Contact Accounts

• DSE pays you (Accounts Payable)
• You pay DSE (Accounts Receivable)

Accounts Payable (we pay you)

This letter - Notification to Suppliers [PDF File - 53.1 KB] - was sent in August 2010 to all DSE's suppliers active since 30 June 2009 and this letter - Letter to Suppliers 2 [MS Word Document - 151.5 KB] - was sent in May 2011 as a reminder to all suppliers active since May 2010.

• All invoices are sent directly to DSE Accounts Payable (AP) in Melbourne
  • Invoices will be scanned within 48 hours and the data entered into the DSE accounting system
  • Data will be passed through a data validation process to enable the AP Team to manage:
    • Valid invoices according to the ATO legislation
    • GST issues including mixed supply and suppliers not registered for GST
    • Correct identification of the supplier to be paid, ususally based on the ABN
      
    • Correct amount to be paid
• Once validated the invoice will be forwarded to the Purchaser to confirm:
  • The supply details on the invoice are correct:
    • Goods kept or returned or
    • Service satisfactorily delivered
  • The charges on the invoice are acceptable:
    • Price is acceptable as agreed
    • Freight charges are in order
• When all has been validated, including all purchase authorisations, the invoice is forwarded for payment and queued until the due date.

• All invoices must be sent to DSE Accounts Payable in order to be processed - DSE staff will no longer have the ability to process invoices outside this new system. By sending all invoices directly to DSE Accounts Payable it means you
  • need only one billing address in your debtors ledger for sending invoices;
  • all invoices will be scanned into the system within 48 hous of them being received by AP;
  • 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:
  • Email - as attached PDF files to ap.invoices@dse.vic.gov.au
  • Fax - to 03 9637 8500 or
  • Mail - addressed to DSE Accounts Payable, PO Box 500, East Melbourne, VIC 8002
• All invoices must carry a DSE reference - in order that the DSE staff member who purchased the goods or services can confirm receipt, it is critical we know who that person is. DSE has set up internal processes to manage this and suppliers will need to record the exact reference the staff member quotes. If the purchaser cannot be identified the invoice will be referred back to the supplier for more information.
• The reference may be one of the following:
  • A purchase order number - 6 x numerics, e.g. 445123
  • A DSE 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 DSE 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.
  DSE EFT Account Details.
  
  
• To update your details in our system please complete the following form:
  Update Supplier Details.