Description

<aside> 📑 Chalmers-level info

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Most purchases and invoices you have to handle as a PhD student are run through Proceedo. Below is information on how to make a purchase, following the example of buying books, and on how to handle an invoice, following the example of a hotel booking through Egencia. Reach out to your division administrator if you need help.

Purchase (case: buying books)

1. Ask your supervisor for approval

   • Clarify which project code to use (see step 6)
   • Note: It may be helpful to send a screenshot of your shopping basket before buying (see step 5).

2. Go to Proceedo

3. Click on “Purchase” (top ribbon)

4. Select supplier

   • For books: Click on “Bokus” or “Adlibris” (see “Quick links” on right side)

     

5. Select products you want to buy

6. Buy books via Proceedo

   • Konto:
     • Books: 6811
     • Travel tickets: 6310
     • Accommodation: 6325
     • Other travel costs (e.g. taxi): 6390
     • Conference costs (e.g. conference fee): 6351
   • Kostnadsställe (Kst): division code [typically] → e.g. 453100 for IRDM
   • I/K bärare (I/K project code):
     • Specific project code (clarify with supervisor)
     • FOFU project code (division-specific)
   • Frikod/Ref. kod (Personal purchasing code):
     • Type your name to search for this
     • Frikod: starts with “45” and contains only numbers
     • Ref. kod: starts with “45” and contains also your initials

Invoice (case: hotel booking through Egencia)

For any purchase made on your “Frikod” (see above), you will by default receive an invoice in Proceedo. You will be notified about this via email.

1. Go to Proceedo
2. Click on “Invoices” (top ribbon)
3. Click on “Open invoice details” and check the invoice in question
4. Enter the accounting details as required → see Purchase step 6
   • Radtext: enter something straightforward like “Fee for [Conference name]”
5. Click on “Actions” and approve the invoice

Buying from a non-listed supplier (case: conference fee)

You may want to make purchases from suppliers which Chalmers does not have a frame contract with (i.e., the supplier is not listed on Proceedo). A frequent case of this is a conference fee. You can also pay for conference fees yourself and get them reimbursed (see here) - but you may not want to and/or be able to pay $500 or so and wait to get it back until after the conference. If you follow the steps below, it should be straightforward to get Chalmers to pay the conference fee directly.