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Invoice management

An invoice is a bill that must be paid by the University. You are responsible for paying your invoices through the online tool Lupin (Proceedo).

Compulsory e-invoicing in the public sector

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.

Read more about how Lund University is affected by the requirement

Managing invoices

In Lupin (Proceedo) you will process purchasing and supplier invoices. All invoices are processed electronically. User guides for Proceedo 9 are available below.

The user guides open in a new tab.

Reference guides in Swedish (Medarbetarwebben)

Further information:

For detailed information about invoice management, please visit the Finance website (in Swedish)

Detailed information and additional quick reference guides about Lupin available on the Finance Pages (in Swedish)

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.

Billing address

Lund University
Name of the department/division
Box 188
SE-221 00 Lund
Sweden

Reference: First name and surname(s), for example “Lars Larsson”.

If you receive invoices directly to the department you should send these to be scanned. Use the University’s billing address (see above). It is also possible to use an internal envelope addressed to "Invoice Scan, Box 188". Then, contact the supplier and change the address to the University billing address with the addition of the name of the department. Inform your supplier about the new legal requirements for e-invoicing.

If you send several invoices in the same envelope, it is important that you secure each invoice that runs over several pages together with a paper clip. Do not use staples.

Made out to Lund University

Invoices to be paid by the University must always be made out to Lund University. If not, you must ask the supplier to send a new invoice with the correct name.

Corporate identification number

Lund University’s corporate identification number is 202100-3211.

VAT number

Lund University’s VAT number is SE202100321101.

Our VAT number shall be used when ordering goods and services from other EU countries. 

Eori number

Lund University’s Eori number is SE 2021003211.

The Eori number is used for customs declarations and other customs related activities.

Reference

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 has been provided alongside the order, this must be written 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. It is important that the credit invoice contains the same information as the original invoice in terms of supplier and payment information.

Purchasing and invoice management – delegate to a colleague

Lupin/Proceedo includes a function via which you can delegate your approval rights to a colleague who is on duty. The function is on the left of the Lupin start page (under the blue To handle box). Click on the + symbol and choose who you want to delegate to, as well as which task to delegate and for what period. You and the person you have delegated to will both have access to process orders/invoices during the period you selected.

Delivery acknowledgements and reviewing invoices can be delegated to a colleague of your choosing, but remember to inform them.

If you have approval rights, delegation is to be to a substitute officer according to the existing Approval Plan.

Read more and delegate in Proceedo:

Quick reference guide – Delegating authorisation (PDF 58 kB)

For approving officers

Contact the Division of Finances via the support form when you have questions about

  • problems with delegating to users in Lupin (category “Delegate invoice/Change reviewer (Lupin)”)
  • approval and authorisation rights (category “Authorisation plans/Lupin groups”)

Division of Finances’ support form

Training

To find out about available courses, visit the Division of Finances website – Courses, internal for finance officers and purchasing officers, or go directly to Kompetensportalen.

Internal courses on finances/purchasing (Division of Finances website) (in Swedish)

Kompetensportalen (in Swedish)