ACT Government is implementing a program to transform the way we pay invoices. The Accounts Payable Invoice Automation Solution (APIAS) project, is a Whole of ACT Government initiative aimed to improve the current Accounts Payable process by implementing a digital system, replacing the current paper based method and transforming the way invoices are processed across Government.
APIAS will deliver a number of benefits including minimising duplication, increased invoice cycle transparency, strengthen controls and improving the timeliness of payments to suppliers.
This site is intended as an information resource for suppliers who are submitting invoices to ACT Government Directorates and Agencies for payment. APIAS will support most ACT Government Directorates, a full list of supported and outside scope Directorates/Agencies has been provided in the Frequently Asked Questions section below.
APIAS will replace the current paper based method of Accounts Payable processing by utilising optical character recognition (OCR) technology and electronic workflows. The solution is capable of receiving and processing both electronic and hard copy paper invoices, however the preferred method of receipt will be electronic, via email.
Upon receipt, the solution will automatically extract relevant data from the invoice and automatically route the invoice image and data to the appropriate ACT Government employee for confirmation of goods receipt and/or coding for payment.
Invoice automation will provide a number of key benefits to our suppliers:
- Efficient distribution of invoices
- Reduced reliance on traditional mail networks and associated expenses
- More timely payment lifecycle
- Ability for Shared Services to provide constant, real-time visibility and tracking of your invoice payment progress
- Significant reduction in errors
How our suppliers can support the change.
The implementation of APIAS is expected to significantly reduce the payment lifecycle, creating marked efficiencies for suppliers. One of its primary features is the ability to automatically assign invoices received to an identified contact officer. To enable this to occur we will require tax invoices to be correctly rendered in accordance with A New Tax System (Goods and Services Tax) 1999.
To assist with the transition to APIAS we recommend all suppliers include the following information on their tax invoices:
- Your invoice number; and
- Description and value of goods/services.
- An ACT Government contact officer name (First and Last Name); or
- ACT Government Purchase Order Number.
When will APIAS be implemented?
We are pleased to announce that a revised implementation period is now scheduled for August/September 2017. Definitive dates for implementation will be advised closer to the time.
What ACT Government Directorates are currently supported by APIAS?
- ACT Electoral Commission
- ACT Executive
- Canberra Institute of Technology (CIT)
- Chief Minister, Treasury and Economic Development Directorate (CMTEDD)
- Community Services Directorate (CSD)
- Education Directorate (EDU)
- Environment, Planning and Sustainable Development Directorate (EPSDD)
- Health Directorate
- Housing ACT (HACT)
- Justice and Community Safety Directorate (JCSD)
- Land Development Agency (LDA)
- Shared Services
- Transport Canberra and City Services Directorate (TCCS)
What ACT Government Agencies/Directorates are currently not supported by APIAS ?
The following agencies/units will not be supported by APIAS in the initial phase:
- ACT Government Schools
- ACT Government Solicitor
- ACT Health Pharmaceuticals
- ACT Insurance Authority
- ACT Property Group
- ACT Public Cemeteries Authority
- Capital Linen Service
- CIT Solutions Pty Ltd
- Cultural Facilities Corporation
- Icon Water Limited
- Independent Competition and Regulatory Commission
- Legal Aim Commission (ACT)
- Office of the Legislative Assembly
- Public Trustee and Guardian
- Roads ACT
- Superannuation Provision Account
- Yarralumla Nursey
What information do I need to ensure my invoice is correctly rendered?
To ensure that your company continues to get paid on time and bears a minimum impact from the change, ACT Government requires tax invoices to be correctly rendered in accordance with A New Tax System (Goods and Services Tax) 1999 and include the following ACT Government specific requirements with immediate effect:
- Your invoice number, and
- Description and value of goods/services.
- An ACT Government contact name (First and Last Name), OR
- ACT Government Purchase Order Number
What will happen if I do not provide a correctly rendered invoice?
Shared Services may return invoices to suppliers that are NOT correctly rendered or do not comply with the ACT Government specific requirements as listed above.
Where do I send my invoices?
ACT Government will establish one centralised email address and one centralised GPO box for receipt of all Directorate invoices. This information will be updated closer to implementation.
The APIAS project team is fully committed to making this transition as seamless as possible for our suppliers and we thank you in advance for your support.
For further information or if you have questions/feedback regarding APIAS and how it will affect the way you do business with the ACT Government, please contact: APIASProject@act.gov.au