Invoice address and handling of invoices

As of 1 April 2019, all purchases done in the public sector must be invoiced electronically (e-invoice). A pdf invoice does not count as an electronic invoice.

How this affects suppliers to SLU

As of 1 April 2019, suppliers must send electronic invoices when invoicing SLU for purchases.

This provision does not apply retroactively. If the supplier has signed an agreement with SLU before 1 April 2019 and this agreement does not require e-invoices, the supplier can continue to send invoices in the same way as before, provided that the invoices relate to that particular agreement.

This provision only covers invoicing of purchases. However, as we want as many invoices as possible to be sent to us as e-invoices, we prefer suppliers to send us e-invoices regardless of what the invoice is for. 

Sending e-invoices to SLU

E-invoices* to SLU should be sent using the Peppol network. SLU's Peppol ID is 0007: 2021002817.

Suppliers who are unable to send via Peppol can send Svefaktura 1.0 to SLU via other channels. See the document Sending e-invoices to the Swedish University of Agricultural Sciences for more information.

* E-invoice standard PEPPOL BIS Billing ver 3, PEPPOL BIS 5 A ver 2 or Svefaktura 1.0.   

Advantages of electronic invoices

E-invoices are cheaper, faster and more secure than paper or pdf invoices.

No postage is needed, and they reach the client within minutes. When scanning and interpreting paper and pdf invoices, there is a risk that values such as invoice number, amount or currency are misinterpreted, which can lead to wrongful payments. This can never happen with e-invoices, as the client's electronic invoice management system will read the values.

SLU must be invoiced by e-invoice

E-invoices via Peppol the preferred method

E-invoices to SLU should preferably be sent using the Peppol network. SLU can receive e-invoices in the formats PEPPOL BIS Billing ver 3, PEPPOL BIS 5 A ver 2 or Svefaktura 1.0. 

SLU's Peppol ID is 0007: 2021002817.

E-invoices via other channels

For suppliers who are able send e-invoices in the format Svefaktura 1.0

Suppliers who are able to send e-invoices in the format Svefaktura 1.0 but are not yet registered in PEPPOL may send us e-invoices via two other channels:

• Standardkanalen – if the company uses an operator who has an interconnection agreement with Visma Proceedo
• Protocol – SFTI Transportprofil BAS- send your e-invoices to an EBMS link.

See the document Sending e-invoices to the Swedish University of Agricultural Sciences for more information. 

The supplier portal Proceedo Supplier Center

If you do not send e-invoices yet or if you, for some other reason, are unable to send e-invoices via the channels above, you can use the supplier portal Proceedo Supplier Center. In the supplier portal, you register the invoices manually and send them as e-invoices to us.

If you want to start using the supplier portal, contact us at ekonomisystem@slu.se.

See the document Sending e-invoices to the Swedish University of Agricultural Sciences for more information. 

If you have any questions on how to send e-invoices to SLU, do not hesitate to contact ekonomisystem@slu.se.   

Electronic identification code

If the invoice is not registered in the supplier portal, a special identification code must be stated in the invoice in order for the e-invoice to reach us. The code has several names, e.g. e-address, EDI code, parts ID or GLN code.

SLU has three identification codes (only one of them should be stated in the invoice):

• 2021002817. This number is SLU's registration number and we can always receive invoices with this code. Invoices via PEPPOL must also have the prefix 0007. The code is then 0007: 2021002817.
• SE202100281701. The code equals SLU's VAT number. This code cannot be used when sending invoices via PEPPOL.
• 7340102300008. This code is SLU's GLN number. Some financial / business systems require a GLN code to be able to send an e-invoice and in these cases, this code is to be entered. The code cannot be specified if the invoice is to go via PEPPOL.
  
  

Invoice address and references

Even though invoices to SLU must be sent electronically, this address must be included on the invoice:

SLU Fakturamottagning
Box 7090
SE-750 07 Uppsala

Make sure the address field only contains the invoice address.  The invoice reference should be entered in a separate field (see the section on invoice reference).

If, for some reason, you need to give the name of the person ordering the goods or service as part of the address, make sure the name is entered after the address. If the name of the person ordering is given before the address, this person, not SLU, is considered the addressee. This means that the invoice may not be paid. Instead, the person ordering will be personally responsible for ensuring payment.  

Invoice reference

• If there is an order number, starting with the letters PO (a purchasing order that has been issued by the Proceedo e-purchasing system), give this as the invoice reference.
  
  
• If there is no order number, instead state the invoice reference code of the person ordering the goods/service in the client reference field. An SLU invoice reference code consists of three digits and three letters, such as 123ABC.
  
  
• Only enter the reference code, no other text. For example, write "123ABC", not "Ref: 123ABC".
  
  
• The supplier needs to enter the reference in a separate field in their invoicing system. All invoicing systems have a field for client reference, and this is the field that should be used. That way, the reference will appear in the correct place on the invoice and it will be possible for the SLU invoicing system, to automatically identify the reference.  
  
  

Other types of invoices

As of 1 April 2019, all purchases in the public sector must be invoiced electronically. A pdf file does not count as an e-invoice.

This means that purchases made by SLU after 1 April must not be invoiced by email or by post.

The new requirement does not apply retroactively, which means that if you entered into an agreement with SLU before 1 April and the agreement does not specify e-invoicing, you can continue to send invoices as long as the purchases are covered by that agreement. Hardcopy invoices by post should be sent to the invoice address stated above and pdf invoices by email should be sent to slufaktura@slu.se.