in our system please complete the following form:
Update Supplier Details .

DEPI Accounts Payable is now able to process invoices that arrive in a csv or other spreadsheet type format. If any supplier would prefer sending their invoices in this way please contact the team.
Letter for Suppliers outlining the process