Credit Notes from Suppliers

What is a credit note?

A credit note is an amount that a supplier owes to DTU, typically because an invoice is wholly or partially incorrect. It is therefore important that credit notes are handled promptly and correctly, so that the amount is offset properly and DTU avoids errors or unnecessary payments.

When should a credit note be requested?

A credit note must be requested if an invoice should not be paid in full or in part, for example in cases of:

• incorrect pricing
• incorrect quantity
• missing or incorrect goods or services

The requisitioner (the person who ordered the goods or services) is responsible for contacting the supplier.

What to do if you receive an incorrect invoice

If you receive an incorrect invoice, you must:

1. Contact the supplier as soon as possible and request a credit note
2. Send an email to AOR-fakturabehandling@dtu.dk informing them that a credit note has been requested

It is important to check whether the associated invoice has already been received and paid, so that DTU does not offset an amount against an invoice that has not yet been paid.

Follow-up and receipt

The requisitioner is responsible for following up to ensure that the credit note is received within one week of the request.

• If the credit note is not received, the supplier must be reminded
• When the credit note is received, send an email to AOR-fakturabehandling@dtu.dk stating which invoice the credit note relates to
• In cases of partial credit notes, the project and task must be stated for accounting purposes

Processing of invoices and credit notes

If the invoice and credit note together balance to DKK 0, Creditors and Bookkeeping can be contacted at AOR-fakturabehandling@dtu.dk.

In such cases, an internal offsetting may be carried out, meaning that the invoice and credit note do not need to be posted and approved.

If a credit note cannot be issued

In some cases, the supplier cannot issue a credit note, for example for:

• memberships
• rent
• subscriptions
• insurance
• fisheries

In these cases, the requisitioner must obtain written confirmation from the supplier stating that the invoice should not be paid and that DTU does not owe the amount.

This written confirmation must be sent to AOR-fakturabehandling@dtu.dk, after which the invoice will be cancelled.

Invoice issued to the wrong unit

If an invoice is issued to DTU but to the wrong unit or requisitioner, it should not be credited.

Read more about incorrect EAN numbers here.