1. Ask for an invoice to be sent to SDU. Send the financial team an email with the invoice together with answers to the questions below. Danish invoice via DBM's EAN number 5798000423268. Foreign invoice via email or PEPPOL as you can read more about in no 4. (Please read more about what SDU needs of information on the invoice here).
- Please inform the financial team about the purchase (more detailed than just conference or similar).
- Please also provide the financial team with some relevant documentation in the form of a program, preprogram, info about membership or an invitation for the entire stay (all in PDF form).
- Please provide the financial team with the invoice (check if it contains all the correct information).
- Please provide the financial team with an approval from your group leader, the project holder, or Professor & Head of department Dannie Kjeldgaard if necessary (all in PDF form).
- Please state which analyse number or project number to pay (if you don´t know, please ask your group leader, the project holder or the financial team).
2. DBM has a credit card. Send the financial team an email with answers to the questions below and the date and time you will be in the office of the financial team, because you must be present.
- Please inform the financial team about the purchase (more detailed that just conference or similar).
- Please provide the financial team with some relevant documentation in the form of a program, preprogram, info about membership or an invitation for the entire stay (all in PDF form).
- Please also include the “invoice” or an email regarding the payment (all in PDF form).
- Please provide the financial team with an approval from your group leader, the project holder, or Professor & Head of department Dannie Kjeldgaard if necessary (all in PDF form).
- Please state which analyse number or project number to pay (if you don´t know, please ask your group leader, the project holder or the financial team).
- Please explain why you were not able to receive an invoice to SDU in the email.
3. Pay by yourself and make a zExpense. You can pay the invoice yourself and make a zExpense with your purchase. Use single purchase settlement and fill in the whole settlement regarding the questions below. When you forward the settlement, the financial team will get an automatic note, so you don´t have to write them. (Please read more about the system and guidelines here).
- Please inform the system about the purchase (more detailed that just conference or similar).
- Please provide the system with some relevant documentation in the form of a program, preprogram, info about membership or an invitation for the entire stay (all in PDF form).
- Please provide the system with the invoice or a payment mail with the amount (all in PDF form).
- Please provide the system with the payment receipt (all in PDF form).
- Please provide the financial team with an approval from your group leader, the project holder, or Professor & Head of department Dannie Kjeldgaard if necessary (all in PDF form).
- Please provide the system with information about which analyse number or project number to pay (if you don´t know, please ask your group leader, the project holder or the financial team).
- Please explain why you were not able to receive an invoice to SDU in the red comment box in the system.
4. The venue can send an invoice via PEPPOL. Send the financial team an email with answers to the questions below. Please ask the company to send the invoice via PEPPOL with DBM's EAN number 5798000423268 and remember all the information as a regular invoice. It is an international feature function in SDUs financial system that allows you to send and receive electronic invoices to and from foreign trade partners securely and legally via the Internet. (Please read more about it in section 1. here).
- Please inform the financial team about the purchase (more detailed that just conference or similar).
- Please provide the financial team with some relevant documentation in the form of a program, preprogram, info about membership or an invitation for the entire stay (all in PDF form).
- Please state the amount to be paid in the email.
- Please provide the financial team with an approval from your group leader, the project holder, or Professor & Head of department Dannie Kjeldgaard if necessary (all in PDF form).
- Please write which analyse number or project number to pay (if you don´t know, please ask your group leader, the project holder or the financial team).
If you have any queries, please contact the financial team for more information or help.