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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
221 00 Lund

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). 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 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.

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 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.

Training

Training in ordering, purchasing and Lupin is available through Kompetensportalen

Training will be available in English when needed.