Compulsory e-invoicing in the public sector
As of 1 April 2019, all purchases in the public sector are required by law to be invoiced electronically. This requirement is part of efforts to make public administration more efficient throughout the EU.
In Lupin (Proceedo) you will process purchasing and supplier invoices. All invoices are processed electronically. During a transition period, there will be two versions of Lupin for some users. Read more about it in the documents under News below. User guides for the different versions are available below:
Java Client (old interface):
- Lupin – login with your Lucat ID and password
- Pocket facts - Orders and invoice management (PDF 122 kB, new window)
- User guide - Reviewing invoices (PDF 140 kB, new window)
- User guide - Approving an invoice, in Swedish (PDF 61 kB, new window)
- User guide - Delegating authorisation (PDF 57 kB, new window)
- User guide - Delivery confirmation (PDF 106 kB, new window)
- User guide - Placing orders (PDF 265 kB, new window)
Web Client (new interface as of 2018):
- Login and homepage (PDF 346 kB)
- Placing orders (PDF 1 MB)
- Approving orders (PDF 237 kB)
- Confirming delivery (PDF 219 kB)
- Reviewing invoices (PDF 533 kB)
- Approving invoices (PDF 361 kB)
For business travel you need to supplement the invoice with the purpose/objective of the trip. The date of the assignment/trip shall be stated in all business travel and programme attachments.
Name of the department/division
221 00 Lund
Reference: First name and surname(s), for example “Greta Garbo”.
If you receive invoices directly to the department you should send these to be scanned. Use the University’s billing address (see above). Then, contact the supplier and change the address to the University billing address with the addition of the name of the department.
If several invoices are sent in the same envelope and one/some invoices consist of several pages – keep any multi-page invoice together using paper clips (do not staple).
Made out to Lund University
Invoices must always be made out to Lund University. If you receive an invoice that is not made out to Lund University, but that is to be paid by the University, you must ask the supplier to send you a new invoice with the correct name.
Corporate identification number
Lund University’s corporate identification number is 202100-3211.
Lund University’s VAT number is SE202100321101.
Our VAT number shall be used when ordering goods and services from other EU countries.
The first name and surname of the person who placed the order shall be included as reference on the invoice, for example, “Lars Larsson”. If an order number (LU followed by 8 digits) or a subscription number was issued at the time of ordering, this shall also be stated on the first page of the invoice.
Supported currencies for payments
The currencies that may be used for payments are: AUD, CAD, CHF, DKK, EUR, GBP, JPY, NOK, SEK and USD.
In case of error
When invoices have errors or if you need to make a complaint about something, you should contact the supplier and request a credit note. Wait to process the invoice until the credit note has been sent to Lupin. Then, process both invoices simultaneously.
Instruction videos for Lupin are currently being revised and will be published when completed.
Training will be available in English when needed.
General assistance, orders and invoices:
LDC Service desk
+46 46 222 90 00
Telephone hours: Monday–Friday 8:00–17:00
ServiceDesk [at] lu [dot] se
Invoice Management and Payments Office
+46 46 222 46 00
Telephone hours: Monday–Friday 10:00–12:00, 13:00–15:00 (press 1, then 1)
lev [at] eken [dot] lu [dot] se
Procurement and general feedback regarding purchasing