Supplier portal
Source: https://www.lunduniversity.lu.se/about-university/contact-us/supplier-portal Parent: https://www.lunduniversity.lu.se/study/admission-degree-studies/applying-studies-when-apply
Here you can read about how to invoice Lund University and what information should be included in an invoice.
Procurement
Procurement system with supplier portal
Lund University uses the procurement system Kommers. This also includes a supplier portal.
As a supplier, you can register for free to receive notifications about all our requests for quotation (RFQs) and requests for information (RFIs). All notifications are also published in Swedish databases such as OPIC and Pabliq and, for larger amounts, also in European databases.
Please note that you need to create a separate account in Lund University's supplier portal, even if you already have an account on Kommers. See the link below for more information.
Lund University's supplier portal – kommersannons.se
Ongoing procurement processes
Here you can find the University's ongoing procurement processes:
Invoicing
It is required by law that all invoices to Lund University must be sent electronically. Lund University receives invoices via Peppol.
Requirements for approved e-invoices
What an e-invoice should contain:
- 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:
Invoice address
Even if the invoice is sent electronically, it must include the following address:
Lund University\ Box 188, SE-221 00\ LUND, SWEDEN
Please note: It is important that the invoice address is entered in the address section. You are welcome to enter your department/division if possible, but this is not mandatory.
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Invoice reference
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'.
The name of the person placing the order should not be included in the address section. This ensures that the invoice is not issued in their name, which could make them personally liable for payment.
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.
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Description of the item or service
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.
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Additional information required for international suppliers
If you are an international supplier, you must also include the following information on the invoice:
- SWIFT/BIC
- IBAN number/account number
- Account holder
- Mailing address
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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.
Sending via PEPPOL – the preferred method
We accept PEPPOL BIS Billing 3.
Lund University's PEPPOL ID is: 0007:2021003211
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Sending an e-invoice without PEPPOL
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:
GLN: 7350032940007
VAT registration number: SE202100321101
Our operator: Visma Proceedo
List of connected VAN-operators:
- InExchange
- Pagero
- Crediflow
- Kofax Invoice Portal
- Visma SPCS
- Swedbank
- Basware
- BGC
- Tietoevry
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Web-based e-invoicing – if you do not have a system solution
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.
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More alternatives for e-invoices
There are several other free services available on the market. The important thing is to choose the service that best suits your situation.
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Contact information
If you have any questions, please contact us using the link below.
- To contact an e-procurement officer, state 'E-commerce'.
- To contact someone about invoice management/supplier ledger, state 'Supplier invoice to LU'.
Support - Division of Finances
Contact details, Finances
Invoicing address\ Lund University\ Box 188, SE-221 00\ Lund, Sweden
Reference: First name and last name of the person who placed the order.
Corporate identity number\ 202100-3211
VAT number\ SE202100321101
Peppol-ID\ 0007:2021003211
Bank details\ BIC/SWIFT-code: DABASESX\ 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\ Contact the Division of Finances via the link below.
For inquiries about electronic communication connection to Lund university's e-procurement system, state 'E-commerce'.
For other questions about e-invoices, state 'Supplier invoice to LU'.
Support - Division of Finances
Related links
The links below are to external webpages: