On this page, you will find information for suppliers about our e-procurement system, ongoing procurement processes and how to send an electronic invoice to Lund University.
Ongoing procurement processes
By law, all invoices sent to Lund University must be sent electronically. Check with the supplier of your finance system or invoicing services how to send e-invoices.
Requirements for approved e-invoices
To be approved, an e-invoice must:
- contain the same information as a normal invoice
- be in a structured electronic format – not as a PDF
- be sent the right way (see below) – not via email
- contain certain specific information according to the Value Added Tax Act.
The information contained in the e-invoice must also meet certain requirements:
Even if the invoice is sent electronically, it must include the following address:
Name of the department/division
Box 188, SE-221 00
Please note: It is important that only the invoice address is included in the address section.
The invoice reference must be included in a separate section. If the name of the person ordering is included in the invoice address, it must never come before Lund University. Otherwise, the invoice could be interpreted as being issued to the person ordering and not to Lund University. The person ordering may then risk becoming personally liable for payment.
To ensure that the invoice is sent to the right person at Lund University in the system, a reference must always be included in the correct section of the invoice. This reference is written as the first name and surname of the person who placed the order, e.g. 'Anna Andersson'.
If you have received an order from us, the documentation will include a procurement order number, which must also be included in the e-invoice. Our order numbers start with LU and are followed by eight digits, LUxxxxxxxx.
The description of the item or service should be included in the appropriate section. The description should only be of one or a few words in length, and be clear and consistent, e.g.:
- 'Flow cytometer [model name]'
- 'Laptop [model name]'
- 'Installation of lighting'
It is not sufficient to include only the model name, an address, a person's name, or to write 'as per quotation', 'consultation fee', or 'see specification' and similar descriptions.
The spelling of the description must be correct. Abbreviations, splitting of compound words and reverse word order must be avoided. Do not use invoice lines without a corresponding amount to be paid, known as an empty row.
If specific or detailed additional information is needed to understand what the item description refers to, such as a date, address or name of a person, the supplier may include this information in the section provided for this purpose.
If you are an international supplier, you must also include the following information on the invoice:
- IBAN number/account number
- Account holder
- Mailing address
How to send an e-invoice
We prefer you to send your e-invoices via the PEPPOL network. However, if you cannot use it, there are other alternatives. See below.
We accept PEPPOL BIS Billing 3.
Lund University’s PEPPOL ID is: 0007:2021003211
To send an e-invoice without PEPPOL, you need to ask the provider of your finance system or invoice services which VAN operator they use.
If they use one of the VAN operators in the list below, you can inform the operator that Lund University has the following information:
VAT registration number: SE202100321101
Our operator: Visma Proceedo
List of connected VAN-operators:
- Kofax Invoice Portal
- Visma SPCS
If, as a supplier, you do not have a solution for sending e-invoices directly from your system, you can use the Visma Proceedo supplier portal.
It is free to use, and you can send an unlimited number of invoices to all organisations and public authorities that use Visma Proceedo.
To start registering your invoices, contact us using the contact form at the bottom of this page. Select the category 'Supplier invoice to LU' and write that you would like to use the Visma Proceedo supplier portal. You will receive an invitation to Visma Proceedo by email. Register your account and then you can start sending invoices.
There are several other free services available on the market. The important thing is to choose the service that best suits your situation.
If you have any questions, please contact us using the contact form in the link below.
- To contact an e-procurement officer, select the 'E-commerce' category.
- To contact someone about invoice management/supplier ledger, select the 'Supplier invoice to LU' category.
Contact details, Finances
Name of department/division
Box 188, SE-221 00
Corporate identity number
IBAN: SE86 1200 0000 0128 1011 9309
Account number: 12810119309
Bank address: Danske Bank, Norrmalmstorg 1, Box 7523, 103 92 Stockholm
Grants from the European Commission
Do not use the bank account above; please contact the Division of Finances using their support form linked to below. Select the category 'EU funds'.
Contact the Division of Finances
For inquiries about electronic communication connection to Lund university’s e-procurement system, choose the category 'E-commerce' in the support form below.
For other questions about e-invoices, choose the category 'Supplier invoice to LU'.