Proceedo

Login

Login is done via the university's shared login service. Recommended browser: Google Chrome. The system is not fully supported by Explorer.

Log in to Proceedo in one of these ways:

• directly via this link https://www.proceedo.net/weblogic/samlRequest?idp=hib
• via the start menu: HB - Administration - Finance - Proceedo
• via the university's website: Employee - For my work - Administrative support - Systems A-Z
• via the link in the email you receive when you have invoices to process.

Authentication is done with your UB account.

Logging out is done at the top right of the menu with the button symbol to the right of your name.  

Recommended browser: Google Chrome. The system is not fully supported by Explorer.

New invoices pending

An email is sent once a day if there are new invoices to process.

Under the "New invoices" tab, you will find the invoices that are waiting for you to process them. Under "All invoices," you will find invoice cases where you have been involved.

The invoice reference allows Proceedo to automatically send the invoice to the correct reviewer, so it is important to enter the correct reference when ordering.

Review an invoice

After making a purchase, an invoice will be sent to the client/reviewer for review and accounting. When reviewing an invoice, the responsible reviewer checks that the invoice is paid to the right supplier, with the right amount, in the right currency, and that the necessary and correct documentation is attached. 

Quick guide to accounting in Proceedo

Clicking on an invoice in the list will bring up the accounting lines and you can approve the invoice from here. For more detailed information, click on "open invoice details."

This is where the accounting should be done by the reviewer. To do so, click on the fields to fill in.

1. Fill in the Account (Konto in Swedish). Please see the Accounting Codes for more information.
2. Then fill in the Unit (Orgenhet in Swedish) and File/Proj (Akt/Proj in Swedish).
3. Then fill in the comment field with g. info about the WP, purpose, participants.If you are a Project Leader and has been given specific instructions on what to write in the comment field by the finance officer it is important to follow this in order to make follow ups and reporting possible.
   
4. If the amount is invalid, the amount of the cost account in the field AMOUNT can be changed.
5. Attach e.g. agenda/programme, list of participants, invitation if this is requested in Proceedo. NOTE! This can only be done by the reviewer in Proceedo.
6. Now it is ready to be sent to the authorising officer for review; select Accept Invoice (green button).

Split an invoice

When you receive the whole invoice, you become the main reviewer of the invoice. It is possible to split up the invoice. Click on the Split rows button. See below.

The person who receives a row to review becomes the row reviewer and cannot split the invoice further. If there is a need to split the invoice further, the row reviewer must send the row back to the lead reviewer who may further split the rows of the invoice.

If the invoice is to be sent to another reviewer, search for the person you want to send it to. Mark the selection, and click "Ok". Add a comment about why you are sending them the invoice!

You can attach a file to the invoice. Select the "Attachments" tab and click on "Add attachment."

Approving

Approving an invoice means that you certify that:

• the goods were correctly delivered and/or the service performed
• the Public Procurement Act has been complied with
• the expenditure is appropriate for the activity
• sufficient funds are available
• the accounting of the expenditure and other financial events is correct

The Unit, File/Proj and amount determines to whom the invoice is directed to for approval.The same person cannot both review and approve the same invoice.

Delegation in case of absence

Delegation means sharing your access rights with another user for a specific period of time. The delegated person must be able to review and account the invoices in the same way as the ordinary reviewer.

The “Delegations” field is on the home page. Click on the "Plus" button and a dialog box will appear.

1. Search for the person you want to delegate to by typing in the <To user> field. Select the person you want to delegate to.
2. After that, you tick the parts of the authorisation you want to delegate and for which period of time the delegation is to apply. Then click on save.