InExchange Invoice Printer

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

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

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

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

Error code: XC30/XC28/XC29.

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

This is typically resolved by following the steps below:  

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

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

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

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

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

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

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

Below are explanations for the different options.

 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.

 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.

 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.

 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.

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  in the left column shows that an active e-invoice recipient has been linked to your customer in your customer registry at InExchange. 

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. 

 Please read more about InExchange Invoice Printer in our Get started guide.

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

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

Read more: 

How do I transfer a sample invoice?

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

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

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

-Yes, transfer now

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

- No, later

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

- No, delete

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

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

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

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

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

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

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

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

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

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

-Yes, transfer now

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

- No, later

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

- No, delete

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

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

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

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

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

7. You will now be presented with the customer numbers that have been matched and it is now time for you to select where and how your invoices will be delivered. Regarding the paper invoices, you will only need to do one thing here and that is clicking on the arrow under Send as on the correct company and select Paper. Thereafter, click on Next.

8. You will now be presented with a list of every invoice number that has been transferred and a small overview. When you click on Send The invoices will go to our printout partner and thereafter directly to Posten. Please note that when you have clicked “Send”, you cannot delete the invoices.

To see what your 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:

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 adress is presented in the envelope window.

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

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

Then click on Print preview.

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.

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 InExchange 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.

The first time you send to a new customer number via 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  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.

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.

What we need from you is a normal Windows printout file from your ERP. Format requirements and invoice content is later checked by InExchange 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 InExchange, 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!

Click here to see the movie on how invoices are sent to InExchange via the invoice printer.

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. 

You can send to multiple recipients, separate the e-mail addresses with a comma.

Example: "fictional@address1.se,fictional@address2.se"

Read more:
 
Can I send PDF invoices through InExchange?

How do I send invoices with InExchange Invoice Printer?

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

How do I select delivery method on the invoice printer?

After you have transferred your invoices to InExchange Invoice Printer, 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.

• 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 via e-mail 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.

If you need to send many attachments at the same time and don't want to add them manually we have a solution where you can print your attachment directly to our invoice printer. To do this we require that the attachment has something we can use to connect the attachment to the invoice it concerns, for example an invoice number or a order number. Contact our support to get help with this. 

Requirements

• The file must be under 2 MB
• It must be in the file format .PDF or an image format of your choice
• Unlimited number of attachments can be added. However, each file must be under 2 MB (Except for invoices that are delivered to an e-mail address where the total limit is 10 MB)

Guide

1. Print the invoice to InExchange Invoice Printer.

2. Go through the same steps as usual until you get to the last step marked Invoice check.

3. Here, you will see a list showing all the invoices that are ready to be sent to selected recipient. Mark the invoice that you would like to upload an attachment to and click on the button marked Attachments.

4. You will now be presented with a box showing a list of the attachments that currently are linked to this invoice (in this case, the list is empty). Here is where you can remove or add new attachments to the marked invoice. Click on the button Add.

5. Locate the file on your computer and select it on the list and click on Open.

Tip: If you can’t find the file even though you are in the correct directory, make sure that your computer is set to show all documents as shown below:

6. You will now return to the previous view where the name of the attachment will be shown in the list over linked attachments. Click on Ok.

7. You now have an attachment connected to the selected invoice. If you would like to add more attachments repeat steps 4 to 6.

Note that you can't add attachments after the invoice has been sent.  

When you send invoices via InExchange Invoice Printer, you will see marks and possibly certain types of alerts in different colors in the invoice printer. They will help you choose the best shipping 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 of the information box.

 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.

 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.

 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.

 Blue mark:
If you send an invoice through InExchange Invoice Printer, 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.

Read more:

How do I send invoices with InExchange Invoice Printer?

How do I select delivery method in the invoice printer?

How do I select recipient in the invoice printer?

You can send all of your invoices via InExchange regardless if they will be sent as a letter through Posten, as a PDF-invoice by e-mail or as e-invoices directly to the recipient’s ERP. The time of delivery varies depending on delivery method and contract. Here are some general guidelines:

E-invoices and PDF-invoices that are sent via InExchange are delivered to the recipients the same day or at the latest, the day after. We deliver electronic invoices to recipients on two occasions every day, one time during the morning and one time during the afternoon. If your invoice came in after the time of the previous delivery, it will automatically be in the next one.

Regarding invoice letters sent via Posten the delivery time depends on your contract and when you transferred the invoice to us.

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

When you send an 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.

Please note that we receive receipts on all of our deliveries and we will always contact you if any problems would occur on the way.

Feel free to contact us if you have any further questions or thoughts. 

If you by mistake print a document to the InExchange Invoice Printer that is not for us, for instance, if you happen to print out an e-mail to us instead of to your regular office printer, 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.

- Yes, transfer now

The invoice printout will leave your local computer and be transferred to InExchange. This only means that the invoice will be moved to InExchange, 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 InExchange. 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 InExchange. 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.

Read more:

I have transferred an invoice to you, how do I remove it?

Go to page in InExchange Network: Sent invoices, Received invoices

No matter what service you use with us you can always see the history of sent and received invoices on our website. The invoices are stored for 18 months.

1. The latest invoices are now displayed in a list. You also have the opportunity to show invoices from a particular time period and to search for a specific invoice number. See the picture below.

If you want hard copies automatically when printing invoices to InExchange 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.
See the picture below.

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

You can block customers from receiving invoices through InExchange Invoice Printer if you for example don't want to invoice a specific customer through InExchange. 

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 to block them from receiving invoices through InExchange. 

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. 

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