Supplier portal

NB Due to the ongoing coronavirus (COVID-19) pandemic, we strongly discourage you to send us paper invoices. Chances are that these will not reach the University (in time), which may consequently lead to a delay in handling the invoices. For that reason, we recommend electronic invoicing, in accordance with the current legislation.

Learn more about the legislation regarding e-invoicing on the DIGG website

Ongoing procurement processes

See ongoing procurement procedures for Lund University at opic.com

Electronic communication for agreed suppliers

Suppliers with an agreement from a procurement process can contact us for help with their electronic communication connection to Lund university’s e-procurement system Visma Proceedo.

We handle questions regarding punch-outs, catalogues, order etc.

Please contact us via our support form

Send e-invoices

As of the 1st April 2019, all suppliers to Lund University are required by law to send e-invoices. DIGG and SFTI recommend using PEPPOL BIS Billing 3 to meet the legal requirements for electronic invoicing.

• See information in English on sfti.se
• See sfti.se for current information about standards (in Swedish)

Please note:

• PDF files are not an approved format
• As of 1 April 2021, SFTI will no longer recommend Svefaktura 1.0 and SFTI Fulltextfaktura (ver. 2.3 och 2.4).

Learn more about approved ways to send e-invoices below: 

• Sending via the PEPPOL network
• Sending via VAN operator InExchange
• Using the invoice portal

Sending via the PEPPOL network

Check with your supplier of accounting software or invoicing software/VAN operator whether they can send via the PEPPOL network.

Lund University’s contact details for the network:

• Our PEPPOL ID is 0007:2021003211

More information about Lund University and other organisations that are part of the PEPPOL network, can be found in the PEPPOL directory (https://directory.peppol.eu/public).

Sending via VAN operator InExchange

We use InExhange to receive e-invoices. They have a number of different ways for users to send e-invoices to them. For more information, contact them via www.inexchange.com. If you use another VAN operator, ask them to send e-invoices to InExchange.

Lund University’s details:

• PartsID: 2021003211 
• GLN: 7350032940007

Using the invoice portal

If you do not have your own VAN operator, you can send e-invoices to us through InExchange. If you are a business that only needs to invoice us occasionally, there is the possibility of free invoicing via their invoice portal ‘InExchange Web’. InExchange also have other solutions available based on your requirements.

Log in to InExchange on their website

Note that InExchange have a great help center with user guides and support. The help center can be found here. 

N.B. If you charge us 0% VAT, please make sure that you change the predefined VAT of 25% to 0% when you register.

Reference

In order for an invoice to reach the right person and to be paid on time, a reference must be included on the invoice.

The first name and surname of the buyer should be given as the reference in the field that is usually called ‘Your reference’ or ‘Reference code’. NB in the InExchange Invoice Portal you are to fill out the field 'Ert referensnr', not 'Er referens'.

If you received the order via Lund University’s order management system Proceedo, the order number (LU + eight figures) is to be entered into the specific field for the order number on the invoice. In the InExchange Invoice Portal the field is called 'Ert ordernr'. If there is no such field in your e-invoice template, enter the order number into the field for 'Your reference' or 'Reference Code' instead. In this case, the first and last name of the buyer can be entered in another reference field on the e-invoice.

Bankgiro

If you have a bankgiro and are invoicing in SEK, we request that this information is sent in the e-invoice.

Contact us

For other questions regarding e-invoices, you can contact us using our support form. 

Please contact us via our support form

Send a paper invoice – exceptional cases

The requirement for e-invoicing applies to any public procurement process initiated after 1 April 2019, including direct procurement. 

For supply of goods or services procured before that date, and if e-invoicing is not stipulated in the existing contract, paper invoices may be used, although we prefer all suppliers to use e-invoicing. 

Paper invoices are also permitted after 1 April 2019 in certain exceptional cases, e.g. if the use of e-invoicing would risk disclosure of information that is subject to confidentiality or if the invoice does not concern a purchase but a fee that is not procurable.

In these cases, the paper invoice is to be sent to the following address:

Lund University
Name of department/division
Box 188
221 00 Lund