Basware - Automated invoice processing

Basware is a web-based system for managing supplier invoices. It is used at the University for the coding and approval of invoices prior to transfer to Oracle Financials for payment.

How it works

Basware is used to:

  • Import electronic invoices direct from suppliers.
  • Scan paper invoices when they arrive at the University, capturing both an image and the data on the invoice.
  • Workflow the invoice with image for electronic coding, certification and approval.
  • Transfer the invoice to Oracle Financials for payment.

Supplier Invoice Requirements

1. Invoices should be addressed as follows:

Invoices to Western Sydney University

Western Sydney University
Attention: (Name of University department and contact person)
Locked Bag 1797
Penrith, NSW 2751

Invoices to Western Sydney University Enterprises Pty Ltd

Western Sydney University Enterprises Pty Ltd
c/o Western Sydney University Finance Office
Attention: (Name of Western Sydney University Enterprises contact)
Locked Bag 1797
Penrith, NSW 2751


2. All invoices greater than $5000 should have a Purchase Order

3. Invoices are required to be in PDF format

4. Email your invoice as a PDF attachment to invoices@westernsydney.edu.au

5. One copy only please - sending multiple copies slows down our processes

6. There can be multiple invoices attached to one email but each invoice must be in a separate PDF document - i.e. 1 invoice = 1 PDF document

7. Any supporting documentation to your invoice must be included in the same PDF file as the invoice

8. PDF filenames can contain the following characters only: [A-Z] [a-z] [0-9] [ . ] [ _ ]

9. The email content can be left blank as only the PDF attachments will be processed

10. The email size must not exceed 5Mb

11. PDF documents must be UNSECURED - Password protected documents cannot be processed

It is critical to the operation of our system that your invoice displays the full name of the person placing the order and where applicable the University purchase order number. Please pay particular attention to these details. Failure to do so may delay the processing of your invoices and subsequent payment.

Please also note that the University has developed a Statement of Business Ethics (PDF, 192.17 KB) (opens in a new window) to detail how we interact with our suppliers and how we expect them to manage their business relationship with the University.

Invoice Enquiries and Statements

For all invoice enquiries and statements for the University and its controlled entities, please contact the Accounts Payable team via finance@westernsydney.edu.au.