User guide for InExchange Invoice Printer - Part 2
In this guide, we tell you how to get started with InExchange Invoice Printer. We guide you step by step how to print the invoice to the invoice printer to how to send the invoice. You will find information on how to add attachments to your invoices, how to manage your account settings and much more.
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Working in the Invoice Printer
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
With InExchange Invoice Printer, you reach all your customers and can send your entire invoicing flow through us regardless of delivery method, e-invoice, pdf, or paper invoice.
In this guide, you can read about how to send your invoices via the invoice printer.
1. Transfer your invoices to the invoice printer.
2. Choose the delivery method and recipient.
3. Add attachments and send.
In this guide, you will also receive tips on how to maximize your invoicing efficiency.
Haven't you approved the reading of your sample invoices yet?
Then you are welcome to read more about the review and approval in part 1 of this guide. -
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Frequently Asked Questions about the Invoice Printer
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
Getting started guides for InExchange Invoice Printer:
In our guides, you will find information about the invoice printer and how to get started with the service. Below we have gathered answers to additional questions that may arise during the process.
About InExchange Invoice Printer
1. Can I only send e-invoices via InExchange?
Through the invoice printer, you can send all your invoices. All your electronic invoices, but also any PDF- and paper invoices to those who do not yet receive e-invoices. You can attach attachments to your invoices.
Read more:
Watch our film about e-invoices:2. How do I install the invoice printer?
See our installation guide for instructions.
3. About operating systems and invoice formats
InExchange Invoice Printer can be used on all Windows operating systems from Windows XP and onwards. If you have a computer with Mac OS, the invoice printer works if you have the ability to run the business system in a Windows environment.
In order for us to convert your invoice to an e-invoice and read all information correctly, the invoice needs to be transferred to us as a regular Windows print file directly from the business system to the invoice printer.
4. How do I see which version I have of the invoice printer?
To check which version of InExchange Invoice Printer is installed, start the program and click on About.
Here's what it might look like:
5. We are changing business systems and getting new invoice templates. What do we need to consider?
Some business systems have integrated solutions so you can send your invoices directly from the business system and have them delivered in the way you have chosen for each individual invoice recipient, such as e-invoice, PDF or paper invoice. Contact the supplier for the business system you are using to see if such an option exists.
If you continue to use InExchange Invoice Printer and will receive new invoice templates, new reading templates need to be created for your invoices with us. Inform our support that a change will occur and then transfer invoices via the invoice printer with the new template when it becomes possible. Invoices that have received a new template will automatically be stopped because they do not match your existing templates. Support will be created for the new templates, allowing you to continue invoicing as usual. A one-time cost will be incurred.
Read more:
What counts as an invoice template?
6. I have forgotten my password. How do I reset it?
There is information about password recovery in User Guide for InExchange Invoice Printer.
7. Updating your company's contact information
When you join the InExchange network, you become searchable by others in the network. They can contact you to start receiving e-invoices from you or to send e-invoices to you. To ensure inquiries and other information reach you, it is important that your contact information is kept up to date. This is filled in on Account > Profile page on InExchange Network. You can have different contacts and information for different types of files and information.
Use the icons on the right on each row to add, change, or remove information.
Read more:
How do I change our contact information8. How do we update the information in the footers of our invoices?
We read the information from your original invoices that you transfer to us via the invoice printer. Changes need to be made in your business system or invoicing program.
If the placement of the information does not change on the invoice template, it is usually fine to change it without notifying us, but if you have completely changed the layout or business system, it is always good to contact our support to ensure that the invoices do not get stuck during reading.
If you do not print any footer along with your invoices, you need to notify us of the new information so that we can update it in our system.
9. What are "Notifications" in the invoice printer?
In InExchange Invoice Printer, there is an icon that takes you to Notifications in InExchange Network. Here you can see and address, for example, undelivered invoices, inquiries from other companies in the network, and more.
10. How does it work when my invoices are converted to e-invoices?
When you use InExchange Invoice Printer we need to receive a Windows print file from your business system to be able to handle the file. You create the invoice as usual in your business system and then print it to the invoice printer. InExchange receives the file and manages the translation to different e-invoice formats.
We see how your invoice layout looks and the placement of your invoice information in the files you send to us via the invoice printer and can thus create reading templates that convert your invoices to e-invoices.
11. How do I choose which company I want to log in to?
When you have logged into InExchange Invoice Printer you will be given the option to choose which company you want to log in to.
You do this by selecting from the dropdown list which company you want to log in to and then clicking OK
12. 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.
Frequently asked questions about agreements and user licenses >>
Invoice management and delivery of invoices1. Can I send an invoice that includes value-added tax?
According to the standards we use in Sweden regarding electronic invoices (Svefaktura or PEPPOL BIS Billing V3), there is no support for invoices that are specified to include VAT. This includes all invoices where value-added tax has already been included in the invoice lines.
You can read more about the Svefaktura standard by clicking here.
You can read more about PEPPOL BIS Billing 3.0 by clicking here.
2. Why do I receive an error message when I try to transfer an invoice?
You will receive information in the message about what the error is due to. It may be a calculation error on the invoice that causes it to be stopped. Please check that line amounts, VAT, any rounding, etc., match the summaries on the invoice. If you need to adjust something, you can choose not to transfer the invoice. Correct the invoice in your business system and then transfer it again.
When you started using the invoice printer, reading templates were created with us based on the information on your invoices. If changes have been made to the invoice template, you need to contact us so that we adjust the reading template or if you have chosen the wrong template, you can print the invoice again with the correct template.
Read more:
3. I need to invoice a new customer. Do I need to do anything special?
It may be that your new customer has activated reference control on their invoices or that they want to approve you as a supplier before you start sending e-invoices to them. Search for the customer in our network and see what features the customer has activated. In many cases, nothing special is required, and you can start sending e-invoices directly.
If your customer is not yet registered as a recipient with us, you can add them via our contact form >>
Read more:
4. What should I do if my customer receives e-invoices via another operator?
If the customer is already registered as a recipient in the network (you can check this on the page Expand your network), you can invoice the customer via the invoice printer. If the customer requires a specific reference number, you need to contact the customer to get the correct details.
If your customer uses another operator to receive e-invoices and the invoice recipient is not yet registered in our network, you can create a support case where you provide details about the company name, organization number, GLN and operator to have them registered. You can then send e-invoices to them.
Read more:
5. I have sent an invoice, when will it be delivered?
Paper Invoice
Paper invoices are delivered based on the selected postage and depending on when you transfer the invoice to us.
A-mail: within 1-2 business days
B-mail: within 3-5 business daysE-invoice (including PDF invoice)
Electronic invoices are delivered continuously and can often be delivered to the end customer within seconds, but generally on the same day or no later than the next business day.
First e-invoice to a customer
When you send an e-invoice to a customer to whom you have not previously sent e-invoices, a message is automatically sent to the customer that they need to approve you as a supplier in the network. The response time from the customer may vary, and therefore the first e-invoice delivery may take between 1-3 business days. Once a customer has approved receiving e-invoices from you, delivery occurs according to the above delivery times.
If the customer rejects your request, you will receive a message about this. Please contact the customer for more information.
If you do not want to send invoices to certain customers via InExchange, you have the option to block the customer in the invoice printer. This way, you will not accidentally send the invoices through us.
Block a customer number for invoice delivery in the invoice printer
1. Transfer an invoice to the invoice printer for the specific customer number you want to block.
2. In the step Select delivery method, you can block the customer by right-clicking on the invoice and then selecting Block customer.
The customer is marked with a red icon
In the left column, indicating that invoices to this customer will not be sent, hover over the icon to get more information
You can then easily remove the invoices in the step Invoice Control by selecting the invoice or invoices and clicking the Remove button.
To remove the block on the customer, do the same and uncheck Block customer in the menu.
7. Update the invoice recipient's network connection in the invoice printer
If you need to reconnect an e-invoice recipient in the network (for example, during a reorganization at the recipient's), you can do so in the step Select how your invoices should be sent in the invoice printer.
To change the connection to the network, you can choose to search by company name, GLN or organization number. Then select the correct recipient from the hit list to connect your customer to the correct recipient in the network. A green marking
in the left column indicates that an active e-invoice recipient has been connected to your customer in your customer register with InExchange.
If you cannot find the current recipient, feel free to contact InExchange support >>
8. What do the color markings mean in the invoice printer?
When you send invoices via the invoice printer, you receive recommendations and help to choose the best possible delivery method for each invoice recipient directly in the service. For example, if you are about to send a paper invoice to a customer who can receive e-invoices, an orange triangle will appear in the left column.
Hover over the icons in the invoice printer to get information and recommendations.
Explanations for the color markings:
Green marking
Your selected settings are working, and you have chosen the best possible delivery method for the current recipient. You can proceed to the next step in invoicing with the existing settings.Orange marking
You can send the invoice with these settings and proceed to the next step in the invoicing process, but the system suggests a better option when choosing the delivery method.
Red marking
You cannot send the invoice without correcting your settings for the current recipient. This marking appears, among other things, if you have chosen to send the invoice as an e-invoice to a recipient who does not accept e-invoices. Choose to send the invoice as a PDF invoice (email address specified in the box below the invoice list) or as a 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 to perform these actions.Red (block)
The customer number has been blocked, and no invoices can be sent to the customer via the invoice printer until you choose to deactivate this. Right-click on an invoice issued to the current customer number in the step Select how your invoices should be sent and click on Block customer to remove the marking. Do the same to block a customer if needed.Blue marking
When you send invoices through the invoice printer, you may sometimes see an information box that says Connected via interoperability. This means that the recipient uses a different e-invoice operator than InExchange, but with whom we have a partnership. In these cases, we cannot verify if any reference codes are correct directly in our application. If an invoice has an incorrect reference code, you will receive an email about this after the shipment is completed.9. How do I choose the delivery method in the invoice printer?
The delivery method is selected in the invoice printer's step Select how your invoices should be sent. Choose between e-invoice, PDF, and paper. Your settings are saved per recipient. If there is a cheaper option available for the customer, you will be notified of this by an orange triangle
in the left column. Hover over the icon to read more.
E-invoice - To send an e-invoice, your customer must be connectable to an e-invoice recipient in the network. If there is no information in the columns for Org.no, Company and GLN, you can search for the customer in any of these fields. If the customer cannot be found, you can choose to send a PDF or paper until the customer becomes available.
10. How can I easily optimize the delivery method for my invoices?
Import customer list
If you want help figuring out which of your customers receive e-invoices, you are welcome to upload your customer list via this form.Postage optimization
When you send your invoices via the invoice printer, you will receive suggestions for cheaper delivery methods when possible. If you see an orange iconin the left column for a customer in the invoice printer, in the step Select how your invoices should be sent, hover over it to get more information, see image.
You can also use InExchange Postage Optimization to see which of your customers can switch to a cheaper delivery method.
Read more:
Use InExchange Postage Optimization to choose the delivery method11. How do I add attachments to invoices?
Attachments can be added to invoices in the step Invoice Control in the invoice printer. Select the invoice that you want to have an attachment, then click the Attachments button under the information box and follow the instructions.
In User Guide for InExchange Invoice Printer, you can read more about attachment management.
12. Can I remove an invoice in the invoice printer?
If you have accidentally printed a document to the invoice printer, you can select No, remove at printing.
Remove invoices in the invoice printer:
Select the current invoice in the step Invoice Control and click the Remove button at the bottom of the menu or right-click on the invoice in the list and select Remove invoice.
You can also use keyboard combinations as shown in the image below.
13. Can I send the same PDF invoice to multiple email addresses?
It is possible to send PDF invoices to multiple recipients by separating the email addresses with a comma (without spaces). However, there is a limit of a maximum of 100 characters total in this field.
This is how to specify the email addresses (example):
fictitious@address1.com,fictitious@address2.com
References and invoice prints1. Can I correct an incorrect invoice reference in the invoice printer?
Invoice references are read from your invoices, but it is possible to correct an incorrect reference without needing to recreate or correct the invoice in your business system. In cases where you try to send an invoice with an incorrect reference to a customer who uses reference control, you will receive a message about this in the invoice printer and can then correct the reference directly. If the invoice recipient uses another operator, this correction is instead made on the To Manage page after you have sent the invoice, see instructions for this further down in the article. In these cases, you will receive a message that there is an undelivered invoice to handle.
Correct a reference in the invoice printer
Select the current invoice in the step Invoice Control in the invoice printer and enter the correct reference details under Action for invoice.
Correct reference details are obtained from the invoice recipient.
Correct a reference on an undelivered invoice on the To Manage page
You can correct an incorrect reference on the To Manage page in InExchange Network if the invoice could not be delivered. This primarily applies when the invoice recipient uses another operator. In these cases, the reference control occurs with the receiving operator after the invoice has been sent via the invoice printer. You will receive a message that an invoice could not be delivered and will be referred to the To Manage view to correct and resend the invoice.
Returned paper invoices can be resent from the same view.
Errors that require the invoice to be corrected or recreated in your business system
If there is incorrect information on the invoice lines or calculation errors, for example regarding VAT or totals, an error message will be displayed in the invoice printer. You will then need to correct or create a new invoice in your business system, which you then send via the invoice printer.
Read more:
Manage stopped invoices and returned paper invoices2. Is it possible to correct incorrect information on an invoice?
On the To Manage page in InExchange Network, you can edit certain details on invoices that for various reasons could not be delivered. This may be due to an incorrect reference or order number, an incorrect address on a paper invoice, or similar. Click the Manage button and correct the incorrect details. Then resend the invoice.
However, if there is incorrect information on the invoice lines or calculation errors, for example regarding VAT or totals, an error message will be displayed in the invoice printer. You will then need to correct or create a new invoice in your business system, which you then send via the invoice printer.
3. What does the invoice look like when sent as a PDF or paper?
Here’s how to see what your invoice looks like when delivered on paper or as a PDF
1. Print to InExchange Invoice Printer as usual.
2. At the Send step (Invoice Control), click View.
3. Then click on Print Preview.
Now you can review how your original invoice or InExchange standard invoice looks when printed and enveloped, as well as your delivery settings. The highlighted fields illustrate from left to right:
- The area for the print partner's barcode. No information should be present here.
- Presentation of return address through envelope window.
- Presentation of invoice address through envelope window (darker area is always visible through the envelope window).
Read more:
4. How do I see if a cover sheet is activated for my paper invoices?
If you have a cover sheet activated, this will be displayed in the print preview. Follow the instructions in the previous answer "What does the invoice look like when sent as a PDF or paper?" to find it.
The reason a cover sheet has been activated may be that your invoices lack a return address in the invoice header that can be displayed in the envelope window. The return address is then on the cover sheet so that the invoice can be returned if it cannot be delivered to the recipient for any reason.
On the print preview page, you can see if a cover sheet is activated or not.
If the menu option You use Cover Sheet is displayed, this has been activated for your invoices. Click the tab to see what the cover sheet looks like.
In this view, Print Preview, you can see which invoice template is used for the paper invoices you send via InExchange.
You can check how your paper invoices look at any time. Select the current invoice in the step Invoice Control in the invoice printer and click View to open it in your browser. Then press Print Preview to access the view below.
Please note that you do not see all of the above tabs on your screen, only those that are relevant to you.
Below is an explanation of the different tabs and options.
You are using Printed Invoice
This is what your original invoice looks like. We use your invoice template when sending paper invoices. Click and drag to show different parts of the invoice. Please note that we only show the first page of a multi-page invoice in this view.
You are using Invoice Template
In this view, your invoice is shown in the InExchange standard template. It is used when printing your invoices when the address details on your own invoice do not fit in window envelopes or if other company information is missing.
You are using Cover Sheet
Cover sheets are used when you send paper invoices. The reason may be, for example, that there is no return address on your invoices. Here you can see what the printout looks like.
Compare print & template
If the InExchange invoice template is used, you can compare the printout of the original invoice against the template that is used.
Settings
Here you will find information about the print provider that the invoices are sent through as well as settings for how and when your paper invoices are sent.
Other:
Show area for Datamatrix
Show areas on the invoice where tracking information is placed. These fields must not contain any invoice information. They are overwritten at printing.6. What format should the invoice being transferred be in?
What we need from you is a regular Windows print file from your business system. Format requirements and invoice content are then checked by InExchange before the file is delivered.
In order for us to handle the file, the invoice needs to be printed directly from the business system to the invoice printer. If the file is first saved to the computer before being sent to InExchange, the information does not follow in a way that allows us to convert your invoice to an electronic invoice.
Please note that PDF files sometimes cannot be used when reading invoice files because the text information in the file is often converted to display as graphics.We support nearly 400 different business systems, so the chances of you being able to get started with electronic invoicing quickly and smoothly are very high. Please feel free to contact us, and we will tell you more!
See our film on how invoices are sent to InExchange via the invoice printer.
The information sent via InExchange Invoice Printer shows how the invoice looks when printed (image of the format tif) and what text it contains and its placement (structured text of the format gdixml). This is then used to create reading templates that convert your invoice prints to e-invoices.
7. 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.
HELP WITH TROUBLESHOOTING the invoice printer and file transfers >>
If you do not find the answer to your question, you are welcome to contact our support for assistance. The chat in the invoice printer is open on all business days between 8:00 AM - 5:00 PM (lunch closed 12-1). You can also reach us by phone and through our contact forms.
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Help with Troubleshooting the Invoice Printer
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
Below we have gathered tips on what you can try with different types of errors that may occur.
Error Messages and Transfer Errors
1. I received an error message when I tried to transfer, what do I do now?
If something goes wrong when you transfer invoices to InExchange, an error report will be generated automatically. If you have chosen to receive feedback on all transfer errors, we will get back to you as soon as we have found the error.
You can also contact us via chat in the invoice printer for immediate assistance.
See our contact details and opening hours >>Can I send my other invoices?
If an error occurs, it is usually on one or a few individual invoices. If that is the case, you can always proceed and send the other invoices while our support checks what went wrong. Simply check the box Check here to proceed and then click Next. If there are invoices that can be sent, the shipment will resume, and if not, a message will be displayed that there are no invoices to transfer.
Tip! A common cause of errors is that the invoice template you just submitted has a different appearance than before. Please check that your invoice template is the same as before.
- If you have used the wrong invoice template, you can print the invoice again with your standard template.
- If changes have been made to your standard template, please contact our support so we can adjust our reading templates.
2. I am having problems with PDF prints to the invoice printer, how do I solve this?
3. I am getting a summation error, what do I do?
If you receive a warning during the transfer to InExchange that one or more invoices have an incorrect summation, it is because we always double-check your invoices and get back to you if something is not correct. This is to ensure that you do not accidentally send an incorrect invoice.
Check this when you receive a summation error
1. Is the math correct on the invoice? Does all invoice lines +- Fees/Discounts +- Rounding equal the total amount stated?
2. Are your invoice lines complete? For an invoice line to be valid, there must be at least one description and one line amount on the same line.
4. What does "No suitable template found?" mean?
When you print a document to the invoice printer, your printout is compared against a set of reading templates with us to know what type of document you have printed. For example, whether it is a debit or credit invoice, an invoice copy, or an attachment.
If our system does not recognize the document you have printed, you will receive a message that we could not find a suitable template. This is usually because the invoice was printed with a deviating layout or that the document is not an invoice.
Print the invoice again in the correct template if the wrong template was selected in your system during printing.
5. The reference code is incorrect, who should I contact?
If the invoice recipient has an automatic reference check activated and the invoice reference is missing or invalid on your invoice, it results in an error message that the recipient requires an invoice reference. You will then need to fill in either a reference code or a reference name.
I have provided the correct reference, but it still does not work
If the reference you received from your customer does not work, you need to contact the customer for more information.
How do I correct an incorrect reference?
You can change invoice references under Invoice Action in the invoice printer.
Incorrect references can also be corrected on the page To Manage in InExchange Network. This primarily applies when the invoice recipient uses a different operator. In these cases, the reference check occurs after the invoice has been sent via the invoice printer. Returned paper invoices can be resent from the same view. How to handle invoices on the To Manage page >>
6. I receive a warning about duplicates, what do I do?
When you have transferred your invoices to InExchange and receive a warning that duplicates exist, you can choose to proceed and send the invoice by checking Approve duplicates on the relevant invoice.
You can check which duplicates have been sent by marking the invoice in the list and clicking on Duplicates in the step Invoice Check. All previous shipments with the same invoice number will be listed there. If you do not want to send the duplicate, you can click on Remove.
7. What do I do if the invoice printer cannot connect to InExchange?
If the invoice printer cannot connect to InExchange, you can start by checking if you have a working internet connection. If your internet connection is working, you may need to review the settings for your firewall.
Check that InExchange Invoice Printer (xClient.exe) can:
- Communicate through the following ports, 80 for http and 443 for https.
- Communicate with the IP address 88.131.212.252 (ws.inexchange.se).
If the problem persists, feel free to contact our support >>
8. What does "Approval required" mean?
If an invoice recipient is marked with a red triangle
in the invoice printer, you can get more information by hovering your mouse pointer over the icon. If it says that approval is required, it means that the customer wants to approve you as a supplier before the first e-invoice is sent to them.
Send a request to be approved for
e-invoice- Right-click on the highlighted row and click on View Company.
- Information about the recipient will be displayed in your browser.
Click on I want to send. - A request is now sent to the recipient.
The handling of requests can sometimes take a few days with the recipient. If it takes too long or if your request is denied, you can contact the recipient for more information. In the meantime, you can send your invoices on paper or as a PDF if the recipient does not require an e-invoice.
9. What does "Connected via interconnection" mean?
If a message appears in the invoice printer that the invoice recipient is connected via interconnection, it means that the recipient is using a different operator (than InExchange) to receive e-invoices.
You can send the invoice as usual since we have a collaboration with the operator, but in these cases, we cannot check whether any references are correct directly in the invoice printer. If the invoice contains an incorrect reference, you will be notified of this after you have sent the invoice.
Correct an incorrect reference afterwards on the page To Manage >>
Error Codes and SettingsWhen the installation file for InExchange Invoice Printer is run, the compressed files are unpacked to the folder Appdata > Temp. If the user does not have permission to this location, an error message may appear stating that the program has been blocked by a policy.
You can try one of the following options:
- Install/use an application that can unpack .zip files and unpack the files to a folder where the user has permission.
- Unpack the files on another computer and move them to the current computer or server and run the installation files.
Below are actions for the error codes that may occur when using and installing InExchange Invoice Printer.
XC1
Repair the invoice printer via:
Start Menu > Programs/All Programs > InExchange Factorum > InExchange Invoice Printer > Repair the invoice printerXC24
Check the user's rights to:
C:\ProgramData\InExchange FactorumXC25
Repair the invoice printer according to the instructions for error code XC1.
If the error persists, contact our support.XC26 Error #32
Restart the Print Spooler service via:
Control Panel > Administrative Tools > Services > Print Spooler
Right-click and select Restart.XC26 Error #5
The user lacks print rights to:
C:\ProgramData\InExchange FactorumXC28/XC29
Error when XConvert copies file from Temp to Unsent. Either permission error or file does not exist/in use. Read more
XC30
The user lacks print rights to:
C:\ProgramData\InExchange Factorum Read moreXM1:2
The process xagent.exe is not started for the current user.
Repair the invoice printer according to the instructions for error code XC1.XM4:2
The process xagent.exe is not started for the current user.
Repair the invoice printer according to the instructions for error code XC1.XM10
Could not find the printer file for print jobs.
Manual reinstallation of the invoice printer. See instructions here.XM11:5
The user lacks rights to:
C:\ProgramData\InExchange Factorum\Virtual printer\*computername*\*user*\UnsentXM12
The invoice printer does not handle print files that contain the data type Raw.
The error can have various causes. The print may come from an incompatible system or the invoice printer is incorrectly installed in a server environment.XM13 Error #3
The user lacks rights to:
C:\ProgramData\InExchange FactorumXM18:8 Error #8
The error occurs when there is not enough available memory.
XM19
Restart the Print Spooler service via:
Control Panel > Administrative Tools > Services > Print Spooler
Right-click and select Restart.This error can also occur in Windows 10 if Microsoft Edge is set as the default program for PDF files. We recommend Foxit Reader.
XS26:1051
Stop the Print Spooler service via:
Control Panel > Administrative Tools > Services > Print Spooler
Right-click and select Stop.XS32
Review the user's rights. Likely, an administrator needs to install the software.
XS41
The error may be due to limited print rights to C:\Windows\System32.
Historically, some antivirus programs have also caused the error.XS42
1. Copy the file "ntprint.inf" from C:\Windows\System32"\DriverStore\FileRepository\ntprint.inf_amd64_neutral_4616c3de1949be6d and place it in C:\Windows\Inf\
(Note that the extension of the folder name may vary. However, it is always named "ntprint.inf" first.)
2. Then start the installation.
3. The computer will now ask for "unidrv.dll" if it cannot find it itself.
Point to: C:\Windows\System32\spool\drivers\*bitversion or C:\Windows\System32\DriverStore\FileRepository\ntprint.inf_amd64_neutral_4616c3de1949be6d\Amd64\If the file is still not found, search the entire System32 folder for it.
If the file cannot be found, the installation media will be needed to access the file.4. If the file was found, the installation should now continue and complete.
5. Try logging into the 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
Then restart the process xagent.exeError #5
Check the user's rights to C:\Program Files\InExchange\InExchange Invoice Printer\x64\xagent.exe
Then restart the process xagent.exe
If the problem persists, you are of course welcome to contact our support.3. Resolve error codes XC30, XC29, XC28
The error occurs when your user account on the local computer has lost the permissions to move or modify files.
This is usually resolved by following the steps below:- First, restart your local computer. (In some cases, this step alone may be sufficient).
- Run our repair tool.
This is started through the Invoice Printer installation file, which is usually located in the file explorer on your local computer. Alternatively, you can download the file from this guide: Upgrade the invoice printer for InExchange's new web application
If the steps above do not resolve the issue, the "write" permission must be manually added to the relevant user account for the directory: C:\ProgramData\InExchange Factorum
Note: To change permissions, the user must have administrative privileges or this needs to be handled by your IT department.
- Open the hidden folder C:\ProgramData, where you will find a folder named InExchange Factorum.
- Right-click on InExchange Factorum, select Properties, go to the Security tab, and click Edit.
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In the new window, select the user account that will use the Invoice Printer, and check both Read and Write under the Allow column.
To find ProgramData, you need to enable “Show hidden files and folders”.
See Microsoft’s guide for Windows 7, Windows 8.1 and Windows 10 or the guide for Windows 11 .
4. How do I compile log files from the invoice printer?
When you are in contact with InExchange support, we may ask you to send log files from the invoice printer to us so that we can troubleshoot your case in the best possible way. You will receive help compiling and sending the log files when you are in contact with us, but here is a small guide on how to proceed.
The menu for InExchange Invoice Printer looks slightly different in Windows, depending on which version you have of the invoice printer. 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 filename according to "collect_YYYY-MM-DD_HHMMSS.log". It is automatically placed in the Virtual Printer folder on your computer. Click OK in the message box to open the relevant folder.
Once the log file has been compiled, you can update the current case via My Activities in the Help Center by uploading your file.
5. Why is the invoice printer used as the default printer in Windows 10?
Windows 10 automatically uses the most recently used printer as the default printer. This feature is enabled by default and needs to be turned off manually if you do not want the invoice printer to be used as the default printer after you have printed your invoices.
You can turn off this automatic feature for selecting the default printer via the printer settings in your Windows menu.
If you are missing the above setting, you can download the .reg file that is attached at the bottom of this page.
Follow the steps below:
1. Download the file (see at the bottom of the page) and unpack it on your desktop.
2. Run the file and respond positively to all dialog boxes. You can then delete the file.
The person running the file must have administrator rights.
Please note that registry changes are always made at your own risk.
Automatic Troubleshooting of Transfer Errors
Many times you can correct what caused the error on your own without our help. However, we offer you our assistance at the startup of InExchange Invoice Printer to clarify why errors occur with suggestions for action. We troubleshoot all transfer errors during the first three months after you have purchased the service and get back to you via email. After these three months, errors are recorded, but the cases are then automatically closed. Contact us, for example, via the chat in the invoice printer in cases where you need our help or respond to the message you received from us.
The file below belongs to point 4 under Error Codes and Settings:
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Account Settings Invoice Printer
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
Path to InExchange Network: Account\Profile
Account settings are made in InExchange Network
Regardless of which of our services you are using, account settings are made on
InExchange Network > Account > Profile page >> (go to the page)
Use the same login credentials that you have for the invoice printer.
See instructions for managing account settings >>Contact Information
It is important that your contact information is kept up to date in the network so that network requests and messages reach you.
See instructions >>Forgot your password?
Start the invoice printer and click on Can't log in? on the login page. Follow the instructions for recovery.
Recovery can also be done via the login box to InExchange Network >>
Do you need more user licenses?
You can order these via our contact form >>
The order needs to be placed by an authorized user. Please note that there is an additional cost per user license beyond the number of users included in the agreement. User licenses are billed monthly. -
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Webinar on the Invoice Printer
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
Do you have questions about InExchange Invoice Printer?
Would you like to know more about how the invoice printer works and get information on how to best send your invoices?
Below you can take part in a recorded webinar where we go through the features of the invoice printer. You are also welcome to contact our support if you have any questions.
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Import Your Customer Register
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
Utilize InExchange's growing network and take advantage of the benefits of e-invoicing. By sending electronically, you reduce your postage costs while ensuring that the invoice reaches its destination faster.
Importing Customer Register and Choosing Delivery Method
We help you identify which of your customers can currently receive e-invoices. We import your invoice recipients and set the optimal delivery method for them.
You will receive feedback via email typically within 5-10 business days.
Once an import has been made, you do not need to select a delivery method in the invoice printer for your existing customers, but you will receive suggestions for better delivery methods as more of your customers start receiving e-invoices. Hover over the icon in the left column to bring up information and recommendations.
You can also at any time use InExchange Post Optimization in the InExchange Network to see which of your customers you can switch to e-invoicing. For us to present optimization suggestions, you also need to send your paper invoices through us.
Contact us if you have questions about customer lists or optimizing delivery methods.
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Transfer Your Invoices
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
1. Start by launching your invoicing software.
2. Print the current invoices to InExchange Invoice Printer.
3. Select Yes, transfer now in the dialog box that appears on your screen.
4. Log in through the login box that pops up on your screen.
If you want to print more invoices, select No, later (the prints will then be queued until you print and select Yes, transfer now next time) and if it is an invoice or a document that should not be transferred to the invoice printer, select No, remove.
You still have the option to remove transferred invoices in the invoice printer if needed. This can be done in the last step of the invoice printer Invoice Check. Select the invoice and click on Remove.
Paper Copies
If you want to receive paper copies automatically when printing invoices to the invoice printer, you can set this up via the shortcut Printer Settings.
You can find it here: Start > All Programs > InExchange > Settings > Printer SettingsThere, you can choose how many copies you want and which printer to use.
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Select Delivery Method and Recipient
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
After you have transferred your invoices, you select the delivery method per customer number in the invoice printer. All settings, including the connections you make here for the recipient, are saved in your customer register on InExchange Network.
The delivery method is selected under Send as and you can choose between three delivery methods, e-invoice, pdf, and paper invoice. When sending an e-invoice, Org.nr, Company, and GLN must be filled in as they indicate where the electronic invoice should be sent. If the information is not pre-filled, you can use the fields to look up your customer.
Note! The first time you send to a certain customer number, Paper is set as the delivery method, but you can change this in the invoice printer. The icons in different colors in the left column help you choose the best possible delivery method for each invoice recipient. Hover over the icon to get information and recommendations.
Via the menu on the left, you can read about the settings you need to make for each delivery method.
When you have completed the settings for all customers in the list, click Next to proceed to the Invoice Control step.
InExchange Postage Optimization
In the service InExchange Postage Optimization, savings proposals are presented to you per invoice recipient if you were to switch to e-invoice. The proposals are based on your postage costs for each customer over the past 12 months.
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Send e-invoice
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
After you have transferred the file to InExchange , you can make settings for the customer in the invoice printer and select e-invoice as the delivery method for the recipients who receive e-invoices.
Choose the delivery method by pressing the arrow to the right in the box for Send as on the current line. Select E-invoice from the list.
The fields Org.nr + Company + GLN are settings for e-invoice. These fields need to be filled in when sending an e-invoice. The information tells us where the electronic invoice should be sent. If the information is pre-filled, it is good to check that it is correct. Otherwise, you can use the fields to look up your customer and also update information here in case of any changes.
If the recipient receives e-invoices, the row is marked with a green marking
.
If you receive a red marking, it indicates that you do not have any company information filled in or that the specified company does not receive e-invoices.
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Send PDF Invoice via Email
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
After the file has been uploaded to InExchange you can set the delivery method and recipient in the invoice printer.
Select the relevant customer number from the list.
Choose the delivery method by clicking the arrow to the right in the Send as box on the current row. Select PDF from the list.
Enter the recipient's email address in the designated field below the customer number list.
If you want to send the invoice to multiple email addresses, separate the addresses with a comma without spaces. There is a limit of a maximum of 100 characters total in this field.
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Send Paper Invoice
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
When you choose Paper as the delivery method, the invoice printer suggests another, better option if possible. This is indicated by a warning triangle
in the column on the left. Hover over the icon to get more information and recommendations.
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Send Everything
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
You can send your entire invoicing flow via the invoicing printer regardless of the delivery method or recipient. You can send e-invoices, pdf invoices, and paper. We help you choose the best possible delivery method for each recipient directly in the invoicing printer.
InExchange helps you reduce your postage costs
For example, when you need to send a paper invoice to a customer who can receive e-invoices, this is indicated by an orange icon
in the left column on the current row. By hovering over the icon, information with suggestions is displayed.
When you change settings for a customer, these are saved in your customer register on InExchange Network.
Here you can read more about our various delivery methods and the settings for these.
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Send Invoice with invoice printer
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
In the last step of the invoice printer Invoice Control, you will find features for checking and correcting your invoices before sending them.
About References
References are loaded from your invoice prints. If reference information is missing on the invoice or if it is not filled out correctly, you can add and correct the reference code and reference name in the invoice printer. You will find these fields under the heading Invoice Action. Correct reference information is obtained from the invoice recipient.
On the pages Invoice Control and Actions, Add Attachment, and Duplicate Invoices you can read more about the features you can use in the step Invoice Control.
Send Invoice
When you are done with your settings and actions, click on Send to send the invoices based on the selected delivery method.
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Invoice Control and Actions in the Invoice Printer
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
In the final step of the invoice printer Invoice Control, you can add attachments, manage duplicates, and obtain more information about and preview the invoices you are about to send. Select an invoice in the list to retrieve information about the current invoice recipient.
Information
Select a line in the list to see any messages about the current invoice recipient and your invoice. You can use the buttons below the information box to preview the invoice in your browser (View), remove selected invoices, get information about any duplicates, and add attachments. If you put an invoice on hold, the invoice will be hidden until the next time you log into the invoice printer.
You can access the same features by right-clicking on an invoice.
Invoice Action
Here you have the opportunity to correct or add references and approve duplicates. If there are attachments linked to the invoice, this will be indicated by a number in the field Attachments.
If the invoice recipient requires a correct reference, you can enter it here without needing to recreate or correct the invoice in your business system.
DID YOU RECEIVE A WARNING ABOUT DUPLICATES?
Here you can read more about handling invoice duplicates >> -
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Add an attachment in the invoice printer
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
You can upload attachments to your invoices in the Invoice Control step in the invoice printer. Accepted formats for the attachments are PDF, xml, txt, and any image format.
The number of attachments linked to the current invoice is displayed with a number in the Attachments field under Invoice Action. Click the Attachments button if you want to preview these.
Attach an attachment to your invoice
- Select the invoice you want to upload an attachment to and click the button below the list labeled Attachments.
- A list will appear with the attachments currently linked to the invoice.
Click Add. - Upload the current file (you can upload multiple files at once) and click Ok.
An attachment has now been linked to the invoice.
To see which attachments were sent with an invoice, you can search for the invoice on the Sent Invoices page on InExchange Network. Bring the invoice up on the screen and click the Attachments button.
See information about automatic matching of attachments further down.
Automatic matching of attachments
If you manage many attachments and find it time-consuming to upload and link the attachments manually to the invoices in the invoice printer, we can help you match the files to each other. You can then transfer the attachments to the invoice printer simultaneously with the invoices. The requirement is that there is something on the attachment that allows us to connect it with the invoice, such as an invoice or order number.
If you want to know more or want to order the service, feel free to contact us.
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Duplicates of Invoices
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
If you receive a warning that an invoice has the same invoice number as a previously sent invoice (that was sent within the last year), you can get more information by clicking the Duplicates button located below the information box in the Invoice Check step.
Then check the box for "Approve duplicates" if you want to proceed and send the duplicate.
Otherwise, you can delete the selected invoice.In the Duplicates field under Invoice Action, the number of duplicates for the invoice will be displayed.
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Find Your Sent Invoices
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
Path to InExchange Network: Invoices\Sent Invoices
After you click on Send in the invoice printer, a summary of the invoices you just sent will be displayed. You can retrieve and save a receipt for these.
You can view the history of your sent invoices up to 18 months back on the page Sent Invoices in InExchange Network.
You will find several useful functions by clicking on an already sent invoice in the view.
- Attachments - See which attachments were sent with the invoice.
- Send as email – Send a copy of the invoice via email
- Print – Print the current invoice.
- Resend - Resend the invoice.
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Invoice Information
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
In the last step of the invoice printer, Invoice Control shows additional information about the recipient or the invoice. For example, if you have entered an incorrect reference or if the invoice should have been sent earlier, you will see here that it is a duplicate.
View – Opens the invoice in the browser.
Delete – Removes the invoices you have marked in the list.
Attachments - Here you can link attachments of common image and text formats to your invoice.
Duplicates – Shows current duplicates for the selected invoice.
Wait – Hides the invoice in the list until the next time you log into the invoice printer.
More information about InExchange Invoice Printer can be found in our getting started guide.
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Fix Invoice
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
Invoice Fix
In this part of the invoice printer's final step Invoice Control , you can correct reference numbers and reference names. You can also see if there is any attachment linked to the invoice and if there may be any duplicates of the invoice.Your reference number – Here you correct or add the customer's reference number.
Your reference name - Here you correct or add the customer's reference name.
Approve duplicates - Approves duplicates for the marked invoice at the current sending time.
When you click on Send, the invoices are sent based on the selected delivery method.
More information about InExchange Invoice Printer can be found in our getting started guide.
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Complete Invoice Flow via the Same Service
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
If you choose to send all your invoices via InExchange Invoice Printer, you will automatically keep track of which format your customers can receive, whether it's e-invoice, PDF invoice, or paper.
Our business network InExchange Network is constantly growing. If any of your customers join, they are identified by the network, and you will know that they can receive e-invoices the next time you invoice. This way, we actively help you reduce your postage costs.
In our guide, we explain how to choose the delivery method for your customers and what settings you need to make for the different delivery methods.
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Attachment Format Requirements
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
You can attach documents to your invoices via InExchange Invoice Printer. Below is information about the format requirements for the attached files.
Format Requirements:
- The file format must be PDF, xml, txt, or any image format.
- The file size for each individual attachment can be a maximum of 5 megabytes.
- An unlimited number of attachments can be added (with the exception of invoices delivered via email where the total limit for the shipment is 18 megabytes).
Do you have many attachments?
Contact InExchange support if you want to be able to print attachments directly to the invoice printer, or you can start by reading more here about automatic linking of attachments.More information about InExchange Invoice Printer can be found in our user guide.
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Is there any attachment linked to the invoice?
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
You can check if there are attachments linked to the invoice in the Invoice Control step in InExchange Invoice Printer.
- Select the invoice in the list and then look under Invoice Actions > Attachments.
Here you can see the number of attached files. Click the Attachments button to add files or to remove them. In the Attachments view, you can also bring up the current attachment on the screen. Click on an attachment in the list and then on View.
Note! If the invoice has been sent without an attachment, it cannot be added afterwards.
More information about InExchange Invoice Printer can be found in our user guide.
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Send Attachments to the Invoice Printer
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
If you have many attachments to manage, there may be a way to send them to the invoice printer. This way, you do not need to upload and match the attachments manually in the invoice printer. The requirement is that there is something on the attachment that allows us to link it to the invoice, such as an invoice number or order number.
Contact our support for assistance with this.
More information about InExchange Invoice Printer can be found in our user guide.
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Printer Settings
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
You can customize your prints via InExchange Invoice Printer to existing routines. You can access the printer settings through the Windows start menu or when you are printing to the invoice printer. Here, you have the opportunity to set the number of invoice copies and paper printer so that you can review and archive your invoices just like usual.
- Select the number of invoice copies you want printed for you
- Then choose which printer the copies should be printed to
You do not need to make any settings on External Print.
The printer settings for the invoice printer can be found via:
Start > All Programs > InExchange > Printer Settings -
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Will the invoice printer work after a computer change?
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User Guide for InExchange Print Service
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Choose How to Send Your Invoices
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Invoice Review
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Attachments
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Read More
We recommend always performing a new installation of the invoice printer when changing computers.
Below are a couple of points you need to consider.1. You need to install the client application on the new computer.
- Click the link below to go to the download page.
- Then log in and click Download. The correct version will be automatically selected for you.
2. Are you going to install the invoice printer in a server environment?
See this link for further instructions.3. InExchange Invoice Printer is compatible with the following operating systems
Windows Vista SP2 or newer.Windows Server 2008 or newer.
Are you using InExchange Invoice Printer to its full extent?
Feel free to read more in our guide on how to maximize your service and streamline your invoicing in three easy steps. -