Register and send an invoice
To be able to register an invoice in Qvalia's supplier portal, Sveriges geologiska undersökning (SGU) must be registered as a customer of your company. Read how to do this in the guide Register SGU as a customer.
1. Log in to Qvalia's supplier portal
Go to the following address;
https://qvalia.com/se/gratis-e-fakturing/skicka-e-faktura-till-sgu/
and then press "Logga in"
2. Enter the email address provided when registering your company and then press "next"
Example:
When you press "Nästa" you will be asked to enter the password that was chosen when the account was created. If you have forgotten your password, press "Återställ lösenord".
3. Enter your password and then press "Logga in"
You will now be logged into Qvalia's free e-invoicing platform.
4. Select "Fakturor" in the menu
A new page will open.
5. Select “Skapa faktura”
If this is your first time creating an invoice, the page will look like the image below. Press “+ Skapa faktura”.
If you have created invoices before or invoices are in draft form, the page will look like the image below. Press “+ Skapa faktura”.
To create a credit invoice, press “+ Skapa kreditfaktura” and then it is the same process.
When you have pressed, a new page will open.
6. Write “Sveriges geologiska undersökning” under “Sök kund” and then press the result.
Now you must select the customer you want to invoice. You can only bring up a customer that you have already registered. Under “Sök kund” write “Sveriges geologiska undersökning”. Then press the result that is displayed. You can press the “entire” row”.
If you do not get any results, it may be due to several things
- Have you registered SGU as a customer?
- Have you written the correct name of SGU when registering a customer?
- Have you written the correct name under "Search customer"?
A new field will open below the existing field.
7. Now fill in “Kundreferens” and “Vår kontaktperson”.
Make sure that “E-faktura via PEPPOL” under “Välj fakturaformat” is selected. This should not be changed.
“PEPPOL-ID” should be filled in automatically. Check that it is 0007:2021002528. If it is not filled in, you can enter 0007:2021002528. This should not be changed.
Under “Kundreferens” enter the number series (cost center) that you received from the customer.
NOTE!
In order for SGU to ensure that the payment is handled correctly and that it is not delayed, it is important that it is filled in correctly. If you have not received anything like this from the customer, you should contact the customer immediately and request it. Incorrect cost center can lead to payment not being made as SGU cannot ensure that the purchase was made by employees at SGU. On the following page there are examples of correct Customer Reference under “Invoice marking”:
Invoice to SGU
Faktura till SGU
If you have received, for example, a project number or the name of the client, this should be stated in point 8.
Under "Vår kontaktperson", fill in the name, telephone number and/or email of the contact person on your site who can answer questions about the order.
Press "Lägg till fakturan" when you are done. If everything is correct, the following message will appear:
8. Now you fill in the invoice information
“Fakturanummer” is filled in by you. You get this from your financial system.
“Betalningsvillkor” are always 30 days. Other payment terms are not accepted.
“Betalningsreferens” is, for example, OCR or the reference you can use to match the payment at your bank to the invoice in your financial system.
If you have been told that you should provide a project number, diary number (contract number) or name for the customer, this is done by pressing “lägg till ytterligare fält” and then selecting the field to add.
- Avtalsreferens is used if you have received a contract/register number
- Anteckningar are used if you are, for example, to write the name of the client or an optional message to SGU (Invoice message)
- Projekt is used if you are to provide a project number
More information about payment reference can be found here:
It is important that what the customer has stated is registered here. If something else is registered, there is a risk that the payment will be delayed or denied as SGU cannot prove that the purchase was made by an employee at SGU. If you are still unsure about what to write in the "Betalningsreferens" field, you can also contact the person who made the purchase for SGU directly.
Under “Bankkonto” you fill in your method of receiving payments. This can be Bankgiro, Bank Account, IBAN etc. “Valuta” should always be SEK.
Example of filled in invoice information:
Press "Lägg till fakturan" when you are finished, and a new field will open below.
9. Now you register what has been sold from you to SGU.
Under "Produktnamn" fill in the name of the product or service to be invoiced.
Under "Produktnummer" fill in an article number if one exists. No need to fill in.
Under "Antal" fill in the number of products or services that have been sold.
Under "Enheter" - Depending on the product or service sold, the unit here.
- If you have sold a consulting service per hour, you can choose "Timme"
- If you have sold a product, you can choose "styck"
- If you have sold filler or similar, you can choose "kilogram"
Under "Styckpris (…)" enter the unit price for the item (excluding VAT).
Under "Moms %" fill in the VAT rate, in percentage, that applies to the item.
If there is a need to fill in information in free text, you can select "Lägg till ytterligare fält" and then "artikelbeskrivning". In the box that is created, you can write free text around the article.
When everything is ready, press "+ lägg till".
Example of correctly registered:
After you have pressed “+ lägg till”, a new field with a summary will open, check that everything is correct.
If more items are to be added, press “+ lägg till ny artikel” and repeat the previous step.
If you want to attach an attachment, e.g. supporting documents for time reporting, a list of materials or similar, press “+ lägg till bilaga” and attach the supporting documents.
If everything looks OK and the invoice is ready for invoicing, press “Spara och granska >”
You will receive confirmation that the invoice has been saved.
And a new page will open. Note that the invoice has not yet been sent to SGU.
10. Check the invoice and then send it to SGU
Now you will see an overview of how the invoice looks and what will be sent to SGU. Check it and if everything looks OK, press "skicka faktura".
You will receive confirmation that the invoice has been sent:
The invoice has now been sent to SGU and you will be taken to a new page where you will see a summary of your issued invoices.
Last reviewed 2024-12-13