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Userguide for Inexchange Virtual printer (New web)
- Activate Create invoice
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Invoices
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Register
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Settings
On the Invoices to Manage page, you will find invoices that have been stopped, returned paper invoices, and duplicate invoices. This page displays invoices with errors that need to be addressed before they can be sent.
Click on the invoice row or on MANAGE to get information and handle errors.
Columns can be added and removed via the icon to the right of the column headings.
If you click on ADD FILTER, you can filter invoices based on delivery method, type of error, customer name and customer number, and more.
Actions for different types of errors:
Incorrect email
If Inexchange fails to deliver invoices to a specified e-mail address, either because it does not exist, or due to a technical error either with the recipient or its e-mail provider, there is the possibility to choose another delivery method, another e-mail address or resend it to the same email address again. These three options are made available through MANAGE.
Awaiting recipient approval
If Inexchange fails to deliver invoices to a specified e-mail address, either because it does not exist, or due to a technical error either with the recipient or its e-mail provider, there is the option of choosing another delivery method, another e-mail address or resending it to the same email address again. These three options are made available through MANAGE.
Awaiting recipient approval
If the recipient requires the supplier to be approved before the first invoice can be delivered, the invoice appears in the list with the reason "Awaiting recipient approval" after the user has chosen to send it. At the same time, a request is sent to the recipient for approval. If the request is approved, the invoice is sent automatically and if the supplier is rejected, the invoice receives the status "Invalid delivery method", which you can read more about below. When the invoice is awaiting approval by the recipient, the user can go in at any time and change the delivery method to paper or PDF.
Invalid delivery method
If a recipient who requires approval in advance rejects a request, the invoice will receive the reason "Invalid delivery method" since e-invoice is the selected delivery method. Either the recipient needs to be contacted to clarify the situation or another delivery method needs to be selected by clicking MANAGE.
Rejected by recipient
If the recipient has rejected a request sent for an invoice, the invoice will be stopped with the reason “Rejected by the recipient”. In this case, it is possible to choose another delivery method by clicking MANAGE.
Stopped by print supplier
If an invoice with delivery method Paper has been returned for some reason, it is listed with the reason "Stopped by print supplier" in the invoice list. You can choose to update the address and resend the invoice on paper, choose to send the invoice via e-mail or as an e-invoice to the recipients who can receive invoices in electronic format. Click MANAGE.
Stopped by Inexchange
In some cases, invoices can be stopped after they are sent due to something going wrong in the processing. In these cases, a message about what went wrong is also indicated. It is possible to change the delivery method on the invoice by clicking MANAGE or contact support to see in more detail what the error is.
Delivery method missing
This error occurs if the account the invoice is sent from has no e-invoice recipient connected, has no e-mail address entered to receive invoices in PDF format, or if there is no printing service. To activate a printing service, support needs to be contacted. To solve the problem, you can also enter an e-mail address or link an e-invoice receiver to the invoice.