Make a Purchase

Use the DTU credit card for small purchases

When you make one‑off purchases below DKK 3,000 from suppliers without an existing DTU agreement, and whom you do not expect to use regularly, you must use the DTU credit card. This saves time and simplifies the administrative process.

Benefits of using the DTU credit card

1. Less administration: You avoid creating new suppliers. Supplier creation requires registration and approval of information, verification of master data, and often dialogue with the supplier. For small one‑off purchases, this time‑consuming process can be avoided by paying with the credit card.
2. Faster payment: Payment is made immediately, and the receipt can quickly be uploaded in DTU Fusion.

When should you use the DTU credit card?

Use the credit card if all three of the following conditions are met:

• The purchase is below DKK 3,000
• No existing DTU agreement exists for the product
• The supplier is not expected to be used again

By using the DTU credit card for small, one‑off purchases, you reduce administrative work and streamline the process. Read more about the DTU credit card.

Step 1: Ordering an item

Search for your item in the product catalogue. The product catalogue is the safest way to make a purchase.

Step 2: Receiving the item

When you have received your item, remember to register it in DTU Fusion. Otherwise, the invoice will not be processed automatically, and you will need to spend time handling the invoice manually.

Step 1: Ordering an item

Search for your item in the product catalogue. The product catalogue is the safest way to make a purchase.

Step 2: Receiving the item

When you have received your item, remember to register it in DTU Fusion. Otherwise, the invoice will not be processed automatically, and you will need to spend time handling the invoice manually.

DTU’s subscription‑based supplier agreements generate a series of ongoing and recurring payments, such as rental of gas cylinders, fruit schemes, cleaning services, service agreements, and similar.

To avoid creating a new purchase order every time an invoice needs to be paid, you can instead use an annual order.

With an annual order, you estimate the total cost of the subscription for one year and then create an annual order for that amount.

For each payment, you must register the receipt of goods/services in DTU Fusion for the invoice to be paid, but you avoid creating a new purchase order each time.

The annual order amount is automatically reduced as you register the receipts, and will therefore be fully used by the end of the year.

Please note that annual orders generally cannot be used for costs that must be covered by an external grant provider.

Guidelines

• Annual orders may not be used for goods and services that are available in the catalogues.
• Annual orders may only be used when a subscription‑ or service-based supplier agreement has been entered with the supplier, and when the agreement involves recurring payments of similar amounts.
• The use of annual orders is subject to DTU’s Procurement Policy, Accounting Instructions, and applicable legislation.
• Annual orders with two‑way match (invoice payment without receipt registration) may not be used, except for canteen and freight payments.
• As a general rule, system‑based receipt registration may only be performed by the person who created the annual order. If a unit chooses to allow multiple people to register receipts on an annual order, the unit is expected to perform sample‑based checks of the receipts and related payments.
• Annual orders that must be reimbursed by an external grant provider (UK95) can be created and handled in the usual way. However, the grant provider may require additional payment documentation, or may refuse to reimburse payments made on an annual order. If in doubt, it is recommended to align the use of annual orders with the grant provider in advance.

Read the guidelines for the use and control of annual orders and framework orders (in Danish only).

If you are purchasing laboratory equipment, installations, or other materials that may qualify as a fixed asset, it is important to ensure correct handling already in the procurement phase. In these cases, Group Procurement and Team Assets (TA) work together to ensure correct registration and accounting.

When DTU purchases equipment, installations, or other materials that must be capitalised, the procurement is carried out through Group Procurement. If the purchase is assessed to be a fixed asset, Team Assets (TA) is involved early in the process to ensure that all necessary information is in place before the order is submitted.

The commissioning date is defined as the point at which the asset is ready for use, for example, after testing and calibration. The asset is then capitalised, and depreciation begins.