In connection with the transition to Statens Digitale Indkøb (SDI), access to IndFak will be closed as of December 31, 2025.

After this date, it will no longer be possible to access documents or information that could previously be retrieved in IndFak.

AU has explored the possibility of establishing a full IndFak archive solution, but it has not been possible to find a functional and financially viable alternative.

Therefore, AU will use the limited archive solution offered by the Danish Agency for Public Finance and Management (Økonomistyrelsen) for storing and accessing historical IndFak documents and information.

The following materials will be available upon request from the archive:

·        Original invoices – also available in Navision for users with the appropriate permissions

·        Manually attached documents on the invoice

·        Comments linked to the voucher number

·        Workflow on the invoice (overview of goods receipt, approval, etc.)

Additionally, information about orders will be stored.

Access to IndFak Materials After January 1, 2026

From January 1, you can request the above materials from IndFak through AU Finance, which ensures that all documents are stored in their original form in accordance with applicable legislation on the retention of accounting records.

How to proceed

·        Fill out the form at this link: 🔗 Request materials from the IndFak archive

·        Once the form has been submitted, AU Finance, Accounting will process your request and send the requested material as soon as possible.

If you have any questions, you are always welcome to contact AU Finance, Accounting at [email protected].

At the moment, it is unfortunately not possible to view invoices that have been auto-approved in the archive.
We have an ongoing case with Økonomistyrelsen and the supplier, and we expect the functionality to become available in the new year.

Document Manager (Accounting) assigns an account posting to each invoice. Sometimes, the invoice needs to be split into several lines, for example, if there are different VAT rates or accounts on the item lines. In such cases, each line must be posted manually.
If the "Code Selected" function is used, the existing posting will be overwritten, which can lead to errors in the bookkeeping.

To avoid errors in bookkeeping, you must from now on:

• Do not use the “Code Selected” function
• Instead, enter Sag and Sagsopgave number on each individual line manually

It is important to follow this procedure to ensure correct posting.

Buyer in SDI
As a buyer, you have the ability to e-shop directly in the system. This means you can select items from catalogs and add them to the shopping cart. You have access to both the ordering module and the invoice module, giving you full control over the entire purchasing process – from ordering to invoice handling.

Requisitioner in SDI
As a requisitioner, you have access to the invoice module, where you can approve invoices. This means you participate in the final part of the purchasing process but do not have access to create orders.

When you have added Sag and Sagsopgave, please remember to click the small disk icon to save the line.

If you don’t save, Sag and Sagsopgave won’t be registered, and the invoice will be sent to the approver without any account coding.

You are receiving this warning because the payment details on the invoice do not fully match the information we have registered for the supplier in Navision.

This is just a heads-up – and as long as it is the same supplier listed on the invoice, you can process it as usual.

Our document manager also checks that the correct supplier is stated on the invoice, so there’s no need for you to take any additional action.

SDI is built around automatic notifications to ensure that tasks are handled in a timely manner. This means you cannot opt out of receiving notifications in the system.

• Daily notifications regarding orders and invoice attachments for processing
• Notification when an invoice is three days from its due date
• How to manage notifications more efficiently

If you want to avoid SDI notifications cluttering your primary inbox, you can create a rule in Outlook that automatically moves these emails to a specific folder. This way, you maintain an overview without unnecessary distractions.

Guide: Create a rule in Outlook for SDI notifications

1. Open Outlook
2. Go to your inbox
   • Find an SDI notification email
3. Create a rule
   • Right-click the email
   • Select "Rules" > "Create Rule..."
4. Choose criteria
   • For example:
     • From: [SDI sender address]
     • Or Subject contains: "SDI" or other relevant text
5. Choose an action
   • Select: Move the item to folder:
   • Choose or create a new folder, e.g., “SDI Notifications”
6. Save the rule
   • Click "OK" and then "Apply"
7. Test the rule
   • Send yourself a test email or wait for the next SDI notification to ensure the rule works

Unfortunately, it is currently not possible to gain access to other users’ or departments’ invoices. However, we have submitted a request for this functionality and hope it will be available in the future.

Workaround:
If you are set up as a delegate for a user, you can access and view their invoices.

In SDI, All Orders Must Be Approved by Two People

In SDI, all orders must be approved by two individuals—typically a purchaser and an approver. This is known as the "four-eyes principle", and it is a requirement from the Danish Agency for Public Finance and Management to ensure:

• Increased control and transparency in the procurement process
• Prevention of errors and misuse
• Compliance with government financial management regulations

The principle means that no single person can place an order for goods or services without approval from another. This applies both when creating orders and when processing invoices, where approval from multiple levels may also be required.

At Aarhus University, it has been decided that the financial centres will be responsible for approving orders in SDI. The purchaser creates the order and adds the required information, such as case number and case task number. The financial centre then reviews, approves, and sends the order to the supplier.

Financial centres approve orders at least once daily, but it is important to be aware that this places greater demands on timely order creation and submission—especially when there is a deadline for delivery or invoicing.

If you want to change the language in SDI, you need to create a ticket via support.au.dk. Remember to include your AUiD.

When logging in with SSO, your profile must already be set to English.

Buyers are no longer required to have a power of attorney to make purchases in SDI. The approval of requisitions has been placed with the Finance Centers.

Any previously existing purchasing/procuration authorizations have been cancelled.

When buyers send the orders to the Finance Centers, they are approved by the project controllers.

If you don’t know who your project controller is, you can use the following links:

Faculty

https://medarbejdere.au.dk/administration/oekonomi/oekonomi-paa-fakulteterne

FA

https://medarbejdere.au.dk/administration/oekonomi/oekonomi-paa-faellesomraadet

If you have added Sag and Sagsopgave on the item line, please remember to click the small disk icon to save the line.

If you don’t save, the case and case task won’t be registered, and the requisition will be sent to the approver without any account coding.

If all item lines should have the same coding, we recommend using “Code selected” by ticking the small box to the left of the line.

You can choose to contact the group leader, researcher, or another relevant person who asked you to make the purchase.

Alternatively, you can send the order in the following way: See the guide here.

Receipt Confirmation in SDI Is a Key Part of the Digital Workflow and Serves Several Purposes:

• Proof of Delivery: When you register that a product or service has been received, you confirm that the delivery has taken place as agreed.
• Basis for Payment: Invoices can only be approved and paid once receipt has been confirmed. This ensures that AU only pays for what has actually been delivered.
• Traceability and Control: Receipt confirmation creates transparency in the procurement process and enables follow-up on deliveries and complaints.
• Automation: SDI uses the receipt confirmation to match the invoice with the order, which streamlines the approval workflow.

Automatic Matching Between Orders and Invoices in SDI

Automatch is a feature in SDI that automatically compares the information in an invoice with the corresponding order and receipt confirmation. If all details match, the invoice can be automatically approved and sent for payment without manual processing.

To ensure efficient and smooth invoice handling, we have introduced a tolerance limit of DKK 250 between the order amount and the invoice amount, with a maximum deviation of 10%. This means that invoices with a difference of up to DKK 250 are automatically approved without further clarification.

Why DKK 250?

This limit has been chosen based on an assessment of administrative costs and resource use. When the difference is small, the time and effort required to contact the supplier often exceed the value of the discrepancy itself. By accepting minor deviations, we avoid:

• Unnecessary correspondence with suppliers about small amounts
• Delays in payments that could negatively impact collaboration
• Internal time spent on case handling that does not add real value

Benefits of This Approach

✅ Efficiency: Faster invoice processing and fewer bottlenecks
✅ Improved collaboration: Suppliers experience fewer inquiries and faster payments
✅ Focus on what matters: Frees up time to handle larger discrepancies and strategic tasks
✅ Cost savings: Less administration means lower internal costs

We trust that this practice will contribute to a more streamlined and professional invoice handling process—for the benefit of both AU and our suppliers.