Invoice management

• Has the invoice come from the correct supplier?
• Are you expecting to receive an invoice from the supplier in question, and is there information about what the invoice relates to?
• Is the supplier’s address, VAT number/tax identification number/other registration number included, showing that the supplier is a company?
• Are bank details included on the invoice?

All Swedish suppliers are to send electronic invoices. If your supplier is not able to send electronic invoices, they can register free of charge at Proceedo Supplier Center.

You can refer the supplier to our external website:

In English: lunduniversity.lu.se/supplier

If you occasionally receive an invoice from a foreign supplier, or if your foreign supplier is unable to issue an e-invoice to the University, you can forward the PDF invoice to the Division of Finances at the following email address: levfakt [at] eken [dot] lu [dot] se (levfakt[at]eken[dot]lu[dot]se)

Please note: This email address only accepts email from senders within the organisation (lu.se).

When you receive invoices by post directly to your department, you must notify the supplier of the University's invoicing address and inform them about e-invoicing. The invoice can be sent in an internal envelope (brown envelope) to “Fakturaskanningen Box 188”.

Account (mandatory)

Specify what the purchase is for.

Activity (mandatory)

State your activity, which will bear the cost.

Description

Specify what the purchase is for. The text is included as a verification text in our finance system and helps our finance officers to understand what the purchase is for.

Tips!

You can search for values using both text and figures.

If you have not entered favourites, make sure you do so for accounts and activities. The chosen favourites are shown at the top of the selection list. If you have marked a value as default, this is entered automatically. You can have only one default value, and this is recommended if you always use the same code. However, it is possible to have several favourites. 

Favourites and default value (PDF 180 kB)

• The invoice is from a public authority (this does not apply to invoices from the Swedish Civil Aviation Administration, Svenska kraftnät and the Swedish Maritime Administration)
• Invoices relating to the purchase of: 
  • goods from an EU country delivered to Sweden (Lund University’s VAT number SE202100321101 must be provided at the time of purchase)
  • valuation of/work on movable assets by suppliers in another country, for example analysis (the University’s VAT number must be provided at the time of purchase)
  • various intellectual services from suppliers in other countries, for example consultancy services, data services, electronic services (the University’s VAT number must be provided at the time of purchase)
  • in some cases: services for first and second-cycle education 
    Read more on the Swedish Tax Agency’s website
  • in some cases: IT equipment. 
    Read more on the Division of Finances website
  • human organs, blood or breast milk
  • prescription medicines
  • aviation fuel
  • in some cases: construction services
    Read more on the Swedish Tax Agency’s website

• Purchase of a car/light commercial vehicle: When purchasing a car or a commercial vehicle weighing less than 3,500 kg, no deduction may be made for VAT. The entire amount is coded as an expense. 
• Car hire: Only 50% of the VAT on the car hire can be claimed as input VAT; the remainder is coded as an expense. Full VAT deduction applies for operating costs – e.g. petrol, servicing, maintenance.
• Entertainment:
  Read about the University’s guidelines on entertainment
   

Invoices relating to the purchase of services within Europe and the purchase of goods or services outside Europe may, in some cases, include VAT. The VAT rules of the supplier’s country apply. This VAT is never deductible in Sweden.

Foreign VAT must be coded to the same account as the expense.

VAT on items such as hotel stays, conference fees, travel and restaurant bills can, in some cases, be claimed back from another EU country.
Read more on the Division of Finances website (in Swedish)

Exceptions:

• The Danish VAT on the toll for the Øresund Bridge is deductible and is coded to VAT account 15410.
• Import VAT invoiced by a freight forwarder or Swedish Customs is deductible and must be posted to the VAT account 15410. Such an invoice often includes a substantial amount of VAT and, apart from that, only customs duties/administrative charges. 

If you have received an invoice that is not yours, choose “More actions” and then:

• If you know who the invoice is for, select “Choose another reviewer...”.
• If you don’t know who the invoice is for, select “Not my invoice”.

A fixed asset is an asset that is intended for continuous use or possession. In addition to the intention at the time of acquisition, there are two additional criteria – a time limit and a value limit – that determine if an asset is to be classified as a fixed asset.

Read more about purchasing fixed assets on the Division of Finances website (in Swedish)

Entertainment is a collective term for activities conducted to promote the University that involve food, drink, gifts and suchlike. Good judgement is to be applied to all entertainment, which is to have a direct connection with the University’s activities. There are rules about how VAT is to be coded, the documentation to be attached, etc.

Read more about how to process entertainment

Invoices with “Awaiting approval”  status are sent to you as approving officer automatically in accordance with the established Approval Rules.

Always check: that the payment goes to the correct recipient, with the correct amount and in the correct currency.

When you approve an invoice, you certify that the expenses are:

• appropriate for the organisation’s goals
• financed
• correctly entered into the accounts

= OK to approve

More information on approval

If the invoice refers to a personal expense, e.g. travel or purchase of your own equipment, the invoice cannot just be approved solely by you – you must also choose the function “My own purchase”.

Tick the “My own purchase” box followed by “Approve invoice”.

The invoice is then sent to a superior for final approval. As approving officer, you can also use the “My own purchase” function in special cases when you want a superior’s approval.

When an invoice has been approved, its status changes to “Ready” and it is sent to the finance system and then on to the bank for payment on the due date. If the due date for the invoice has already passed when it is processed, it will be paid on the next banking day.

Payments are made on Mondays, Wednesdays and Fridays in a normal week. To ensure that an invoice is paid on time, don’t wait until the last day to process it. At least two people must check the invoice before it reaches “Ready” status.

Once the invoice is paid, a paid invoice symbol – which looks like a pile of money – will appear.

If the invoice includes an error or you need to make a complaint about something, contact the supplier and request a credit invoice. Mark the invoice “Investigation ongoing” and add a comment. Wait to process the invoice until you have reached an agreement with the supplier. 

When a supplier is unable to send an invoice, the form Requesting payment without an invoice can be used.

Requesting payment without an invoice (in Swedish)

NB: If the form is not filled in correctly or if information is missing, the document will be returned.

A proforma invoice is a preliminary invoice issued before the goods or services are delivered. It is often used to provide an estimation of costs and to facilitate customs clearance for international shipments. A proforma invoice usually contains details such as a description of the goods, quantity, price and other relevant information.

If the proforma invoice is complete with the bank details of the supplier, it can be used as a prepayment invoice.

You are to substantiate business travel by stating the purpose of your trip, either in the description or in a comment. This is to clearly state the date of the trip, and you are also to attach a programme. 

Lund University does not accept requisitions as invoices in Proceedo. Requisitions are to be addressed and sent to the relevant department’s postal address.