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Mater moves to new ERP for finance, procurement and supply

Mater has moved to a new enterprise resource platform for finance, procurement and supply management.

The transition to the new solution is part of Mater’s continued commitment to transform our business processes and improve the experience for our customers, partners and people.  The completed transition may take up to 12 months to finalise.

Suppliers and Contractors can click through to a quick reference guide outlining the new PO and invoice processing changes here.   

Changes for suppliers and contractors

Mater values our supplier and contractor relationships and appreciates your ongoing support.

With the move to the new system, Mater has adopted some changes to our purchase order and invoicing processes.  
To support these changes and help ensure the efficient payment of invoices, Mater asks all suppliers and contractors to note and action the following requirements.  Please note, invoicing processes may vary based on the supply for specific purposes, or to different Mater entities, as outlined below. 

Quick links: Information for the supply of or invoicing to:

Please see Frequently Asked Questions (FAQs) for more information. 

Please view Mater Purchasing of Goods and Services Conditions or Supplier Code of Conduct for more information on Mater's purchasing policies.

 

Mater Entities#

PO and invoice process changes
#Applies only to suppliers and contractors for:

  • Mater Misericordiae Ltd
  • Mater Research Ltd
  • Mater Education Ltd
  • Mater Foundation Ltd 

Mater will introduce Optical Character Recognition (OCR) technology for automated invoice processing.  This automated process aims to support efficiencies on the quality and responsiveness of processing vendor invoices.

This change will require suppliers and contractors to follow the below processes. These include:

  • Submit all invoices to the centralised inbox invoices@mater.org.au
  • Email all invoices in pdf format 
  • Include the correct legal entity name and ABN of the Mater entity requesting the goods or services on all invoices. A list of legal entity names and ABN can be found here. 
  • Do not enter two business names on invoices. For example: invoices to Mater hospitals should be addressed to Mater Misericordiae Ltd not Mater Private Hospital. The name of the hospital can be entered into the delivery details. 
  • Include the correct purchase order (PO) number relating to the order. Please note: POs generated through the new system will have a new format and numbers will be prefixed by legal entity code. An example of new PO format can be found here.
  • Include your organisation’s bank account details. This will ensure faster payment of invoices.
  • Mater Purchase Conditions for Goods and Services can be found here.
  • Download Supplier and Contractor Update for easy understanding of the PO and invoice process changes
  • Email enquiries to accountspayable_enquiries@mater.org.au

#Please note that exceptions include invoices sent to Mater Pharmacy, Body Corporate Companies and for Public Billing for Neurology, Springfield and Surgery Connect as well as Nursing Agency, where existing invoicing processes will not change and will continue to apply. See relevant information below. 

 

Body Corporate Companies and Mater Pharmacy

The following processes apply to all Mater Body Corporate Companies and Pharmacy suppliers and contractors.

  • Email all invoices and enquiries to accountspayable@mater.org.au
  • Include the correct legal entity name and ABN of the Mater entity requesting the goods or services on all invoices. A list of legal entity names and ABN can be found here.
  • Do not enter two business names on invoices. For example: invoices to Mater hospitals should be addressed to Mater Misericordiae Ltd not Mater Private Hospital. The name of the hospital can be entered into the delivery details. 
  • Include the correct purchase order (PO) number relating to the order. Please note: POs generated through the new system will have a new format and numbers will be prefixed by legal entity code. An example of new PO format can be found here.
  • Include your organisation’s bank account details. This will ensure faster payment of invoices.
  • Mater Purchase Conditions for Goods and Services can be found here.

 

Public Billing 

The following processes apply to Neuro, Springfield and Surgery Connect Public Billing suppliers and contractors

Neuro
(Neurology)		 Email invoices and enquiries to mffs-invoice@mater.org.au
Springfield Email invoices and enquiries to mphs-inv@mater.org.au
Surgery Connect Email invoices and enquiries to surgeryconnect-inv@mater.org.au
  • Include the correct legal entity name and ABN of the Mater entity requesting the goods or services on all invoices. A list of legal entity names and ABN can be found here.
  • Do not enter two business names on invoices. For example: invoices to Mater hospitals should be addressed to Mater Misericordiae Ltd not Mater Private Hospital. The name of the hospital can be entered into the delivery details. 
  • Include the correct purchase order (PO) number relating to the order. Please note: POs generated through the new system will have a new format and numbers will be prefixed by legal entity code. An example of new PO format can be found here.
  • Include your organisation’s bank account details. This will ensure faster payment of invoices.
  • Mater Purchase Conditions for Goods and Services can be found here

 

Nursing Agency

The following processes apply to all nursing agency suppliers and contractors.

  • Email all invoices for nursing agency supply to accountspayable@mater.org.au
  • Include the correct legal entity name and ABN of the Mater entity requesting the goods or services on all invoices. A list of legal entity names and ABN can be found here.
  • Do not enter two business names on invoices. For example: invoices to Mater hospitals should be addressed to Mater Misericordiae Ltd not Mater Private Hospital. The name of the hospital can be entered into the delivery details. 
  • Mater Purchase Conditions for Goods and Services can be found here.