pay bills
After goods or services have been procured, the decentralized institutions check the invoices and issue the accounting instruction. All liabilities incurred vis-à-vis external suppliers and service providers are then checked, posted, paid (including down payments and advance payments) and archived in the accounts payable department in accordance with all legal and university regulations and guidelines.
If an item with a net value of over €250 is procured, for example in the areas of IT hardware or operating and office equipment, it may be a fixed asset that is subject to different rules for recording and posting. For more information, please visit the Asset Accounting pages.
1. Check the invoice: After receiving the invoice, check it and sign it factually (i.e. was the invoiced good or service actually purchased?) and mathematically (i.e. is the total mathematically correct?) freely or have it signed by the cost center manager.
2. Create posting instructions: Create posting instructions for the checked invoice. With the posting instructions, you provide the following information necessary for posting to the accounting department:
- Creator
- Fund managers
- Please indicate that this is an invoice that Leuphana has to pay to a third party (creditor)
- Total invoice amount in euros
- G/L account: What type of costs are these according to the account assignment manual?
- Cost center and fund: From which fund should the costs be paid and to which cost center does this fund belong?)
- Posting text
You are welcome to optionally provide the following information if needed:
- Reference key: e.g. to distinguish certain cost types at your own request and to make evaluations possible.
- Contract number
- Control key
3. Submit the posting instruction: Submit the posting instruction with the original invoice and any other payment-justifying documents to the Accounts Payable department:
- By internal mail to the Accounts Payable department – the responsible person can be found in the "cost center structure" overview.
- By email to rechnungseingang@leuphana.de
If you submit the invoice/posting instruction by email, please do not submit the documents again by internal mail to avoid possible duplicate payments.
4. Review by the Finance Department: The invoice is checked, posted, paid and archived. All invoices (except for reimbursements of expenses and travel expense reports) can be viewed digitally in your SAP account. If the invoice is paid from third-party funds, it will be reviewed and signed off by the third-party funds administrator responsible for it before payment.