Supplier portal

Ongoing procurement processes

See ongoing procurement procedures for Lund University – opic.com (partly in Swedish)

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.

Support form, Division of Finances – eken.lu.se

Send e-invoices

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.

• Information in English at sfti.se
• Current information about standards on sfti.se (in Swedish)

Please note:

• PDF-files are not an approved format.
• DIGG and SFTI recommend using the PEPPOL BIS Billing 3 e-invoicing format.
  Legislation regarding e-invoicing – DIGG website

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

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.

See the PEPPOL directory (external website)

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 the InExchange website. If you use another VAN operator, ask them to send e-invoices to InExchange.

Visit the InExchange website

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

InExchange now require the use of Bank-ID electronic identification for e-signatures and the verification of company details. If your organisation is unable to use Bank-ID, you will need to contact InExchange support (support [at] inexchange [dot] se) for a possible exemption from the requirement.

Note that InExchange have a great help center with user guides and support.

Visit the InExchange help center

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.

Quality of information on invoices

The information on a supplier’s invoice must meet the following quality requirements:

• There must be an item name that describes the item in a clear and consistent manner using one or a few words. It is not sufficient to provide only the model designation, a person’s name or write “as in the quotation”.
• The item name must be correctly spelled. Abbreviations, the splitting of compound words and inverted word order must be avoided.
• For each item, the item number, quantity, unit type and unit price must be provided in fields designated for that information.
• Each individual item (item number) must be given its own line in the invoice.
• If specific or detailed additional information is required to understand what the item name refers to, the supplier may provide such information as a comment to the invoice line.

Contact us

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

Support form, Division of Finances – eken.lu.se

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