Proceedo – purchase and invoice management system
Proceedo is the University’s purchase and invoice management tool. The system functions as a webshop where you can find products and services offered by the University’s contracted suppliers. The system manages all the University’s invoices for orders placed. This page provides information and instructions on how to navigate the system.
Log in to Proceedo
Log in with your Lucat ID.
Authorisations and roles
Each department/unit decides who the users are to be and which type of authorisation can be applied for. Authorisation is applied for in Lucat and approved by the manager. There are two types of authorisation:
- Basic user
Authorisation to place orders and manage invoices. - Support user
Authorisation for those who need to place orders and manage invoices, as well as provide local support for the unit in the purchase and invoice management process.
All users can create orders, confirm deliveries and review invoices. The approval plan for each department or equivalent determines who can approve orders and invoices in Proceedo.
Regardless of their role in the system, users are responsible for handling their orders, deliveries and invoices on time. When absent from work, you need to delegate your rights to a colleague on duty. Orders and invoices are to be approved in accordance with the approval plan.
Guides to Proceedo
Clicking the links below will open the relevant document in a new window.
- Placing orders – step-by-step guide to placing an order (PDF 1 MB, new tab)
- Reviewing invoices– how to review and assign a code to invoices (PDF 533 kB, new tab)
- Confirming delivery – how to confirm that you have received your delivery (PDF 219 kB, new tab)
- Approving orders and invoices – how approving officers approve orders and invoices (PDF 237 kB, new tab)
- Order matching (in progress)
- Delegate your authorisations – what to do when you are off work (PDF 159 kB, new tab)
- Favourites and default value – settings in Proceedo that make things easier (PDF 364 kB, new tab)
Invoice management
Detailed information on supplier invoices
Support
Report your case using the Division of Finances’ support form.
Frequently asked questions and answers
Personal settings
Contact details come from Lucat.
Click on your name in the top right-hand corner. Here you can change whether you want to be notified when you have an invoice to manage or once a day. The default setting is notification when you have an invoice to manage, and the Division of Finances recommends that you keep the notification on.
Click on your name in the top right-hand corner. Here you can choose Swedish or English.
Purchases
The contract catalogue contains information on the contracts Lund University has and the suppliers you can buy from.
If your order has the status "Awaiting order response", you need to manually confirm the order before it can be delivered.
Access the order via "All orders/Deliveries and orders", enter the order or order number and click on the "All requisitions/Deliveries and orders" button. The status of the order changes to "Manual order response" and you can confirm the delivery of your order.
If you cannot find the item you are looking for, use the Division of Finances’ support form to open a case. The search function and categories in the system can then be supplemented.
Not all visiting addresses are available in the delivery address list. Search by the name of your division or department. If your address is missing, use the Division of Finances’ support form to open a case to add or change an address.
Invoices
When an invoice is marked Ready, it is transferred to the accounting system. The cost will be entered by invoice date provided that the period in question is open.
The due date governs when an invoice is sent with the payment data file to the bank. It is important that the invoice is marked Ready in Proceedo before the due date so that the recipient can receive payment on the due date.
You need to be a support user to have authorisation to view all invoices and orders in the system.
Open the invoice and write your text in the comment box.
Remember to press Enter to register your comment. For the comment to be saved on the invoice, you need to select “Save changes” or “Approve invoice” at the top right before proceeding.
It is important to come to an agreement with the supplier when cancelling an invoice. Otherwise, the University runs the risk of receiving reminders.
Once you and the supplier agree that the invoice can be cancelled, select "More actions" and "Not my invoice". State that the invoice is to be cancelled and the reason and select "Yes, send back".The invoice is then sent to the Division of Finances.
An invoice is escalated one level according to the current approval plan when it has been awaiting approval by an approving officer for 10 working days. The corresponding escalation for an order takes place after 5 working days.
This setting is meant to ensure that orders and invoices are not delayed. Please note that no escalation takes place for invoices with the status Review not performed.
Confidentiality marking is used when an invoice, including any attachments, contains sensitive information or personal data that needs to be concealed.
Please note: never use sensitive information in the description text on an invoice as this information is not concealed in the accounting system.
To have an invoice marked as confidential, contact the Division of Finances via the support form.
Contact
Finance Division