The invoicing procedure at AU is fully electronic - from receiving an invoice, approval and then payment. This practice also means that paper invoices from Danish suppliers is not accepted by AU. Paper invoices from foreign suppliers should immediately be sent to Kreditorhotline@au.dk.
IndFak2 is the system used by AU to receive electronic invoices.
Requisitioner workshops in how to use IndFak2 are held on an ongoing basis. For information about the next workshop check the course calendar under “Useful links and documents” below.
Case ('Sag') and case task ('Sagsopgave') numbers must be added to the invoice by you in the approval process.
Every step of the reposting process has been digitized and runs through omposteringer@au.dk, just as all vouchers are put in digital filing.
All decentralized finance departments must enter the reposting directly in a ‘case finance draft’ (sagsfinanskladde) in Navision, and thereafter send the finished draft to omposteringer@au.dk for booking and archiving by AU Finance.
If you have relocation authorization, but not access to Navision, AU Finance still offers to type the drafts in Navision for reposting both between your own faculty and between faculties. Follow the link below to find the forms used for reposting and internal trade.
In connection to the booking of finance-repostings, both in relation to result posts and balance posts in ‘case finance drafts’ in Navision, it is possible to use 1-user profile (1-brugerprofil) with power of attorney (one pair of eyes). The power of attorney limit for using the 1-user profile is for posts that have the amount of +/- 5.000 DKK per post in the booking draft and is applicable to all partial accounts (delregnskab).
All drafts with at least one post where the amount exceeds the power of attorney limit is subject to the demand of ‘2 pairs of eyes’, where one individual creates the draft, and another individual does the booking.
We recommend that you use your digital signature.
Send the ‘case finance draft’ together with all vouchers to omposteringer@au.dk and depending on what you need done, you are required to type one of the following words as subject:
OMPTAST
Repostings to be typed and booked in AU Finance (for those who do not have access to Navision).
OMPBOGFØR
Repostings to be booked in AU Finance.
OMPARKIV + voucher number
For documents regarding repostings booked at faculty level that have to be filed. Each Navision report (finansjournal) with all related documents has to be sent as one file (named with the voucher number), but mails with documents for filing can very well contain numerous files, just no more than 10 per email.
Each of these ways to send in a reposting leads to digitalized filing of all documents.
Here, you can find an overview of the process as a whole, and print a practical check list for your white board of the specific words, you are required to write as subject in your emails concerning sales invoices.
If you need proof of payment, you must send an e-mail to: bankkvittering@au.dk
With the following information:
If you need proof of payment, you must send an e-mail to: bankkvittering@au.dk with the RejsUd voucher number from Navision.
There are no acknowledgment for credit card transactions. In an audit reference is made to Aarhus University's annual report with the audit's endorsements.
Preferably, you should order bank acknowledgments within 25 months from the date of payment. Accounting will send the acknowledgment to the e-mail address of the sender.
If the payment date on the acknowledgment is older than 25 months the processing time is longer and Danske Bank takes a fee of DKK 800 per hour or part thereof for the service.
(AU Accounts is subject to price changes from Danske Bank)
If you need acknowledgments from a closed bank account, Danske Bank takes a fee of DKK 800 per hour or part thereof.
(AU Accounts is subject to price changes from Danske Bank)
If you need a copy of an invoice voucher or a budget reconciliation - also RejsUd- send an e-mail to: kopibilag@au.dk and we will send you the copy as soon as possible.
Please include the following in the e-mail
If a foreign guest/supplier wishes to request payment for their time via invoice for services delivered, such as lecturing, translation, proofreading, performing tests etc., the invoice must always be issued by a formally registered company.
In case the supplier is not a formally registered company but a private person, payment cannot be effected via invoice but must be effected through REEX as a fee. This fee will be tax-treated via HR Payroll.
Make sure that you always inform foreign suppliers/guests that requests for payment via invoice will only be accepted when the invoice clearly states that the issuer is a formally registered company. Otherwise, suppliers will receive a link to REEX, pre-filled with the fee amount.
In case the goods purchase is in the form of an object, payment must always be made via invoice, and the invoice must be sent to kreditorhotline@au.dk.
Self-explanatory text with comments for invoices in IndFak
An "inccorect invoice" from a supplier
If you receive an incorrect invoice, you must ask the supplier for a credit note and then return the invoice to the invoice manager with an explanation in the comments.
Is the invoice not yours?
Invoices in IndFak2 that are not yours must be returned to the invoice manager with an explanation in the comments.
The amount on the invoice is DKK 0,-
If an electronic invoice of DKK 0 is received, Accounts Payable will reject it.
Invoices of DKK 0 to AU's IT departments will be sent out for information, these will be rejected and sent back to Accounts Payable, where they will be deleted.
Foreign invoices
Send the hard copy of the foreign invoice to kreditorhotline@au.dk as soon as possible.
To ensure at faster process in Accounts Payable please include your faculty and institute in the subject line of the e-mail – example: BSS-ECON.
Accounts Payable then enters the invoice manual into IndFak2 so the invoice can enter the electronic approval flow.
If a foreign guest/supplier wishes to request payment for their time via invoice for services delivered, such as lecturing, translation, proofreading, performing tests etc., the invoice must always be issued by a formally registered company.
In case the supplier is not a formally registered company but a private person, payment cannot be effected via invoice but must be effected through REEX as a fee. This fee will be tax-treated via HR Payroll.
Make sure that you always inform foreign suppliers/guests that requests for payment via invoice will only be accepted when the invoice clearly states that the issuer is a formally registered company. Otherwise, suppliers will receive a link to REEX, pre-filled with the fee amount.
In case the goods purchase is in the form of an object, payment must always be made via invoice, and the invoice must be sent to kreditorhotline@au.dk.
Credit notes
If you are expecting a credit note to your invoice, you have the following options:
You can return the invoice to the invoice manager with an explanation in the comments. If the invoice and credit note balance each other, Accounts Payable rejects both of them. If not they enter the approval flow.
Or:
You can keep the invoice in your IndFak2 dashboard until you receive the credit note. We recommend that you connect the label of 'pending credit note" to the invoice.
What is a “bufferrekvirent” (buffer requisitioner)?
Many institutes have a "buffer requester", who receives the invoices for the institute that Accounts Payable cannot place even after contacting the supplier.
When will an invoice be paid?
An Invoice is paid on the last date for payment. It takes approximately 1 week from the requisitioner approves the invoice until the payment takes place.
Why is the payment deadline exceeded?
If you receive a “red” invoice, it could mean that the invoice was received close to or after the last date of payment. Date of receipt of the invoice can be seen in the invoice history.
Send your information to Accounts Payable through IndFak2
If you need to notify Accounts Payable regarding the specific invoice, you can change the VAT code to 77 in IndFak, with an explanation in the comments.
Changing the VAT code to 77 also applies when an invoice is to be divided between several projects. Remember to specify the distribution in the comments.
Maintaining EU projects
Accounts Payable maintains special documentation, required by some grant givers, for EU projects and other projects, for example Danida and Interreg-projects.
If you questions regarding documentation on an EU project contact eubilag@au.dk.
Questions or comments regarding a payment, purchase invoice, supplier ect.?
send an e-mail to kreditorhotline@au.dk.
Please mention your faculty and institute in the subject line of the e-mail.
Questions or comments related to maintaining documentation for the EU?
send an e-mail to: eubilag@au.dk