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InExchange User guides

Here you can find all of our user guides.

User Guide for Inexchange Invoice Printer (New Web)

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User management
  1. Userguide for Inexchange Virtual printer (New web)

    1. About the virtual printer
    2. Transfer an invoice
    3. Dashboard
    4. User details
    5. Change between companies
  2. Activate Create invoice
    1. Create invoice
  3. Invoices

    1. Invoices to manage
      1. - Choose and change delivery method
      2. - Add attachment
      3. - Take action on invoices
    2. Sent invoices
    3. Recieved invoices
  4. Register

    1. Customers
    2. Suppliers
  5. Settings

    1. Subscriptions
    2. Generel - Company information
    3. Generel - Contact information
    4. Generel - Reports
    5. Generel - User management
    6. Accounts receivable - Invoice settings
    7. Accounts receivable - Print settings
    8. Accounts receivable - Service settings
    9. Accounts payable - Reference management

Under Settings at the bottom left of the main menu, you can manage different features related to your account. By clicking on Manage under User Management, you can add users and manage which users should have access to Inexchange.

To see the history of previous administration of users, you can click on the information button on the far right.

If you want to add a new user, click on Add user, and fill in the email address, first name and last name. The e-mail address then becomes the user's login and it is this e-mail that is entered to log in to Inexchange. If you have more than two users already, the notice "You have reached the limit of (2) free users" will appear. 2 users are included in the service, if you wish to add more there is a cost of SEK 49/month per additional user. 

You can also decide what type of authorization the user should have for the various products. If you want the user to become a Super user, click on Make super user, this means that the user gets access to manage and change all functionality regarding the product.

  • Reader - Access to see only information related to the service. For example, only see invoices but cannot manage them.
  • User - Access to use, but not change functionality regarding the service.
  • Admin - Access to manage and change functionality regarding the service

By clicking the three small dots to the right of a user's row, a superuser or admin may have the option to change an existing user's products or roles, or remove the user entirely from Inexchange.

 

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Upgrade the invoice printer for Inexchange's new web solution

It's time to switch to our new smooth web application!!

Inexchange has developed a new web application with an associated invoice printer. The old web application and invoice printer will be discontinued. By transitioning to the new web application, you will be provided with a more efficient and user-friendly environment, including fewer manual steps and consolidated management of invoices and customer information.

Please note that the service that previously allowed visibility in the network to receive PDF invoices (ePDF service) will be discontinued once you proceed with the upgrade and transition to the new web application. Instead, you will have the opportunity to purchase our new service: Supplier Invoice Basic, which will replace your current service. This means that you will be one step closer to a fully digitized invoice solution as this service entails receiving e-invoices directly via Peppol.

This is how the upgrade works:

The procedure consists of two steps:

1. Upgrade the invoice printer
2. Transition to the new web application for all users



1. Upgrade the invoice printer



To be able to use Inexchange's new website together with the new Invoice Printer, a new Invoice printer application needs to be installed on all computers or servers that have the old Invoice printer installed.

To perform these actions you need administrator permissions on the computer or server, if you do not have these permissions you need to contact your IT department or system administrator.

Uninstall

1. First, the old invoice printer needs to be removed, which can be done by opening the computer's "Control Panel", which is usually accessible via the start menu.

2. Then open the management of installed programs, which often goes by something like "Programs & Features", "Apps & Features", or "Add/Remove Programs".

3. Locate "Inexchange Invoice Printer" in the list of programs and select "Uninstall".

4. Follow the uninstallation wizard.

Installation

1. Download the new application for the Invoice printer. (The installation file is attached at the end of this document.)

2. Begin the installation by double-clicking the downloaded file.

3. Follow the installation guide that appears.

Attention! If the installation is on a server, the user who prints the invoices must have write permission on the following directory:

C:\ProgramData\Inexchange Factorum

All users utilizing the server to print invoices must have an instance of the process xAgent.exe active. This is best addressed by copying or adding a shortcut to the process for each user's "Startup" directory.The process can be found in the following directory:
C:\Program Files\Inexchange\Inexchange Fakturaskrivare\x64
Or in:
C:\Program Files\Inexchange/Printer



2. Transition to the new web application for all users



After you have installed the new invoice printer, you need to log in to web.Inexchange.se and complete the company's upgrade.

To upgrade the company, you need to press the button "More information / Start Upgrade".



I det nya fönstret behöver du bara klicka på "Gå vidare" om du redan gjort ovan steg. 


In the new window, you only need to click "Continue" if you have already completed the above steps. The video will guide you through all the steps you need to install the new invoice printer.

After pressing "Continue," you will be able to upgrade your company to our new web platform. The upgrade button may appear gray, and you might see the button labeled "Manage Invoices."
This means that your company has pending invoices that have not been processed. If you click the button, you will be taken to the invoices to manage them. If the page appears empty but the button is still visible, you need to contact InExchange support, and we will assist you.

Once you have handled all invoices, you need to go to "More Information / Start Upgrade," and after clicking "Continue," the "Upgrade" button will turn yellow, allowing you to complete the upgrade.






User guide for InExchange Web

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Introduction to InExchange Web
  1. Get started

    1. Introduction
    2. Create account
    3. Find your way around
  2. Send your invoices

    1. Create invoice
    2. Choose customer
    3. Invoice header
    4. Invoice rows
    5. Additional charges and discounts
    6. Invoice notes and attachments
    7. Preview and save invoice
    8. Send invoice
  3. Read more

    1. When the invoice has been sent
    2. FAQs about InExchange Web >>
    3. Connect a customer to a recipient in the network

Through our web-based services, Free and Basic, you can easily send e-invoices to your customers simply by logging in to InExchange Network. In this guide, we explain how you get started with the service, create invoices, connect your customers to the recipients in the network, and find your sent invoices.

Our web-based services are recommended for users who do not use an ERP system for creating their invoices. If you have an ERP system, InExchange Invoice Printer (Premium) is a fitting solution. It allows you to continue to create your invoices as usual, and to then print them to the virtual invoice printer. Read more about the invoice printer here.

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Create account
  1. Get started

    1. Introduction
    2. Create account
    3. Find your way around
  2. Send your invoices

    1. Create invoice
    2. Choose customer
    3. Invoice header
    4. Invoice rows
    5. Additional charges and discounts
    6. Invoice notes and attachments
    7. Preview and save invoice
    8. Send invoice
  3. Read more

    1. When the invoice has been sent
    2. FAQs about InExchange Web >>
    3. Connect a customer to a recipient in the network

You can sign up for InExchange and create an account on our website

www.inexchange.com.

  1. Click on Sign up.
  2. Fill in your information.
  3. Click on Create my account.

You have now created a Free account, which means that you can send up to 100 e-invoices/PDF invoices per year free of charge. 

If you want to be able to send paper invoices, upgrade your account to Basic. You can do this through your login to InExchange Network. Click on Upgrade and choose Basic (or other service of your choosing) and click on Upgrade as shown below.

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Find your way around
  1. Get started

    1. Introduction
    2. Create account
    3. Find your way around
  2. Send your invoices

    1. Create invoice
    2. Choose a customer
    3. Invoice header
    4. Invoice rows
    5. Additional charges and discounts
    6. Invoice notes and attachments
    7. Preview and save invoice
    8. Send invoice
  3. Read more

    1. When the invoice has been sent
    2. Reminders & Debt collection - New service
    3. FAQs about InExchange Web >>
    4. Connect a customer to a recipient in the network

Go to page in InExchange Network: Invoices\Create invoice

If you are still not logged in to InExchange Network, you can log in now with your username and password.

Choose one of the following in order to create an invoice:

  1. Click on Create invoice on the start page.
  2. Click on Invoices and then on Create invoice in the menu.

Regardless of which you choose, you will find yourself on the page Create invoice.

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Create invoice
  1. Get started

    1. Introduction
    2. Create account
    3. Find your way around
  2. Send your invoices

    1. Create invoice
    2. Choose a customer
    3. Invoice header
    4. Invoice rows
    5. Additional charges and discounts
    6. Invoice notes and attachments
    7. Preview and save invoice
    8. Send invoice
  3. Read more

    1. When the invoice has been sent
    2. Reminders & Debt collection - New service
    3. FAQs about InExchange Web >>
    4. Connect a customer to a recipient in the network

Go to page in InExchange Network: Invoices\Create invoice

Now you can create your first invoice. You can also choose a credit invoice.

See our video about Creating an invoice >>>

Please note! A tip is to start by creating a test invoice by clicking on the button Create test invoice. Test invoices are not saved and are only sent to your e-mail address. This allows you to easily experiment with the service and review the final result before getting started.

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Choose a customer
  1. Get started

    1. Introduction
    2. Create account
    3. Find your way around
  2. Send your invoices

    1. Create invoice
    2. Choose a customer
    3. Invoice header
    4. Invoice rows
    5. Additional charges and discounts
    6. Invoice notes and attachments
    7. Preview and save invoice
    8. Send invoice
  3. Read more

    1. When the invoice has been sent
    2. Reminders & Debt collection - New service
    3. FAQs about InExchange Web >>
    4. Connect a customer to a recipient in the network

Go to page in InExchange Network: Invoices\Create invoice

Start by typing in the customer’s name (alternatively a customer number, company ID number or GLN) in the search field Customer. As you begin typing, you will receive suggestions of companies that are already part of InExchange Network or are in your customer registry.

Choose an existing customer or create a new one by selecting Create a new customer. If you choose to create a new customer, you will immediately find a customer card that will ask you to input the following: customer number, delivery method, terms and addresses, etc. Click on Save to save the customer to your customer registry.

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Invoice header
  1. Get started

    1. Introduction
    2. Create account
    3. Find your way around
  2. Send your invoices

    1. Create invoice
    2. Choose a customer
    3. Invoice header
    4. Invoice rows
    5. Additional charges and discounts
    6. Invoice notes and attachments
    7. Preview and save invoice
    8. Send invoice
  3. Read more

    1. When the invoice has been sent
    2. Reminders & Debt collection - New service
    3. FAQs about InExchange Web
    4. Connect a customer to a recipient in the network

Go to page in InExchange Network: Invoices\Create invoice

Now fill out the invoice date, expiration date and other necessary information in the invoice header.

You can also, if needed, change the customer by clicking on Change customer, or change the information in the customer card by clicking on Edit customer.

You can choose to use a manual number series or an automatic one. You can make settings for this in InExchange Network > Account > Profile > Number sequences.

If you want to include a specific contact person for the invoice, type that in the field Your reference. If you have received a specific order number from the customer, you can type that into P.O. no. Click on Show additional references for additional reference fields. You can read more about references here.

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Installation of InExchange Invoice Printer - Part 1

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Installing the invoice printer
  1. About InExchange Invoice printer

    1. Introduction
    2. Order service
  2. Get started

    1. 1 - Installing the invoice printer
    2. 2 - Transfer invoice examples
    3. 3 - Review and approve example invoices
  3. Send invoices

    1. Start invoicing your customers through the invoice printer

InExchange Invoice Printer is a software that becomes a virtual printer on the computer where it's installed. The invoice driver must be installed on the same computer as the ERP-system is installed on.

Ikon_26---1.png  Installing the invoice printer

1. To install the InExchange Invoice Printer, click here.
Log in with your user information and click on the button Download.

Can I install InExchange Invoice Printer on a server?

2. Run the file and follow the on-screen instructions.

You are now ready to send invoices by printing them to InExchange Invoice Printer. If it's the first time you use the application, you'll need to transfer sample invoices through the invoice printer before you can start billing your customers. More about this in the next step. 

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I'm having trouble with PDF printing to InExchange Invoice Printer

Using an ERP system that makes PDF printouts can mean that you need to make adjustments on the computers that use InExchange Invoice Printer. This is because the invoices go through additional software, usually a pdf-reader, before the printing goes to InExchange Invoice Printer.

Depending on the software, we don’t always get readability in the invoices that are transferred to InExchange Invoice Printer. Below is a suggestion for actions that can be done on the computers and which normally makes the printouts readable.

NOTE! The actions listed below require the user to be an administrator in Windows!

    • Install Foxit Reader pdf reader (free version)

Below is more information about the steps required for the solutions.

Disable Google Chrome's built-in PDF reader

The built-in PDF reader in Chrome always makes the printouts to InExchange Invoice Printer lack readability. The built-in PDF reader therefore needs to be disabled if you use Chrome together with your ERP system. Follow the steps below to do this.

Paste chrome://settings/content/pdfDocuments into the address bar of Chrome and go to the page.

Activate the choice to download pdf files instead of opening them in Chrome.
PDF_and_Chrome.png

Download Foxit Reader

The free version of Foxit Reader is available for download here https://www.foxitsoftware.com/downloads/

Press the 'Free Software' tab and then select 'Free Download' by Foxit Reader.

Foxit.png

After installation, you just need to open your PDF with Foxit Reader and print to InExchange Invoice Printer as usual.

NOTE! Have at least version 9.4.0.16811, if you have Foxit then try to make sure you always have the latest version!

Foxit-update.png

Introduction
  1. About InExchange Invoice printer (Premium)

    1. Introduction
    2. Order service
  2. Get started

    1. 1 - Installing the invoice printer
    2. 2 - Transfer invoice examples
    3. 3 - Review and approve example invoices
  3. Send invoices

    1. Start invoicing your customers through the invoice printer

By using the InExchange Invoice Printer (Premium) you simplify the handling of your invoices. You choose the virtual printer instead of your normal local printer when printing your invoices, and then transfer the invoices to InExchange. One of our three modes of delivery; electronic invoice, PDF invoice or paper is chosen for the respective receiver. The invoices will then be delivered fast and easy.

You will not need to print your invoices manually anymore, you neither have to fold and envelop your invoices nor have different routines for invoices with different modes of delivery. This means that you can send your whole invoice flow through InExchange by using the same print routine, and you will be able to reach all of your customers through one service.

It's simple to get started:

Ikon_26---1.png Install the invoice printer

Ikon_26---2.png Transfer invoice examples to InExchange

Ikon_26---3.png  Review and approve the reading of the invoice examples

You can thereafter immediately start sending invoices to your customers! 

Have you already approved your invoice examples?
Then you are welcome to read more about how to work in the invoice printer and use it fully in Part 2 of this guide.

User guide - Part 2

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Order service
  1. About InExchange Invoice printer

    1. Introduction
    2. Order service
  2. Get started

    1. 1 - Installing the invoice printer
    2. 2 - Transfer invoice examples
    3. 3 - Review and approve example invoices
  3. Send invoices

    1. Start invoicing your customers through the invoice printer

You can order the service through InExchange Network or by contacting us.

To order the service through InEchange Network, follow the steps below:

  • If you haven't already, start by creating an account  and upgrade your service through Upgrade > Choose InExchange Invoice Printer > Click on the Upgrade-button. See below.

activate_service.gif

  • You are welcome to contact us if you have any questions or if you want to order our service over the phone. You can contact us on 0500-44 63 60. 

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Transfer invoice examples
  1. About InExchange Invoice printer

    1. Introduction
    2. Order service
  2. Get started

    1. 1 - Installing the invoice printer
    2. 2 - Transfer invoice examples
    3. 3 - Review and approve example invoices
  3. Send invoices

    1. Start invoicing your customers through the invoice printer

In order to enable a conversion to an e-invoice, we need to know where the different information has been placed on your invoices. Invoice templates are created so that we can properly load all the information. We therefore ask you to submit examples of how your invoices look.

The following links provide answers to common questions about sample invoices:

Ikon_26---2.png  Follow these steps to send in your sample invoices:

  1. Start your ERP and choose the invoices that you want to transfer to us  as your sample invoices. You can use old invoices for this without any problem. 
  2. Choose InExchange Invoice Printer when printing the invoice.
  3. Choose Yes, transfer now  in the pop-up window that shows up on your monitor.
  4. Log in and click on the button Transfer invoice examples.
  5. Close the program.

Your invoice examples will not be sent to the customer.

We will then create your invoice loading templates from the examples that you have transfered. We will contact you as soon as we're done so that you can review our work. After approving these you can start sending invoices to your customers. 

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Common Invoice examples

When you send invoice examples to our InExchange Invoice printer, it's good if you send us different types of examples so we can instantly create correct templates for loading different types of data and invoice types.

It is important that you use original invoices and that you use your regular invoice templates. The invoice examples will not be forwarded to the recipient.

Common examples:

  • Invoice (single sided and multipage)
  • Credit Invoice (single sided and multipage)
  • Invoice Copy (ignored by InExchange)
  • Invoice with fees and discounts
  • Invoice with round-off amounts
  • Invoice with different VAT rates


You only need to submit examples of what is applicable and used by you.

User guide for InExchange Invoice Printer - Part 2

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FAQs about InExchange Invoice Printer
  1. Get started

    1. InExchange Invoice Printer
  2. Choose how to send your invoices

    1. 1 - Transfer your invoices
    2. 2 - Choose delivery method and recipient
    3. E-invoice
    4. PDF-invoice
    5. Paper invoice
  3. Invoice control

    1. 3 - Send invoice
    2. Add attachments
  4. Maximize your service

    1. Match your customer register
    2. Send full invoice flow
    3. Reminders & Debt collection
  5. Read more

    1. Find your sent invoices
    2. Printer Settings
    3. FAQs about the invoice printer >>

Get started with the help of our guides:

About InExchange Invoice Printer

1. How do I install the invoice printer?

See our installation guide for instructions.

2. Can I only send e-invoices through InExchange?

You can send e-invoices, PDF and paper invoices through the invoice printer.

3. On which operating systems does the invoice printer work?

InExchange Invoice Printer can be used on all Windows operating systems after version 98.

In addition, the invoice printer works when using for instance a MAC computer (Apple, Macintosh), that has the ability to switch from MacOS to run the ERP in a Windows environment.

What is required is that you are able to print a Windows print file directly from your ERP to the invoice printer. We then check if we are able to obtain all necessary information from your invoice printouts and get back to you usually within one working day with a notice if we can create loading templates based on submitted files.

4. The file that is sent to the invoice printer, what format should it be in?

What we need from you is a normal Windows printout file from your ERP. Format requirements and invoice content is later checked by us before the file is delivered.

For us to be able to manage the file, the invoice needs to be printed directly from the ERP to the invoice printer. If the file is first saved and then sent to us, the information will not get to us in the way that makes it possible for us to change your invoice to an electronic invoice.

Please note that PDF files sometimes cannot be used when loading invoice files because the text information in the file often gets converted to be displayed as graphics.

We support nearly 400 different ERP systems, so the chance that you will get started with electronic invoicing in a quick and flexible way is very big. Please contact our support and we will tell you more!

The information that is sent via InExchange Invoice Printer shows how the invoice looks like at printout (picture of the format tif) and what text it contains and its placement (structured text of the format gdixml). We will use this later to create loading templates which converts your invoice printout to an e-invoice. 

5. What does the the different colored marks mean in the invoice printer?

When you send invoices via the invoice printer, you will see marks and possibly certain types of alerts in different colors. They will help you choose the best delivery method for each recipient and correct any errors - they will give you information that will faciliate your work when sending your invoices.

Point your mouse pointer on the icon in the invoice printer to read the message:

VP_Green.png Green mark:
Your chosen settings work and you have selected the best possible method of delivery for the current recipient. You can go to the next step in the invoicing with the existing settings.

VP_Orange_2.png Orange mark
You can send the invoice with these settings and move to the next step in the invoicing process, but the system will give you suggestions for a better alternative in the choice of delivery method.

VP_Red.png Red mark:
You cannot send the invoice without correcting the settings for your current recipient. This mark is shown, inter alia, if you have selected to send invoices as e-invoices to a recipient who does not receive e-invoices. Select to send the invoice as a PDF-invoice by e-mail (requires that an e-mail address is filled out in the box below the invoice list) or paper invoice instead. You can also choose to wait to send the invoice or to remove it. Use the buttons or right-click on the invoice in order to perform these actions.

Red_mark.jpg

VP_Blue.png Blue mark:
Sometimes a small information box will appear saying Connected via interconnection. This means that the recipient uses a different e-invoice operator than InExchange, but one that we have a collaboration with. In these cases, we cannot verify whether any reference codes are correct directly in our application. If an invoice has an incorrect reference code you will receive an e-mail about this after the dispatch is complete.

6. How do I see which version I have of InExchange Invoice Printer?

To check which version of InExchange Invoice Printer is installed, launch the program and click on About.

version.jpg

version_type.jpg


FAQs about: Agreements and user licenses and account settings.

Handling and delivery of invoices

1. How do I select delivery method on the invoice printer?

After you have transferred your invoices, you can choose delivery method per customer number in the step Select how to send your invoices. The last chosen delivery method is saved in the settings for the customer in your customer registry. You can choose between e-invoice, PDF-invoice via e-mail and paper invoice.

Click on the arrow to the right of the field Send as on the line that you wish to edit delivery method on and select from the list that is shown, see picture below.

Delivery_method_str.jpg

  • E-invoice
    Select e-invoice as delivery method and check that the company information is correct. If the recipient accepts e-invoices, the line is marked with a green mark on the left.
  • PDF-invoice via e-mail
    When you select to send an invoice as PDF-invoice you also need to fill in an e-mail address for the recipient in the intended field below the list with invoices. Make sure that correct line is marked and fill out a correct address. The address is saved in the settings for the current recipient in your customer register.
  • Paper invoice
    The service to send paper invoices to companies and private customers via InExchange invoice printer is included in your agreement. If you are unsure on what prices you have, we ask you to contact us via e-mail or phone. When you select Paper as delivery method, the invoice printer will suggest an even better alternative when this is possible. To read more about it, point the arrow on the red triangle to the left.

2. How do I add an attachment?

You can read about how to add an attachment to your invoice in our user guide.

3. Update the invoice recipients 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.

4. Is e-invoice automatically selected as the delivery method for a new customer?

The first time you send to a new customer number through InExchange the delivery method Paper will be filled.

If the name of the recipient (in the invoice address of your original invoice) exactly matches the name of an e-invoice recipient in InExchange Network, we will suggest the method of delivery "e-invoice" instead - the suggestion is shown via an orange mark VP_Orange_2.png to the left of the customer number (point on the icon to read the message). The delivery method Paper is still there until you change it manually to E-invoice. The mark will then become green.

The method of delivery will then be saved in your customer registry at InExchange and you do not need to select delivery method at next invoicing time.

Would you choose delivery method E-invoice but there is a red exclamation mark to the left, then we could not connect the recipient by its name. In these cases, you need to manually search for the name of the company or registration number to the right of the delivery method.

If the recipient cannot receive e-invoices yet and you do not want to send the invoice on paper, you can choose to send it as a PDF invoice by e-mail. Select the delivery method PDF and enter a valid e-mail address of the recipient in the invoice printer. The settings are stored in your customer registry for future invoice mailing.

doineedto.jpg

If you have the possibility to export your customer registry then we could connect those customer numbers to which it can be sent electronically to. This would simplify your work by not having to select the delivery method manually on your existing customers. Use this form to export your registry.

5. Can I send the same PDF invoice to multiple addresses?

You can send to multiple recipients, separate the e-mail addresses with a comma.
Example: "fictional@address1.se,fictional@address2.se"

6. I have sent an invoice. When will it be delivered?

Paper invoice

Paper invoices are delivered according to your contract and depending on when you transferred the invoice to us.

A-mail: 1-2 work days 
B-mail: 3-5 work days

E-invoice (including PDF-invoices)

E-invoices and PDF-invoices are often delivered within seconds to the recipients, but otherwise the same day or at the latest, the day after. 

The first e-invoice to a recipient

When you send an e-invoice to a new recipient, who you have not invoiced before, we will send a request to approve you as a supplier. That is why the first delivery will take about 1-3 days. When a recipient has accepted your company, your invoices will normally be delivered within a work day.

If your request doesn´t get approved, we will notify you. You can then contact the recipient for further information. It is possible for you to then send a new request or choose to send your invoice as a PDF-invoice or on paper.

7. I happened to transfer a document that is not an invoice, what do I do?

If you by mistake print a document to the invoice printer that is not for us, you can choose to delete it immediately. As soon as you print a document to the InExchange Invoice Printer you will be presented with the following dialogue, you then just need to select No, remove.

VP_Transfer_NO.png

- Yes, transfer now

The invoice printout will leave your local computer and be transferred to us. This only means that the invoice will be moved to us, not to the final customer. If you cancel after you have chosen to transfer the invoice, it will still stay at InExchange until you choose to send or remove it.

- No, later

The printout will be put in queue on your local computer and will not be transferred to us. On every invoice you choose this option they will be put in queue until the next time you print. So, if you choose No, later it will come up the next time you print and select Yes, transfer now.

- No, remove

The printout is removed from your local computer and is never sent to us. Use this option if you notice that the printout is faulty or if you by mistake happen to print something else than an invoice to us.

8. How do I see previously sent invoices?

Go to the page Sent invoices to view and handle your sent invoices. They are stored here for 18 months.

9. Can I block customers from receiving invoices from us through the invoice printer?

You can block customers from receiving invoices through the invoice printer if you for example don't want to invoice a specific customer through us. 

To do this you'll have to print an invoice to the invoice printer that's made payable to customer in question. After logging in and coming to the stage Select how to send you invoices, mark the customer with your mouse pointer and right-click. Choose the alternative Block customer.

block_customer.jpg

The customer will then be marked red and the error message The customer is blocked will be shown when you drag your mouse-pointer over the red marking to the left of the customer. 

block_customer_note.jpg

To remove this block you simply need to right-click on your customer again and choose Block customer again to unmark this.  

unblock_customer.jpg

 


References and invoice printing

1. Print preview

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

Print_preview_ed_abc.png

Note that you do not see all of the tabs 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.

2. What does the invoice look like when it is sent on paper or PDF?

To see what the invoice looks like at delivery via paper or PDF do the following:

1. Print to InExchange Invoice Printer as usual.
2. At the Send-step, you click on View and then on Print preview.

paper_or_PDF.jpg

Print_rev_3_725.jpg

Now you can view what your original invoice or InExchange standard invoice looks like when printing and enveloping, and your delivery settings. The highlighted fields illustrate from left to right:

1. The space meant for our print partners bar-code. Print no information in this space.
2. The green field on the left side is where the return address is presented in the envelope window.
3. The green field on the right side is where the invoice address is presented in the envelope window.

The darker, shaded space is always viewable through the envelope window.

paper_print.jpg

3. How do I see if cover page is enabled for my paper invoices?

If you have a cover page enabled, this appears in the print preview which can be accessed by selecting View on an invoice in the invoice printer.

paper_or_PDF.jpg

Click on Print preview.

Print_rev_3_725.jpg

Here you can see if cover page is enabled or not.

Click on You are using Cover page to see how the cover page looks like compared with the original invoice.

cover_page_str.jpg

4. Can I get a paper copy automatically?

If you want hard copies automatically when printing invoices to the Invoice Printer, you can set this via the shortcut Printer settings.
It can be found here: Start > All Programs > InExchange > Settings > Printer settings.

There, you select the number of copies you want and which printer to use.

printer.jpg


Troubleshooting the invoice printer >>

If you can´t find the answer to your question here in our help center, you are most welcome to contact our support team

Previous Next

Troubleshooting the invoice printer

Below we have gathered tips on what you can try with different types of errors that can occur.

Error messages and errors when transferring invoices

1. I got an error message, what should I do?

If something goes wrong when you transfer invoices to us you will receive an error message automatically. If you have chosen to get feedback on all transfer errors, we will return to you as soon as we find the error. You can also contact us via chat in the invoice printer for immediate assistance. See our contact information and opening hours >>

Can I send my other invoices?

If any errors occur, it is usually on one or a few individual invoices. If so, you can always proceed and send the other invoices while our support checks what went wrong. Simply check the box Check this box to continue and then click on Next. If there are invoices that can be sent, the dispatch will be resumed. If not, a message will appear saying that no invoices are available for transfer.

VP_Processing_failed_600.png

Ikon_16---Utrop.png Tip! A common cause of failure is that the invoice template you just sent has a different look than before. Therefore, please double check so that your invoice template is the same as before.

  • If you've used the wrong invoice template, you can reprint the invoice with your default template.
  • If you've made changes to your default template, please contact our support so we can adjust our invoice templates.

Bubbla_gr.png Live support via chat
You can now choose to, instead of troubleshooting all transfer errors, contact us when you need our help. You get the quickest help via chat in the invoice printer. Try it out!

Please contact support if you want to turn off the automatic troubleshooting of transfer errors. We will then automatically close these cases, but will be here for you if you need our help.

2. The reference number is incorrect, who should I contact?

When you send e-invoices via InExchange we always check that the invoice is valid. When your customer also uses InExchange we can immediately check if the given reference number is valid at the recipient. If it is not valid an error message will inform you that the reference code is not approved by the recipient.

I have stated the right reference but it still does not work, what should I do?

If the reference you have received from your customer does not work, you must contact the customer since they administrate their reference information.

I have added an incorrect reference, how do I correct it?

Mark the invoice in the list and correct the information in the  Your reference number-field. 
Invoice_check_mini.jpg

3. I have got a sum error, what do I do?

If you get a warning when transferring to us that one or several invoices have a faulty summary, then this is because our calculation control finds a fault on your invoice. If you wish for us to troubleshoot this for you, you can always contact our support.

Below follows tips on things you can check yourselves:

1. Are the numbers right in the invoice? Is every invoice row+- Fees/Discounts +- Rounding, the total amount that is given?

2. Are your invoice rows complete? In order for an invoice row to be valid, there must be at least a description and a row amount on the same row.

We automatically receive error reports if an invoice stops. These reports are monitored every normal weekday and as soon as we find the problem we will get back to you through the e-mail address that is used when invoicing. If you have not heard anything from us in a while you are more than welcome to give us a call.

4. What does "Can´t find a suitable template" mean?

When you print a document to the InExchange Invoice Printer the invoice printout will be compared to a number of templates we have created for you. In this process we try to find out what kind of document you have printed. For instance, if it is a debit- or credit invoice, an invoice copy or attachment and so on.

If our system shows a message stating that it could not find a proper template, then our system does not recognize the document you have printed. This is often because you have printed an invoice with a different layout or a document that is not an invoice.

If you know that you have selected the wrong invoice template in your system you can easily print the invoice again on the right template. If not, we do monitor these error messages on normal working days and will get back to your given e-mail address as soon as we have checked and identified and/or corrected the error.

5. What does "Approval is required" mean?

If you select a receiver in the step Select how to send your invoices, the recipient may possibly get a red triangle. If you hold the mouse pointer over this it says that the recipient requires that you contact them before you can invoice them.

1. Right click on the red marked line and click on View company.
2. Information about the receiver will now appear in your browser. Click on I want to send.
3. A request is sent to the recipient. If everything is in order, they will accept you, otherwise the recipient will contact you.

VP_Approval_is_required_message.png

Please note: Inquiries may take a few days. If it drags on, you need to contact the concerned recipient and check with them. Until further advised you are recommended to send your invoices to the recipient by mail or PDF. 

6. What does "Interconnected" mean?

If you send an invoice through InExchange Invoice Printer, it can sometimes show a small information box that says Interconnected. This means that the recipient uses a different e-invoice operator than InExchange, but one that we have a partnership with. The only difference in the invoice flow is that we cannot control if any reference codes are correct directly in our application. If an invoice has an incorrect reference code, you will receive an e-mail about this after the invoice has been sent.

VP_Ansluten_via_samtrafik_ENG.png

7. I get a duplicate warning, what do I do?

When you have transferred your invoices to InExchange and get a warning that tells you that duplicates have been identified, you can still proceed and send your invoices by checking Approve duplicates.

VP_Approve_duplicates_600.png

Tip: If you are not sure if the invoice has been sent earlier you can click on the button Duplicates. There, you will find a list of all previous items with this particular invoice number. 

8. What do I do if the invoice printer cannot connect to InExchange?

If InExchange Invoice Printer cannot connect to InExchange, begin by checking that you have a working internet connection. If your internet works, you may need to review the settings of your firewall.

unabletoconnect.png

 Check that InExchange Invoice Printer (xClient.exe) can:

  1. Communicate with the following ports; 80 for http and 433 for https.
  2. Communicate with the IP address 213.174.91.93 (ws.inexchange.se).

If the problem continues, you are very welcome to contact our support team and we will help you resolve the problem.


Error codes and settings

1. Error codes and measures

The following measures are for the error codes that can occur with the use and installation of InExchange Invoice Printer.

XC1

Repair the invoice printer.
"Start Menu > All Apps/All Programs > InExchange > Repair Invoice Printer"

XC24

Check the user's rights to "C:\ProgramData\InExchange Factorum".

XC25

Repair the invoice printer.
If the problem remains, please contact our support.

XC26 Error #32

Restart the Print Spooler service.
"Control Panel > Administrative Tools > Services > Print Spooler", right click and select restart.

XC26 Error #5

User does not have write access to "C:\ProgramData\InExchange Factorum".

XC30

User does not have write access to "C:\ProgramData\InExchange Factorum".

XM1:2

Xagent.exe process is not started for the current user. Repair the invoice printer.

XM4:2

Xagent.exe process is not started for the current user. Repair the invoice printer.

XM11:5

The user has no rights to "C:\ProgramData\InExchange Factorum\Virtual Printer\*Computer name*\*user*\Unsent".

XM12

The Invoice printer does not support printing files containing data type "Raw".
The error may have various causes. The printout may originate from an incompatible system or that the invoice printer is installed incorrectly in a server environment.

XM13 Error #3

The user has no rights to "C:\ProgramData\InExchange Factorum".

XM18: 8 Error #8

The error occurs when there is not enough available storage.

XM19

Restart the Print Spooler Service.
"Control Panel > Administrative Tools > Services > Printer Spooler ", right click and select reboot

XS26:1051

Stop the service Print Spooler.
"Control Panel > Administrative Tools > Services > Printer Spooler ", right click and select Stop.

XS32

Look over the user's rights, an administrator probably need to install the software.

XS41

The error may be due to limited write access to "C:\Windows\System32"
Historically, some antivirus programs has also caused the error.

XS42

1. Copy the file "ntprint.inf" from:"C:\Windows\System32"\DriverStore\FileRepository\ntprint.inf_amd64_neutral_4616c3de1949be6d" and put it in "C:\Windows\Inf\"

(Note that the suffix in the folder name may vary, however, it is always "ntprint.inf" first.)

2. Start the installation
3. The computer will now ask for the "unidrv.dll" if it does not find it itself.
Point on "C:\Windows\System32\spool\drivers\*bitversion*" or "C:\Windows\System32\DriverStore\FileRepository\ntprint.inf_amd64_neutral_4616c3de1949be6d\Amd64\"

If it would not find the file there, then search through the entire System32 folder for it.
If you still do not find it, you need the installation media to get the file.

4. If you find the file, the installation should now continue and be completed.
5. Try to log in to invoice printer to verify that it works.

Error #2

Check the user's rights to "C:\ProgramData\InExchange Factorum".

Error #3

Check the user's rights to "C:\Program Files\InExchange\InExchange Invoice Printer\x64\xagent.exe"
And then restart the process xagent.exe

Error #5

Check the user's rights to "C:\Program Files\InExchange\InExchange Invoice Printers\x64\xagent.exe"
And then restart the process xagent.exe

If the problem persists, you are of course welcome to contact our support.

 

2. How do I compile log files from InExchange Invoice Printer?

When you are in contact with InExchange Support, it is possible that we will ask you to send the log files from the invoice printer to us so that we can help troubleshoot your problem in the best possible way.  Of course we will help you compile the log files when you are on the phone with us, but here is also a guide to help with this process. 

The menu for InExchange Invoice Printer looks slightly different in Windows, depending on which version of the Invoice Printer you have.  See below:

For older versions of the Invoice Printer:
Go to "Windows start menu > All programs > InExchange > InExchange Invoice Printer"
Then click on Show log

For newer versions of the Invoice Printer:
Go to "Windows start menu > All programs > InExchange > Settings".
Then click on Show log

A log file is now compiled in MD5 format with a file name that looks as the following "collect_YYYY-MM-DD_HHMMSS.log". It is automatically placed in the folder "VirtualPrinter" on your computer.  Click on OK in the message that appears and the folder will open.

Now that the log files have been compiled, you can send them to us by updating your support case. We will get back to you as soon as possible. 

3. How do I avoid the invoice printer to be used as default printer in Windows 10?

Windows 10 has a function where Windows automatically sets which printer is the default printer, according to which printer that was last used. This funtion is activated from start and needs to be turned off manually.

If you have a different default printer installed but print a file to the invoice printer, this function will change the default printer.

You can turn off this automatic funtion of default printer via settings for printer via your Windows menu.

def_printer_str.jpg

If you are missing this setting, you can download the .reg-file that is attached in the bottom of this article. Follow the steps below:

1. Download the file and pack it up on the desktop.

2. Run the file and answer positively in all dialouge boxes. Thereafter you can delete the file.

The one who runs the file must have admin rights.

Note that registry modifications are always done at your own risk.


The below file belongs to 3. under the Error codes and settings:

InExchange Invoice Printer
  1. Get started

    1. InExchange Invoice Printer
  2. Choose how to send your invoices

    1. 1 - Transfer your invoices
    2. 2 - Choose delivery method and recipient
    3. E-invoice
    4. PDF-invoice
    5. Paper invoice
  3. Invoice control

    1. 3 - Send invoice
    2. Add attachments
  4. Maximize your service

    1. Match your customer register
    2. Send full invoice flow
    3. Reminders & Debt collection
  5. Read more

    1. Find your sent invoices
    2. Printer Settings
    3. FAQs about the invoice printer >>

When you have approved your invoice examples you can start sending your invoices through InExchange Invoice Printer.

In this guide, we will step-by-step review the different moments and features that you need to know.

Tips on how to maximize your billing:

 Ikon_12---A.png  Reach all your recipients by matching your customer register.

 Ikon_12---A.png  Make your job even smoother and send the entire invoice flow.

 Ikon_12---A.png  Activate Reminder & Debt Collection to get paid on time.

More information can be found in the menu on the left side of this page.

Have you not yet approved the invoice examples?
Then you are welcome to read more about the review and approval in Part 1 of this guide.  

Installation - Part 1

Previous Next

Match your customer register
  1. Get started

    1. InExchange Invoice Printer
  2. Choose how to send your invoices

    1. 1 - Transfer your invoices
    2. 2 - Choose delivery method and recipient
    3. E-invoice
    4. PDF-invoice
    5. Paper invoice
  3. Invoice control

    1. 3 - Send invoice
    2. Add attachments
  4. Maximize your service

    1. Match your customer register
    2. Send full invoice flow
    3. Reminders & Debt collection
  5. Read more

    1. Find your sent invoices
    2. Printer Settings
    3. FAQs about the invoice printer >>

InExchange Network is the largest business network in the Nordic region, hundreds of thousands of suppliers and recipients of e-invoices and other types of electronic documents are gathered under our network.

In order for you to get your e-invoice volume up as easy as possible InExchange will help you by matching your customer register against our network to see which of your customers can receive e-invoices today. By matching your register you get quick feedback on which customers you can directly change delivery method for.

If you make a customer list matching and then send the rest of your paper invoices with us, we will tell you when customers who receive paper invoices can receive invoices electronically. Our goal is 100% e-invoices for our customers and for the sake of the environment.

You can send your customer list via this form. It has to contain the following information:
Customer number
Customer name
Organization number 

The matching takes about 5-10 working days, we will then send you the feedback by e-mail. We do not charge anything for this.

Pros for using e-invoices

  • They arrive faster and safer.
  • Payment times are significantly improved.
  • They are significantly cheaper for both the supplier and the recipient.
  • They are better for the environment.

For questions regarding customer lists you can contact us on either kundservice@inexchange.se or by phone on +46 (0)500 - 44 63 60.

Previous Next

Transfer your invoices
  1. Get started

    1. InExchange Invoice Printer
  2. Choose how to send your invoices

    1. 1 - Transfer your invoices
    2. 2 - Choose delivery method and recipient
    3. E-invoice
    4. PDF-invoice
    5. Paper invoice
  3. Invoice control

    1. 3 - Send invoice
    2. Add attachments
  4. Maximize your service

    1. Match your customer register
    2. Send full invoice flow
    3. Reminders & Debt collection
  5. Read more

    1. Find your sent invoices
    2. Printer Settings
    3. FAQs about the invoice printer >>

1. Begin the process by starting your invoice program.

2. Print the invoices you want to send to InExchange Invoice Printer.

3. Choose Yes, transfer now in the window that pops up on your monitor. 

 

4. Log in with your user credentials in the window that pops up.

If you want to print more invoices choose No, Later, if its a invoice that was not supposed to be printed you can choose the option No, Remove to remove it.  

Previous Next

User guide för InExchange Integrated services

See all articles
Introduction
  1. User guide for InExchange Integrated services

    1. Introduction
    2. Log in
  2. Settings

    1. Account settings
    2. Contact information
    3. The company logo
    4. Management of invoice references
  3. Invoices

    1. Sent and received invoices
    2. Reports
    3. Become an invoice receiver
  4. Undelivered invoices

    1. Handle invoices
    2. Attachments
  5. Registry

    1. Handle your customer registry
    2. Match your customer registry
    3. Extend your network
  6. Read more

    1. FAQ
    2. Value added services
    3. Contact InExchange

Welcome to InExchange!

We hope you'll enjoy using InExchange Integrated services.

Through your login to InExchange Network you have access and can see your sent/received invoices, create reports and handle your undelivered invoices and account settings. We will in this guide describe how to fully use our functions to make your workday easier.

Start_3.png

 

Previous Next

We would like to add a new customer/recipient to our Registry, how do we do that?

Path in InExchange network: Registry\Customers

Click on Create new customer

After clicking this you will enter the edit mode where you can add the customers information. It's essential that the customer number here matches the one you have registred in your ERP system. 

The information you need to put in is the following: 

Customer information

  • Customer number
  • Company name
  • Organisation number

Invoice settings

This is where you can chose if the invoices should be sent as paper, PDF or e-invoice.

E-invoice

  1. Chose E-invoice as the means of delivery.
  2. Control if there is any connections InExchange Network for the company that you're going to bill. You can use the company name, organisation number(without any dashes) or the GLN number to search for this.


PDF-invoice through e-mail

  1. Chose PDF as the means of delivery.
  2. Add the e-mail address that you want to send the invoice to.

Paper

  1. Chose paper as the means of delivery.