How to make a purchase

Step 1 - Find out about your organisation's purchasing practices

Find out how your department's purchasing organisation is structured. Each department/unit has a designated purchasing coordinator who can provide information on how purchasing is managed in your organisation. You can find out who the purchasing coordinator is in Lucat.

Step 2 - Look in the contract catalogue

In the contract catalogue, you can find information on the contracts Lund University has and the suppliers you can buy from. There is also information about the terms of the contract and how to place your order.

• Contract catalogue 

Select English in the top right corner.

How to search the contract catalogue (education in Kompetensportalen, in Swedish)

If there is no contract, you need to organise a procurement.

Step 3, Alternative 1 – Place your order

You should place your order according to the instructions in the contract catalogue. 

If the order is to be placed via Lupin/Proceedo, log in to Lupin/Proceedo and place your order there. 

Are you not authorised to use Lupin/Proceedo? Each department/unit decides who will be Lupin users. Talk to your manager or a person with administrative responsibility within your organisation.

If the order is to be placed through a renewed competition, you do this in Kommers. 

Here you can find information on renewed competition (in Swedish).

Place your order in Proceedo/Lupin. 

Place your order in Lupin/Proceedo under the “Purchase”.

Lupin/Proceedo  

Guide for placing orders in Lupin/Proceedo (PDF, 1 MB, new tab)

Search for a product and place an order

The category tree on the left side in Lupin/Proceedo can be helpful when looking for suppliers or products in the right area, for example online shops whose products are not searchable in Lupin. Under the main category, there are one or more subcategories that can also help you find the right one.

There are several ways to order products in Lupin/Proceedo. The method applicable to the particular agreement you are ordering from is indicated in the agreement catalogue.

• Catalogue products in uploaded catalogues are directly visible in the search list and are searchable in Lupin/Proceedo.
• Online shops (punch-out): These can be accessed by searching for the supplier name and the word webshop. The products in the webshop are not directly searchable in Lupin/Proceedo, you have to go to the webshop ("Open webshop") to search. The products are added to the webshop's shopping basket and then transferred to Lupin/Proceedo where the order is finalised.
• Free text forms linked to the contracted supplier: On the form, you fill in information about price, unit, etc. often after dialogue with the supplier. To find the free text form for a specific supplier, search for the supplier name and the word "free text" in the search box.
• Free text form not linked to a specific supplier: On the form, you fill in information about price, unit,  order address etc. often after dialogue with the supplier. Please note that you will need to enter the e-mail address to which the order should be sent. Contact the supplier to make sure that the order is sent to the correct e-mail address. The form is available in Swedish and English.
• Requisition is only used when what you need to buy is not included in any contract and has to be bought in a physical shop. If you use this option, you will receive a pre-approved requisition to take to the shop. 

When you place your order, this is what happens:

1. The order is forwarded to the person(s) who will authorise (approve) it. 

   Read more about approval.

2. Once the order is approved, it is sent to the supplier.
3. You will receive a copy of your order by email once it has been dispatched. The copy of the order is not a confirmation from the supplier, but a confirmation that the order has been approved and sent.
4. You will receive an order confirmation from the supplier.

Step 3, Alternative 2 – Organise a Procurement

If what you need to buy is not available on an agreement, you will need to organise a procurement. To decide what type of procurement you need to undertake, calculate the contract value. It is the contract value that determines whether you should conduct a direct award of agreement, a procurement below threshold with notice obligation or a procurement above threshold with notice obligation.

Read more about to calculate the value of the contract

Once you have calculated the contract value, it is time to decide which procurement procedure to use. The options you have to choose from are direct award of agreement, procurement below the threshold with notice obligation.

• When your purchase costs less than SEK 700,000, you should use direct award of agreement
• When your purchase costs between SEK 700,000 and SEK 1,546,202, you must conduct a procurement below the threshold
• When your purchase cost exceeds SEK 1,546,202, you must conduct a procurement over threshold

Step 4 - Take delivery

Once you have received your delivery, it must be confirmed by clicking "Confirm delivery" in Lupin/Proceedo. This applies to all orders in the system. If the details on the invoice match the order and the order has been delivered, the invoice will be given the status Ready and will be paid on the due date.

• Guide for confirming delivery in Lupin/Proceedo (PDF, 219 kB, new tab)

Step 5 – Manage the invoice in Lupin 

Orders with missing order numbers are reviewed and authorised when the invoice enters the system. An order that is outside the system is matched to the reference which is the first and last name of the orderer. 

• Guide for reviewing invoices in Lupin/Proceedo (PDF, 533 kB, new tab)
• Guide for approving invoices in Lupin/Proceedo (PDF, 361 kB, new tab)

Terminology and roles