Division IV

Introduction of e-invoicing

Under the provisions of EU Directive 2014/55/EU, contracting authorities are required to accept and process electronically structured incoming invoices.

This results in the following benefits:

  • Standardisation of the invoicing process and avoidance of media breaks
  • Process optimisation, including through workflow support
  • Creation of transparency in the invoice processing workflow
  • Avoidance of double entry and redundancies in the processing steps
  • No more paper filing for invoices

In future, the entire invoice processing workflow will be handled entirely electronically. For example, confirmation of factual accuracy will no longer be provided by hand on the original document, but digitally. The introduction of a centralised invoice inbox will also represent a fundamental change. This will apply to both invoices received in paper form and those sent by email.

In 2022, electronic invoice processing was gradually introduced at the University of Ulm. Other areas of application, such as the reimbursement of personal expenses or entertainment and hospitality costs, travel expense claims, etc., will be gradually converted to electronic processing.

When the system goes live or when changes are made, the departments are required to provide certain information regarding staff joining or leaving the system, their roles, and the necessary account allocation authorisations. This information must be sent to Department IV via email (berechtigungen-erechnung(at)uni-ulm.de) in the form of two Excel spreadsheets.

  1. User
    Registration Table  
  2. User Authorisation Table

With the switch to electronic processing of incoming invoices, the workflow will change as follows:

  • Paper invoices received at local offices should be sent immediately, without handwritten comments, directly to Department IV-2 as before;
     
  • decentralised PDF invoices or X-invoices should be forwarded to the email address rechnungseingang(at)uni-ulm.de or xrechnungseingang(at)uni-ulm.de until the transition is complete,
     
  • invoices received both centrally and locally are transferred to the converted departments/facilities via the Fiori web application for electronic approval as part of the invoice processing workflow.

For orders that you place yourself from now on, please include the following details in the billing address:

University of Ulm
Institute for (exact name of department)
Invoice reference (exact designation “K-123456”/ “P-P1234567”)
Street (exact street name)
89081 Ulm

VAT ID: DE173703203
Routing ID: 08-A8981-76
 

The invoice code is determined by the source of funding. It consists of the prefix “K-” for state funds or “P-” for third-party funds, followed by the cost centre (e.g. “K-123456”) or the relevant third-party project (e.g. “P-P1234567”). This accounting code is required for the automated identification of the responsible institution.

Further information:

Click here for documents and training courses

Information on e-invoicing for suppliers

Circular No. 20/2024 – Reimbursement of personal expenses and entertainment and hospitality costs via e-invoicing

Circular No. 19/2021 – Introduction of electronic processing of incoming invoices

Circular No. 9/2021 – Introduction of electronic processing of incoming invoices

e-invoicing FAQs – frequently asked questions and answers (internal university access)
 

► Click here to go directly to the FIORI SAP login