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Overview: Causes and Solutions
This article explains how to manage invoices on the InExchange Network, particularly when there are delivery issues. To delete an invoice, click on "Manage" and then "Delete," which also removes it from sent invoices. Validation errors may be due to incorrect totals or customer references, which must be corrected in the invoicing system. If the customer name or reference codes are incorrect, they must be corrected before the invoice can be sent again. Issues may also arise if the issuing organization of the invoice does not match the sender, often due to a change of operator without prior notice to InExchange.
How do I delete an invoice on the Manage page?
Path to InExchange Network: Invoices\Manage
On the Manage page, your invoices that could not be delivered are collected. You can fix inaccuracies and resend invoices directly through this view.
1. Start by clicking on Manage on the relevant row to delete an invoice.
2. Then click on Delete.
Note that the invoice is also removed from your Sent invoices.
Keep in mind that you may need to credit the invoice in your business system and in your accounting.
How do I handle a stopped/undelivered invoice?
Go to page in InExchange Network: Invoices\To manage
Under To manage you have the option to edit invoices that have not been able to be dispatched.
Instructions for handling a non-delivered invoice:
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Click on Manage to the right of the invoice you wish to re-send.
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You will see an error message at the top. If the reference code or the purchase order number is incorrect, you can edit it directly under Your ref. code or P.O. no..
- Once you've edited the incorrect information or selected an alternative delivery method, click Send.
Note: If you resend the invoice using a method other than e-invoice, the change will not be updated in the customer registry. - The invoice will then be sent to the recipient and can be found under Invoices > Sent invoices.
If the invoice has already been processed in another way, you can select Ignore to the left of Send. This removes the invoice from the list of unsent invoices without affecting the customer registry.
Non-delivered invoices are displayed for up to three (3) months.
How do I resend a returned paper invoice?
On the Manage page, it says Paper in the Delivery column for invoices that have been sent as paper invoices. You can access the invoice in PDF format by clicking on the magnifying glass.
1. After you click Manage, you will have the opportunity to correct information. The error message will state the return reason and what you should fix before resending the invoice.
2. Click on the link in the error message if you want to check the printout and see how the information is presented in the window envelopes that the invoices are sent in. You will also see if a cover sheet is used and how it looks when the invoice is sent on paper. In the Settings tab, you can see how your paper invoices are handled.
3. Click on Send to resend the invoice.
Why did the error occur?
The error may have different causes and is specified in the error message.
If you have questions about this, you need to contact the recipient.
It may also be due to the invoice being incorrectly totaled.
How do I fix the error?
You need to correct the invoice in your invoicing system and resend it to the recipient.
These types of errors cannot be fixed via Manage on the InExchange Network.
Customer name does not match the name of the recipient
Why did the error occur?
The customer's name on the invoice does not match the recipient.
How do I fix the error?
To be able to send the invoice, you need to correct the customer name, which you can do via Manage on the InExchange Network.
Invoice customer reference name is missing
Why did the error occur?
The reference name provided on the invoice is incorrect or missing.
How do I fix the error?
To obtain a correct reference name, contact the recipient. Once you have received the correct information, you can correct it via Manage on the InExchange Network.
Invoice customer reference code or order number is incorrect/missing
Why did the error occur?
The reference code or order number provided is incorrect or missing.
Reference codes and order numbers are case-sensitive and matched against a reference list or a rule set by the recipient.
How do I fix the error?
The recipient's reference lists are continuously updated, so even if you have a reference that has worked before, it may have changed.
To obtain a correct reference or order number, contact the recipient. Once you have received the correct information, you can correct it via Manage on the InExchange Network.
Invoice issuing organization does not match the sender
Why did the error occur?
The invoice has been sent from a different operator than what is currently registered on the issuer.
This error sometimes occurs when an issuer changes operators without InExchange being informed in advance.