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Invoice to a new e-invoice recipient
  1. Sending customer invoices

    1. FAQs about our services
    2. FAQs about invoices
    3. - Invoice to a new e-invoice recipient
    4. - Sent invoices
    5. E-invoice formats
    6. InExchange Postage Optimization
  2. Receiving supplier invoices

    1. Receive invoice
    2. - PDF invoice (ePDF)
    3. - E-invoice by file (integrated service)
  3. User accounts and settings

    1. Agreements and licenses
    2. Login and account settings
    3. Contact us

Here we have brought together answers to the most frequently asked questions about network relationships together with tips on how to send an invoice to a new invoice recipient or what to do if you want to start sending e-invoices to an existing recipient. 

If your customer is unable to receive e-invoices, you can send a PDF or paper invoice. 

Finding e-invoice recipients and checking invoice requirements

In order to send an e-invoice, the recipient must be registered in our network. You can add recipient if they are not already registered.

1. How do I check whether the recipient is in the network?

In order to send an e-invoice, the recipient must be registered in our network. When you look up a company, you’ll also see what types of electronic documents they can handle and if they have any e-invoice requirements.

How to search in the network:

1. Go to the Extend your network page and look up the company in question.
connect_search_str.png

Unable to find the recipient? How to add a new recipient to the network >>

2. In this search we see that InExchange Factorum AB both accepts and sends electronic invoices, but does not send or receive orders or price catalogs.
connect_company_services_str.png

3. For a detailed explanation of what the symbols under each column mean, see the column to the right on the website or the screenshot below.

Explanation of symbols:
symbols_expl.png

2. How do I know if the recipient has any specific e-invoice requirements?

In InExchange Network, you can check whether anything specific is required when you start sending e-invoices to a recipient.

What to do:

1. Search for the company on the Extend your network page and click on the company name in the results list to find out more.
connect_comp_str.png

Unable to find the recipient? How to register a new recipient in the network >>

Ikon_26---A.png Supplier must be approved

When you start sending e-invoices to a recipient, your company may first need to be approved as a supplier (of e-invoices). If so, the Supplier must be approved box will be checked in the Company information, see screenshot below.

If required by the recipient, the first e-invoice you send to a recipient will be accompanied by a request to be approved as a supplier. In such cases it may be a few days before the first e-invoice can be delivered as your network relationship must be approved first.

It’s also possible to send a request before sending the first e-invoice >>

connections_invoicecontrols_str_AB.jpg

Ikon_26---B.png Has controls

If the recipient has activated controls for e-invoices, this is shown by a check in the Has controls box, see screenshot above. Contact the recipient for information on any references or other information it requires on the invoices it receives. It’s important that reference details are provided exactly as instructed for the invoice to be valid.

E-invoices via our free InExchange Web Base service >>

3. My customer has written to me saying they want to receive e-invoices. What do I need to think about? 

You can send all recipients e-invoices via us. Use the recipient’s GLN (which should be in the customer’s letter) to find the right recipient. 

Who can I send e-invoices to using InExchange Web Base? >>

Useful info:

  • The e-invoice recipient must be registered in our network.
    You can search for the recipient in the service you use with us or on the Extend your network page to see whether they’re registered in our network.
    If you can’t find the recipient, registering them is easy >>
  • The correct reference must be stated on the invoice.
    If your customer uses a reference control, the correct reference must be stated on the invoice. The details are received by the invoice recipient.
  • Approval of supplier.
    If the recipient requires an approved network relationship between your companies before e-invoices can be delivered, a request for approval is sent in connection with your first invoice to the recipient. In such a case, it may take a few extra days for the first invoice to arrive.
  • Changing the delivery method for an existing invoice recipient.
    If you have previously sent a recipient PDF or paper invoices via us and you now want to start sending e-invoices, change the delivery method on the customer card in your customer registry, directly in the service you use with us or in the invoice files you send to us.

    If you have chosen to use our automatic postage optimization (available to those who use InExchange integrated services), the delivery method will automatically be changed to e-invoice when the recipient is recognized in our service as an e-invoice recipient.

What if you don’t yet have a service for sending e-invoices?
We can help you get started with your e-invoicing >>

4. My customer receives e-invoices but I can’t find them in the network. What should I do?

See the instructions for how to add a new e-invoice recipient to the network >>

Information about the recipient needed for registration:

  • Company name
  • Registration number
  • GLN
  • Operator
  • Email address of recipient

Please contact the recipient if you don’t have all of the details required for registration.

5. My customer doesn’t receive e-invoices, what can I do?

If your customer doesn’t yet receive e-invoices, you can send your invoice as a PDF or paper invoice (paper invoices require InExchange Web Plus as a minimum).

This is what it looks like if the company is in the network but can’t receive e-invoices:
company_doesnotreceiveinv.jpg

You’ll be notified if you’ve attempted to send an e-invoice to a recipient that cannot receive invoices electronically, or if they’re not yet part of our network. Then you can choose to resend the invoice using another delivery method.

What if your customer doesn’t yet have a service for receiving e-invoices?
Our website has further information on our services >>


Relationships and requests in the network

1. How to send a manual relationship request

Some invoice recipients require suppliers to be approved for e-invoices before invoices can start being sent to them electronically. In this case, a request for approval is sent along with the first e-invoice. However, you can choose to send a request in advance instead.

How to send a request in the network:

1. Go to the Extend your network page and look up the company in question. Then click on the company name in the results list presented below the search box.
searchforcompany.jpg

2. Now send a request by clicking I want to send.
sendrequest_str.jpg

Once you have sent a request and the recipient has approved the relationship, you are connected in the network. This relationship is marked Connected in the table. You can now send the recipient your e-invoice.
connectedrelation_cr.jpg

2. My relationship request was rejected, what do I do now?

To get your invoice sent you can choose to send it as a PDF or paper invoice via us (paper invoices require InExchange Web Plus as a minimum), but if your relationship request is rejected, we recommend that you phone the recipient to clear up any queries. Then you can send a new request as agreed.
rejectedconnection_str.jpg

3. Where can I see what relationships we have in the network?

The Connections page shows you what relationships your company has in the network. 


Other questions and answers:

1. I’ve received a message that something’s gone wrong. What should I do now?

If there’s a link to our help center in the error message, you can click on the link to get instructions about what to do to send your invoice. You can also contact our support team for help.

Here are some explanations of errors that can crop up along with instructions on what to do >>

2. Who can I send e-invoices to using InExchange Web Base?

You can check via your login on our website whether or not you can send e-invoices to a specific recipient via our free InExchange Web Base service.

If you see Add service to send when you look up the customer on the Extend your network page, then you will need to upgrade your service before you can send an e-invoice to this specific recipient.
Connect_Add_service_str.png

You must have a user account with us to follow the above instructions.
Create account | Log in


Unable to find the answer to your question? 
Feel free to contact us.

What is a GLN number and how do I use it?

Go to page in InExchange Network: Account\Profile

GLN stands for Global Location Number and is used in a 13-digit number string to identify companies or sites within a company. GLN may also be called a location code. This information is used to know exactly where your invoice will be delivered.

When sending e-invoices to you, some suppliers may contact you and ask for your GLN number. This is because other e-invoice operators may demand their client to provide with this information. Scroll down to the section Company to see your GLN number.

 

Search for other companies GLN number

 Pathway to InExchange Network Start/Connect company

Go to Connect company and write the name of the company that you're looking for and then click on the company name. 

You can find the GLN in the section Company information 

 

FAQs about invoices
  1. Sending customer invoices

    1. FAQs about our services
    2. FAQs about invoices
    3. - Invoice to a new e-invoice recipient
    4. - Sent invoices
    5. E-invoice formats
    6. InExchange Postage Optimization
  2. Receiving supplier invoices

    1. Receive invoice
    2. - E-invoice by file (integrated service)
  3. User accounts and settings

    1. Agreements and licenses
    2. Login and account settings
    3. Contact us

You can send all of your invoices via us, be they e-invoices, PDFs or paper invoices. Choose between our web-based services, a virtual invoice printer – used together with your ERP system – and integrated services.

Find out more about our services on our website: www.inexchange.com.

FAQs and answers:

1. What is a GLN?

GLN stands for Global Location Number and is a unique global identifier for a company or department of a company. This information is used to identify exactly where each e-invoice needs to be delivered.

How to obtain your company’s GLN

Suppliers may ask you for your GLN when they want to send you an e-invoice. Go to the Account > Profile page and scroll down to the Company section to see your company’s GLN.

Account_company_str_GLN.png

Look up other companies’ GLN

Go to Connect company and enter the name of the company you’re looking for and click on the company name. You can also use a GLN, if you have it, in a search to find other information about a company.

Extend_str_company.png

A company’s GLN and other information can be found in the Company information section.

Account_company_str_GLN.png

2. What do BIC/SWIFT and IBAN mean?

When sending invoices abroad, you’ll need to add payment instructions to enable international payments. Where necessary, add the following information to your invoices.

BIC/SWIFT: An identifier for your bank.
IBAN: Your account number for international payments.

Some banks provide an account number instead of an IBAN. The account number is called the BBAN, and of course that works equally well. In that case, enter the bank’s full name in the field for BIC/SWIFT.

If you use our web-based services to send invoices, the information found at Account > Payment means is stated.

3. Why is there no hyphen in some of our details on the invoice?

The majority of e-invoices we send follow the Svefaktura invoice standard. This format requires that information such as phone numbers, fax numbers, company registration numbers, bank giro and plus giro account numbers, etc. are written in numeric characters only. Any hyphens in these numbers are removed.

4. Why isn’t the sum total in my credit note negative?

The majority of e-invoices we send follow the Svefaktura invoice standard. This format requires the sum total for each invoice and credit note to be positive.

If you try to send an invoice with a negative sum total, what we’ll probably do is help you to convert the invoice into a positive total as this is how the information is managed.

If you would like further information on this, feel free to contact our support team.


Invoice templates and printouts of paper invoices:

1. What does an InExchange standard template look like when printed out or delivered as a PDF?

When an invoice is sent as a letter or PDF, it is sent in the original layout where possible. If your invoice layout cannot be customized for printing, a cover page can be used for the address information, alternatively use our standard template.

Below is an example of what the standard template looks like. You can add your own logo, in color if you wish, to the template. There is also support for a number of different languages and OCR slips, etc.

Please contact our support team for help with customization.

inex_template_mini_3.png

2. Can joint enveloping be used for our invoices via you?

Yes, several invoices can be sent to a single recipient in the same envelope if you send the invoices to us in the same batch or in consecutive batches. It usually costs less and it’s better for the environment.

Joint enveloping of invoices is managed through the customer number and is a smart solution for companies that use a unique customer number for each invoice recipient. This setting applies to all of the company’s invoicing, which means we carry out joint enveloping for all of your customers if you have chosen to activate this service. Please contact us for further information.

A one-off cost, equivalent to one hour of work, is charged for setting up the service. If you would like to activate this service for more companies, the cost is charged per issuing organization.

3. Can I send paper invoices in color?

Yes, paper invoices can be printed in color. If you want to do this, use our invoice template for print-outs. Feel free to contact us if you have any questions about color print-outs or to order the service.

Once the service has been activated, you can also print attachments in color. If you are using an integrated service, the attachment can be added when transmitting the invoice and it can be printed in color. Alternatively if you’re using InExchange Invoice Printer, the attachment can be printed in color if it’s manually added in the invoice printer stage Invoice control.

This service is as per quote.


Information on recipients with specific invoice requirements >>

Unable to find the answer to your question or interested in finding out more?
You can build on your service with, for example, InExchange Reminder & Debt Collection or InExchange Spend Analysis. Feel free to contact us and we’ll tell you more.

Sent invoices
  1. Sending customer invoices

    1. FAQs about our services
    2. FAQs about invoices
    3. - Invoice to a new e-invoice recipient
    4. - Sent invoices
    5. E-invoice formats
    6. InExchange Postage Optimization
  2. Receiving supplier invoices

    1. Receive invoice
    2. - E-invoice by file (integrated service)
  3. User accounts and settings

    1. Agreements and licenses
    2. Login and account settings
    3. Contact us

No matter which of our services you use to send invoices, you can find your sent invoices from the past 18 months under the menu option Invoices > Sent invoices.

sentinvoices_str.jpg

By clicking on an invoice number in this view, you can choose from several options such as resend invoice, print, create a new invoice based on the invoice in question, or credit it. If attachments were sent with the invoice, you can view them via the Attachments button.

sentinvoice_buttons.jpg

 

FAQs and answers:

1. How long are my sent invoices saved for?

Invoices are saved for 18 months.

2. How can I see which delivery method was used for the invoice?

To see how an invoice was sent to the recipient, you need to have the Delivery column visible in the list of invoices on the Sent invoices page.

To add (or remove) columns:

  1. Click Select columns in the top right corner of the list of invoices (see screenshot below).
  2. Check the box for Delivery if it isn’t checked.
  3. The delivery method will now be displayed in a separate column.

sentinvoices_columns_str_delivery.jpg

3. Can I send an attachment when I resend an invoice?

Yes, you can send attachments when you resend invoices.

What to do:

  1. Go to the Sent invoices page and click the invoice number of the invoice you want to resend.
  2. Click Resend in the invoice view.
  3. A box is displayed where you can change the settings for the invoice. You can switch delivery method and correct or add information if necessary. Click Add attachment or drag and drop the file into the applicable field to send an attachment along with the invoice.
  4. Click Resend.

resendinvoice_settings_str_att.jpg

4. What address did we send the PDF invoice to?

Find the invoice in question on the Sent invoices page and click on the invoice number to view further information and functions.

sentinvoices_exampleinv_str_inv.jpg

Below the invoice details, you’ll find information on which email address the invoice was sent to.

sentinvoices_pdfaddress.jpg

5. Can I re-sort my sent invoices?

Your invoices can be sorted by customer name, invoice number or due date, for example. Click on the header in the relevant column to change the order.

Click Select columns to add or remove columns from the list.

sentinvoices_str_selectcolumns.jpg

Alternatively, you can search for invoices from a certain time period. Use the search fields and filter functions at the top of the page and click Report. You can now re-sort the information in the Excel document created. 

6. Can a sent invoice be deleted or cancelled?

We always do our utmost to ensure that your invoices are delivered in a fast, seamless and dependable way. As soon as you click Send, the invoices are put in a line and sent from us as soon as possible. This means we are unable to delete invoices after they have been sent.

If necessary, however, you can credit an incorrect invoice via your service with us. 

7. Can I create reports on our sent invoices?

Yes, on the Sent invoices page you can easily create Excel reports on the invoices you’ve sent in the past 18 months. 

sentinvoices_str_report.jpg

How to create a report:

  1. Start by choosing which period the report should cover. Use the search fields and filter functions at the top of the page. For example, if you want to produce a report on invoices sent using a particular delivery method, you can filter for this under Delivery method.
  2. You can choose what to base your search on using the small arrow to the right of Invoice no..
  3. Click Select columns to choose which information to include in the report. Bear in mind that the box for Delivery must be checked if you want to include the delivery method.
  4. Click Report.

After a while, you’ll be able to download an Excel file with your chosen information.

8. How do I save my invoices for my accounting records?

Invoices are sent from the invoice issuer to the recipient via InExchange invoice exchange. In other words, we make sure that the invoice goes from A to B. You can access your invoices via your login on our website for 18 months from the date the invoice is sent.

Companies that create their invoices in invoicing software or an ERP system

If you create your invoices in invoicing software, they are usually recorded in an ERP system. You can access the original invoices in your software and, as a rule, you can save them in an electronic format. Obviously you can also print them out from your accounting software.

Contact the supplier of your ERP system if you have any questions about how the service is used.

Companies that create their invoices in our web-based services

If you create your invoices (the original invoices) in our web-based services, you can choose to Download the invoice as a PDF and/or print out a paper copy when you send it. You can then use the invoices as documents for your accounting records.

Printing out copies of invoices and downloading invoices as PDFs retrospectively

Whichever of our services you use to send invoices, you can always find the invoices you’ve sent in the past 18 months under Invoices > Sent invoices via your login on our website. You can print copies of the invoices in this view by clicking on the invoice number in question and then pressing Print. The invoice can then be saved as a PDF.

9. External status of invoices (status at the invoice recipient)

On the Sent invoices page, you can choose to display the External status column. As a supplier, here you can check the status the recipient has assigned your invoices. The information is imported from the invoice recipient’s system.

Note! Bear in mind that this information is only displayed if the recipient has activated this function.

If your invoice recipient has activated this function, you can view the status as follows:

  1. Click Select columns > External status to add the status column to the view (if it is not already displayed). 
  2. Search for the invoice in question and check the status if necessary. If the field is empty, we haven’t yet received any information on the invoice from the recipient. In this case, contact the recipient if you have any questions.
    sentinvoices_extstatus_str.jpg
  3. If you click on an invoice (on the invoice number) with a status notification, you’ll bring up a summary of the invoice and when the information was updated (see this at the bottom of the page). External information in the Username column means that the information was imported from the recipient’s system.

If you have any questions about the status, please contact the invoice recipient for further information.

externalstatus_status.jpg

As a recipient of e-invoices, would you like us to send the status of received invoices to your suppliers? You need to have an integrated API solution for us to be able to do this. Feel free to contact us if you’re interested in this feature and we’ll tell you more.

10. Why is the number of sent invoices on our invoice from you different to the number shown on InExchange Network?

On the Sent invoices page, the Sent column shows the date the invoices were sent from us. Invoices from us are based on the date the invoices were delivered to the recipient.

This is to stop you from being charged for invoices that couldn’t be delivered for some reason.

sentinvoices_delivery_str.jpg


Unable to find the answer to your question?
Feel free to contact us >>

E-invoice formats
  1. Sending customer invoices

    1. FAQs about our services
    2. FAQs about invoices
    3. - Invoice to a new e-invoice recipient
    4. - Sent invoices
    5. E-invoice formats
    6. InExchange Postage Optimization
  2. Receiving supplier invoices

    1. Receive invoice
    2. - PDF invoice (ePDF)
    3. - E-invoice by file (integrated service)
  3. User accounts and settings

    1. Agreements and licenses
    2. Login and account settings
    3. Contact us

The most common e-invoice format in Sweden is Svefaktura. There is also PEPPOL BIS Billing 3.0, for example, which is used internationally within the EU but can also be used domestically. PEPPOL BIS Billing 3.0 is an increasingly common e-invoice format, partly because by law all public authorities in Sweden must be connected to PEPPOL and be able to receive e-invoices in that format. 

We automatically convert invoice formats for our customers and if anything needs adjusting on your invoice (so that it can be delivered in the format the recipient can manage), we’ll contact you.

You can read more:
- On the SFTI website.
- About PEPPOL in FAQs and answers about PEPPOL.

InExchange Postage Optimization
  1. Sending customer invoices

    1. FAQs about our services
    2. FAQs about invoices
    3. - Invoice to a new e-invoice recipient
    4. - Sent invoices
    5. E-invoice formats
    6. InExchange Postage Optimization
  2. Receiving supplier invoices

    1. Receive invoice
    2. - E-invoice by file (integrated service)
  3. User accounts and settings

    1. Agreements and licenses
    2. Login and account settings
    3. Contact us

When you send your entire invoice flow (e-invoices, PDF and paper invoices) via us, we can match your invoice recipients to e-invoice recipients in our network and help you choose the least expensive and most environmentally friendly way of sending your invoices. This isn’t anything you need to keep track of yourself, you’ll receive suggestions as part of the InExchange Postage Optimization service.

See which of your customers you can already start sending e-invoices to today! >> 

PO_save.jpg

More and more of your customers accept e-invoices. Make use of our growing network and capitalize on the benefits of e-invoices. Sending invoices electronically reduces your postage costs and the invoice arrives and can be processed more quickly. We help you choose e-invoices.

FAQs about InExchange Postage Optimization:

1. How does postage optimization work?

When you send all of your invoices via us, we can make savings suggestions for you. 

The suggestions are based on:

The least expensive way you can send your invoices to each invoice recipient and how many invoices you’ve sent to the recipient in the past 12 months.  

2. How do I switch delivery method via postage optimization?

Savings suggestions are given for each recipient on the Invoices > Postage optimization page.

  1. Click Save (+amount) or Switch to change the delivery method for each invoice recipient, and then click Accept at the bottom of the page. 
  2. If you see this i-ikon.png icon on any row, you can move your mouse over the icon for further information on special e-invoice requirements the recipient may have. You should then contact the recipient to obtain the necessary details.

PO_save_switch.jpg


Further information:
- You can also access our automatic postage optimization via our integrated services.
- If you use our free InExchange Web Base service, you’ll need to upgrade your service to be able to send paper invoices and to access InExchange Postage Optimization.

Want to find out more? Feel free to contact us >>

Recipients with specific invoice requirements

See all articles
Reference requirements Coor Service Management A/S - English version

Reference requirements for invoices to Coor Service Management A/S

Swedish version
Danish version
English version


Minimum requirements for invoicing

All invoices must as a minimum look like this;

  • Always - The name of the client
  • Always - if the goods / service has been delivered
  • If it is stated - PO number

Coor's order numbers look like the following example; 1234-12345678

It is important that only the purchase order number is stated.
Below is a selection of examples of additional text that has been added, and thus will be rejected by Coor.

IO: 1234-12345678
Rekv. 1234-12345678
Name - 1234-12345678
1234-12345678 - Name

If the above minimum requirements are not met, we reserve the right to refuse the invoice and accept our payment obligations first from the date we receive a correctly completed invoice.

E-invoice

E-invoice is sent via InExchange EAN-number: 5790002105777
The following is a support to where information should be established for e-invoicing.

Reference field to different file formats

OIOXML:
Order Number: InvoiceLine / ReferencedOrderLine / BuyersID
Reference: ReferencedOrder / BuyersOrderID
OIOUBL:
Order number: Order Reference / ID
Reference: Order Reference / Customer reference

Who should I contact if there are questions?

Contact your operator if you need help with the above.

InExchange Web

See all articles
How do I change the delivery method to an e-invoice?

There are several ways you can change the delivery method of your invoices.

  • Postage optimization - Quickly update your customers you have invoiced via InExchange.
  • Customer Registry - Click Show to open a customer, then Edit at the bottom of the customer card. Select a delivery method under the Invoice settings > Send As.
  • Create Invoice:
    • Option 1: Search for the current customer and press Edit Customer.
    • Option 2: Search for the current customer and press the button showing delivery method: 

How do I add an attachment?

Go to page in InExchange Network: Invoices\Create invoice

 

To add an attachment to your invoice you can follow these steps below

  1. Fill out the invoice form as usual.  When you are finished, click Upload a File.
  2. In the new window, locate the attachment on your computer and select it in the list.
  3. Click Open.  The attachment has now been added to your invoice.  

 

 

Requirements

  • The file must be less than 2 MB
  • The format must be .PDF or any image format
  • An unlimited number of attachments can be added, but each individual file must still be less than 2 MB.
    (An exception will be made for invoices delivered to an e-mail address, where the total limit is 10 MB.)

 

How do I create a credit note?

Create a new credit note

Go to page in InExchange Network: Invoices\Create invoice

Menu_credit_note_str.jpg

If you go to Invoices and Create invoice it will automatically become a debet invoice. If you would like to create a new credit note instead, you click on the text Change to credit note.

Credit an already sent invoice

Go to page in InExchange Network: Invoices\Sent invoices

Menu_sent_inv_str.jpg

1. Select your already sent invoice and click on the invoice number, as shown in the picture below.

Menu_sent_inv_inv_no_str.jpg

2. On the new page, click on the button Credit note.

Invoice_buttons_credit.jpg

 

How do I change the tax rate?

Go to page in InExchange Network: Invoices\Create invoice

1. As usual, start with typing the recipient, invoice number etc.

2. The invoice lines in the invoice body are given as standard 25% VAT (if no other settings have been done on the account). Click on the arrow as in the picture below to change the VAT rate.

3. When you have clicked on the picture, you will be presented with a choice, 25%. This means that you can only use 25%. To add a new VAT rate, click on Add new/Edit.

4. In the new box that is displayed in the middle of the screen, click on Add new as in the picture.

5. A new line is shown where you can type your own VAT rate, in this example we type 0%.

(Check Default if you would like that the new VAT rate should be used as default on every new invoice line).

6. Click on Save to go back to the invoice.

7. If you click on the arrow again, you can select 0% or 25% VAT.

8. Repeat the steps again to add additional VAT rates. You can also mix different VAT rates in your invoices. All you have to do is to put in the right VAT in the right invoice line, and we will handle the summation of the tax for you.

How do I edit a saved invoice?

Go to page in InExchange Network: Invoices\Drafts

If you have started to create an invoice and choose to save it or shut down your browser before you have completed your invoice, it will be saved as a draft. The invoice will be here until you edit it and send it, or remove it. If you have a saved invoice in your outbox, it will be shown by a number to the right of the headline Invoices, representing the number of invoices you have in the outbox.

Menu_drafts_str.jpg

  1. Click on the invoice number under the headline Doc.no. on the invoice you would like to edit.
  2. Complete the invoice and click on Continue and then, just as usual, Process invoices
Can I copy an invoice?

Go to page in InExchange Network: Invoices\Sent invoices

Yes, you can easily copy a sent invoice.

Follow these steps:

Menu_sent_inv_str.jpg

1. Select your already sent invoice and click on the invoice number as in the picture.

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2. On the new page, click on the button Copy as in the picture below.

Invoice_buttons_copy_str.jpg

3. A new invoice is now created with the exact same content. Make any possible corrections and then click on Continue and Process invoices to send the invoice, just as usual.

InExchange Invoice Printer

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Want to use invoice printer for more than one company?

In the new invoice printer, the logged-in user is saved for 12 hours after the first login of the day.

If you have multiple companies but use different user accounts for each company or multiple colleagues using the same computer, the printer will be locked to one of the companies and user accounts.

To be able to print from multiple companies or accounts, you need to do one of the following options:

  • You can request access to all companies from one of your user accounts, instead of using a unique account for each company. This allows you to be prompted regarding which company the invoices should be printed for. Ordering changes for the user account is done through "Send a request."
  • You can remove the ability for the invoice printer to remember the last login; to do this, you need to contact Inexchange support.
Error code: XC30 XC28 XC29

Error code: XC30/XC28/XC29.

The error occurs when your user account on your local computer has lost the permissions to move or modify files.

This is typically resolved by following the steps below:  

  • First, restart your local computer (in some cases, this step alone may be sufficient)
  • Run our repair program.
    This is initiated through the Invoice Printer's installation file, which is usually found in the file explorer on your local computer, or you can download the file from this guide: Upgrade the invoice printer for Inexchange´s new webb solution

 

If the above steps do not work, the permission to "write" needs to be added manually to the relevant user account for the directory, C:\ProgramData\InExchange Factorum.

Note: To change permissions, the user needs to have administrative privileges, or this is handled by your IT technician.

 

  1. Open the hidden folder C:\ProgramData, where you will find a folder named InExchange Factorum. 
  2. Right-click on InExchange Factorum, click on Properties, go to the Security tab, and click on Edit.
  3. In the new window, select the user account that whats going to use the Invoice Printer, both Read and Write needs to be approved in the Allow column.


To locate program data, you need to enable "Show hidden files and folders". Refer to Microsoft's guide for  Windows 7, windows 8,1 and windows 10 or the guide for windows 11.

Print preview

In this view, you will see the invoice template used for the paper invoices you send via InExchange.

Print_preview_ed_abc.png

Note that you do not see all of the tabs above on your screen, but only those that are relevant to you.

Below are explanations for the different options.

Ikon_16---A.png You are using Printed invoice
Here is what your original invoice looks like. We use your invoice template when sending paper invoices. Click and drag to view different parts of the invoice. Note that we only show the first page of a multi-page invoice in this view.

Ikon_16---B.png You are using Invoice template
This view shows your invoice in the InExchange default template. It is used when printing your invoices when the address information on your own invoice template does not fit in the window envelope or if there is missing any other business information.

Ikon_16---C.png You are using Cover page
Cover sheets are used when sending paper invoices. For example, the reason may be that there is no return address on your invoices. Here you can see what the printout looks like.

Compare printed & template
If InExchange invoice template is used, you can compare the printout of the original invoice to the template that is used.

Settings
Here you will find information about the print vendor to which the invoices are sent, as well as settings for how and when your paper invoices are sent.

Other:

Show Datamatrix overlay
Show areas on the invoice where tracking information is placed. These fields may not contain any invoice information, they will be overwritten upon printing.
Show_matrix.png

Ikon_16---Utrop.png For you who use InExchange Invoice Printer:
Once you have approved your sample invoices, you can see how your paper invoices look. Click View, in the Invoice check step on the invoice printer, to open the current invoice in your browser. Then tap Print Preview to access the view above.

Update the invoice recipient’s network connection in the invoice printer

If you need to reconnect an e-invoice recipient to the network (for example, during reorganization at the recipient), you can do so in the step Select how your invoices should be sent in InExchange Invoice Printer.

To change the connection to the network, you can choose to search for the company name, GLN or registration number. Then select the right recipient in the hit list to connect your customer to the correct recipient in the network. A green check Faktura_ok.jpg in the left column shows that an active e-invoice recipient has been linked to your customer in your customer registry at InExchange

Connect_rec_InEx.png

You can also change the link on an e-invoice recipient in your customer registry in the InExchange Network. Read more here.

If you do not find the current recipient, please contact InExchange support. 

Ikon_16---Utrop.png Please read more about InExchange Invoice Printer in our Get started guide.

How do I install InExchange Invoice Printer?
  1. Download the installation file for InExchange Invoice Printer here, save it on your desktop. We will automatically select the correct version for you, just click the Download button after you have logged in.
  2. Double-click on the file that you saved earlier, follow the on-screen instructions to install the printer.
  3. When the installation is complete, restart your ERP system. 

You are now ready to send invoices by printing to InExchange Invoice Printer. If you have already used our service on another computer, you can just continue to invoice. If it is your first time using the software you need to send sample invoices to us.

Read more: 

How do I transfer a sample invoice?

Can I send a PDF invoice through InExchange?

The service to send PDF invoices to companies and individuals through InExchange Invoice Printer is already included in your contract. If you are not sure of what prices you have please contact us by e-mail or phone. If you are unsure of how to go about it, you can easily follow the guide below.

1. Search for the invoice that will be sent in your ERP and print it to InExchange Invoice Printer. A notice appears in the lower right corner saying prints are being processed.

2. As soon as the job has been processed locally, the option to transfer your invoices to InExchange is shown. So far, the invoices are only on your local computer.

-Yes, transfer now

The invoice printout will leave your local computer and get transferred to InExchange. This means that the invoice will be moved to InExchange and not to the final client. Even if you cancel after you have transferred the invoice, the invoice still remains at InExchange until you choose to send or alternatively delete it.

- No, later

The invoice printout will be put in queue on your local computer and will not be sent to InExchange. For every printout that you choose this alternative, it will be put in queue until the next time you print. So if you select No, later it will appear the next time you print something and choose Yes, transfer now.

- No, delete

The invoice printout will be deleted and never sent to InExchange. Use this alternative if you immediately see that the printout is faulty or if you by mistake, have printed something else than an invoice to us.

3. In this case, we would like that the invoice printout will be sent immediately to InExchange. Therefore, select Yes, transfer now.

4. The box will close and you will shortly see a login box. Fill in your user information that you have got from your welcome mail, and click on Log in. (If you have forgotten your login information you can click on “Unable to log in?”)

5. When you have logged in, a list over the printouts that are ready to be processed by InExchange is shown. Click on the button Transfer.

6. If every invoice went through our controls, the picture shown below will appear and you will then click on Next. If anything would go wrong we would automatically receive a message about it and check the error and notice you as soon as possible.

7. You will now be presented with the customer numbers that have been matched and it is now time for you to select where and how your invoices will be delivered. Regarding the PDF invoices, you will only need to do one thing here and that is clicking on the arrow under Send as on the correct company and select PDF. Thereafter, you must specify an e-mail address where the invoice shall be delivered under the panel Customer’s e-mail. The e-mail address you have entered will be saved in your customer register. So if you invoice the same customer number in the future, it will be filled in automatically.

8. You will now be presented with a list of every invoice number that has been transferred and a small overview. Here you can see an example where we have transferred an invoice with the delivery way PDF. When you click on Send the invoices will be delivered to the entered e-mail addresses the same work day. 

Your network

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Extend your network by sending a request

Go to page in InExchange Network: Start\Extend your network

Here is how:

1. Find the company you are searching for by writing their company registration number or their company name in the search box and click Search. Then click on the company name in the list presented below the search box.

connect_comp_str.png

2. Now send a request by clicking on either I want to receive or I want to send.

request_receive_str.png

After you have submitted a request and the recipient has approved the relationship, you have a connection – you will now see the symbol for Connected in the table. 

connected_str_2.png

 

Does the recipient have any special requirements for sending e-invoices to them?

Path to InExchange Network: Start\Connect company

You can through InExchange Network control if there are any special requirement that needs to be fulfilled when sending e-invoices to a new receiver. 

Here's how you control this:

1. Search for the company by using the company name, their organisationsnumber or their GLN number.(Contact InExchange if you can't find the receiver.)  

Extendnetwork_search_str.png

1. Approval/Send request

Sometimes when sending e-invoices to a new receiver you might have to be approved as a invoice supplier first. In those cases you will have to send a request to the receiver before the first e-invoice. 

When looking up the receiver in InExchange Network you will be able to see if they require suppliers to be approved before sending any e-invoices. This is shown in the receiver notes (See the first marked field in the picture below). Click on I want to send to send a request to the recipient in question. (Note that you only have to send a request if Supplier must be approved  is marked).

Here you can read more about connecting to new companies. 

2. Reference control

If the reciever has activated an control for when suppliers send e-invoices to them the text Has controls will have a marking in the box next to it. You will have to contact the recipient directly to get information about what references or other information that they require on e-invoices that are sent to them.

Observe that if the recipient has a reference control on their incoming invoices you will not be able to send e-invoices without a valid reference. This will be controlled by InExchange when it's sent through our network(If the receiver uses a different invoice operator the reference will be controlled by the receiving operator. You will then be contacted through e-mail if any error occurs). 

You cannot send e-invoices to another receiving operator if you are using our InExchange Web Base service. To do this you will need to upgrade your service to either InExchange Web Plus or another of our automated services. Contact InExchange for more information.



How do I change my connection to an existing customer in InExchange Network?

Go to page in InExchange Network: Registry\Customers

In InExchange Network, you can create and modify connections between a customer in your customer directory, and a recipient in the network.

When you enter a company’s name in customer information, normally the name will be completed automatically. If the recipient can be identified by InExchange, this name will be automatically filled out in the box Connected to InExchange Network. If there are several entities attached to one customer registration number it is good to check that the correct entity was filled in.

This is how you change a connection:

  1. Search for the customer that you want to change settings for and click Show.
    Show_cust_str.png

  2. Now, click on Edit, in order to access the settings for this customer. At the bottom of the customer card, you will see the connection to a recipient in the network. In order to change the connection, type either the company name or company registration number (without a hyphen) in the field Company under Connection to InExchange Network. When you begin typing, you will receive suggestions that match your search. Select the appropriate recipient and click Save.

    Edit_cust_str.png

If you cannot find the recipient that you are looking for, please send in the recipients information via the form "Extend my network". Contact the recipient if you don't have all the needed information.

One of my customers requires e-invoices, what do I do?

If you have received a letter that requires you to deliver electronic invoices to an organization, you do not need to let us know.  The only thing that you need to is to create and send an invoice via the service that you already have with us, and chose the customer in question. 

This works as long as the recipient in question can be identified by InExchnage. In order to check if the recipient is already available, see the guide below.

  1. Login to InExchange Network with your username and password.
    2. Click on the tab ”Start” and then ”Extend your network” on the overview page.
    3.  Search for the company by using the company name, company registration number, or GLN. 

If the company is shown here, then the recipient has a connection with InExchange.  If they are not listed, please contact InExchange Support

Read more:

Does the recipient have any special requirements for sending e-invoices to them? 

InExchange Postage Optimization

By sending invoices electronically you save on postage costs and at same time you save the environment. The invoice is both delivered and managed faster when sent electronically.  

When you send your whole invoice flow through InExchange you will get a savings proposal from our service InExchange Postage Optimization. The savings proposal given is based on the cheapest possible alternative that you can send your invoices to your customer and how many invoices that you've sent in the last 12 months. The savings amount thus reflects the last 12 months of postage costs to the customer. 

PO_ed_600.jpg

Read more

How do I change the mode of delivery through InExchange Postage Optimization?

How do I change the delivery method via InExchange Postage Optimization?

Go to page in InExchange Network: Invoices\Postage optimization

InExchange Postage Optimization helps you to choose the most cost-effective and environmentally friendly way to send your invoices. Saving suggestions are given for each recipient. 

1. Here you will see the current savings opportunities. Click on Save (+amount) to change the method of delivery to the recommended method for each recipient. Then, click on Accept at the bottom of the page when you have made your selections. The standard delivery method has now been changed for the chosen recipients. 

PO_ed_600.jpg

2. If you see this icon i-ikon.png on any row, move your mouse over the icon in order to get additional information. It is possible that the customer has special requirements for sending e-invoices to them. In that case, contact the recipient according to the instructions that are presented to get more information about, for example, approved invoice references. 

This function is not available to customers using our free service, InExchange Web Base. In order to get access to this function, you need to upgrade to InExchange Web Plus or one of our other automated services.   

 

Can you change the payment terms for a customer?

Go to page in InExchange Network: Registry\Customers

1. Search for the customer in question in Registry > Customers and then click on Show

2. Click on Edit to edit your customer information.

3. Below Invoice settings you will find a field called Payment terms

Click on the arrow to:

  1. Modify an existing value. 
  2. Choose Add new to create a new payment term.

To save your changes you will need to click on Save

 

Change the e-mail address for PDF invoices on existing customer

Go to page in InExchange Network: Registry\Customers

Search for the customer you want to edit. Click on Show and then Edit.

Go to the section Invoice settings and change the e-mail address on Send to (when PDF). Once the change is complete, press Save

How do I change delivery method and recipient on the invoices?

Go to page in InExchange Network: Registry\Customers

Users of our integrated services can choose to manage these kind of customer settings in the files you transfer to us, but they can otherwise be managed on the customer cards via Registry in InExchange Network.

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Under Connection to InExchange Network you search for the e-invoice receiver. You can search by name or registration number.

 

Can I export my customer/supplier registry from InExchange Network?

Go to page in InExchange Network: Registry\Customers, Suppliers

Yes, in InExchange Network you can create reports that contain information from your customer and supplier registries. The information is exported to an Excel document, which you have the ability to open and save on your computer. 

How to:

1. Choose Customers or Suppliers, depending on which registry you want to work with.  

2. To create a report on your entire registry, simply click on Report.  If you want to search for a specific customer number, customer name, supplier name or company you simply need to type that information into the applicable search sections and click Search (please note that you can search for parts of words using * before or after the word - this search may take a bit longer). After a moment you will see a list that includes the information that you searched for. Then click on the Report-button. 

3. When you have clicked on Report, the system will begin generating an Excel report with the chosen information. After that is complete, you will get the option to either save or open the file. 


The files contain the following information:

Customer Registry Customer number
  Customer name
  Company registration number
  VAT number
  GLN
  Send as
  E-mail (PDF)
  Connection to InExchange Network
   
Supplier Registry Supplier number
  Supplier name
  Company registration number
  VAT number
  GLN
Can I upload my article directory to InExchange?

Currently, there is no function to save/import your article directory to InExchange Network to use with any of our web-based invoice services. If you already have an ERP, contact us to find out more about our automated services.

 

If you manage e-orders through InExchange you will have the possibility to create or import your article directory to InExchange Network. You are welcome to contact us for more information regarding this. 

Sent invoices

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How can I see which delivery method was used for my invoice?

Pathway to Inexchange NetworkSökväg: Invoices\Sent invoices

You can control the delivery method of the invoices sent through InExchange by logging into your account on our website www.inexchange.com.

 

1. Go to Sent invoices and click on Select columns 

2. Mark the box Delivery  if it's not already marked. 

3. The delivery method of your sent invoices will now be shown in the list. 

You can in this view choose to add/remove columns of your choosing. 

 

What address did we send the PDF invoice to?

Go to InExchange Network: Invoices\Sent invoices

Find the current invoice in the Sent Invoices view in InExchange Network and click on the invoice number to access additional information and features.

Sent_inv_str.png

Below the invoice information, you will find information about which address the invoice was sent to. 

PDF_address_str.png

External status on invoices

Go to page in InExchange Network: Invoices\Sent invoices

On the page Sent invoices you can choose to view the column External status. Here you can, as an invoice supplier, control the receiver status on your invoices. The information is imported from the invoice receivers system. 

If your invoice receiver has activated this function, follow the steps below to see the status on your invoices: 

1. Click on Select columns External status to add the status column in your view (if it's not already visible in the columns). Click here to see how you do this. 

2. Search for an invoice and control this when you need to. The field in the column will be empty if we have not received any information regarding the invoice from the receiver. If this is the case, you will have to contact the receiver directly for any questions regarding the invoice.  

3. If you click on a invoice (on the invoice number) that has a status notification you will be able to see a short summary about the invoice status and when it was updated. 

The user External information in the field User in the picture below means that the information was collected from the receivers system. 

Please direct any questions regarding invoice statuses to the invoice receiver for more information.

Do you as a invoice receiver of e-invoices want to send feedback to your invoice suppliers? You will need an integrated API solution from your side to do this. Please contact us if you are interested and we will tell you more about this. 

Why is the number of sent invoices not correct on the invoice I have received from you with what is shown in InExchange Network?

In InExchange Network shows column "Sent" the date when InExchange has received the invoices from you. What is shown on the invoice you received from us is based on the date of when the invoices were actually delivered from InExchange to the recipient.

The reason for this is so that you will not be charged for invoices that have not been delivered.

 

Can I get statistics on which delivery method we use on our customer invoices?

Go to page in InExchange Network: Invoices\Sent invoices

Yes, follow the below steps to receive statistics on this. 

  1. Choose a time period. You can also choose what the statistics should contain. You can choose this by clicking Select columns.

  2. Click on Report.

After processing the information the result will be presented in an Excel-document. You can sort the content through customer name, delivery method and so on. 

You can also view the statistics through Start > Overview > Dashboard.

 

For how long are my sent invoices saved?

In our basic agreement, all sent invoices are saved three (3) months on our website. This means that you can only see the history on those invoices you sent up to three months ago. This could, if demanded, be expanded to 18 months. Please contact us by phone or e-mail to activate this service.

Please note that this applies to the invoices you can see on our website (Click here to show).