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Sales invoices and credit notes

The University sends out invoices for any sales activities, regardless of whether these relate to room hire or charging another faculty or unit for expenses incurred. You can raise sales invoices and credit notes through the Financial Service Portal and project invoices through Financial and Economic Affairs (FEZ) or your account manager.

All invoicing is the responsibility of the Financial Shared Service Centre (FSSC). Raising sales invoices means that the receivables are recorded in the administration. The FSSC can monitor whether the client pays the invoice.

How to raise sales invoices or credit notes

Raise invoices and credit notes through the Financial Service Portal. Check with the FEZ of your unit if you are authorised to raise sales invoices. Log in to the Financial Service Portal with your ULCN account.

Are you a guest employee without a UCLN account? First apply for a UCLN account with your HR department, and then request the ten-figure SAP order number via your controller.

The procedure is as follows:

  • Enter the details

    Enter the details of the requested sales invoice or credit note and send your request.
  • Authorisation file

    Your request will be added (real time) to an authorisation file at the FEZ of your unit.
  • FEZ authorisation

    FEZ will consider your request and assign it the following status:
    • rejected: your request will be returned together with the reason for rejection.
    • approved: your request will be sent automatically to the FSSC.
  • FSSC authorisation

    The FSSC will consider your request and, as above, assign it the following status:
    • rejected: your request will be returned together with the reason for rejection.
    • approved: an order will be generated automatically and an invoice raised and sent out by e-mail.
  • Status of your request

    You can follow the status of your request from initiation to payment in the Financial Service Portal.

For more information, manuals and frequently asked questions see our help and support page.

Project invoices

It is not possible to send out invoices that relate to a project through the Financial Service Portal. The FEZ or account manager of your faculty or unit must raise and send out such invoices.

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