Invoices to manage - Error messages
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Error when managing invoice
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Overview: Causes and Solutions
This article explains how to manage invoices on the InExchange Network, particularly when there are delivery issues. To delete an invoice, click on "Manage" and then "Delete," which also removes it from sent invoices. Validation errors may be due to incorrect totals or customer references, which must be corrected in the invoicing system. If the customer name or reference codes are incorrect, they must be corrected before the invoice can be sent again. Issues may also arise if the issuing organization of the invoice does not match the sender, often due to a change of operator without prior notice to InExchange.
How do I delete an invoice on the Manage page?
Path to InExchange Network: Invoices\Manage
On the Manage page, your invoices that could not be delivered are collected. You can fix inaccuracies and resend invoices directly through this view.
1. Start by clicking on Manage on the relevant row to delete an invoice.
2. Then click on Delete.
Note that the invoice is also removed from your Sent invoices.
Keep in mind that you may need to credit the invoice in your business system and in your accounting.
How do I handle a stopped/undelivered invoice?
Go to page in InExchange Network: Invoices\To manage
Under To manage you have the option to edit invoices that have not been able to be dispatched.
Instructions for handling a non-delivered invoice:
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Click on Manage to the right of the invoice you wish to re-send.
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You will see an error message at the top. If the reference code or the purchase order number is incorrect, you can edit it directly under Your ref. code or P.O. no..
- Once you've edited the incorrect information or selected an alternative delivery method, click Send.
Note: If you resend the invoice using a method other than e-invoice, the change will not be updated in the customer registry. - The invoice will then be sent to the recipient and can be found under Invoices > Sent invoices.
If the invoice has already been processed in another way, you can select Ignore to the left of Send. This removes the invoice from the list of unsent invoices without affecting the customer registry.
Non-delivered invoices are displayed for up to three (3) months.
How do I resend a returned paper invoice?
On the Manage page, it says Paper in the Delivery column for invoices that have been sent as paper invoices. You can access the invoice in PDF format by clicking on the magnifying glass.
1. After you click Manage, you will have the opportunity to correct information. The error message will state the return reason and what you should fix before resending the invoice.
2. Click on the link in the error message if you want to check the printout and see how the information is presented in the window envelopes that the invoices are sent in. You will also see if a cover sheet is used and how it looks when the invoice is sent on paper. In the Settings tab, you can see how your paper invoices are handled.
3. Click on Send to resend the invoice.
Why did the error occur?
The error may have different causes and is specified in the error message.
If you have questions about this, you need to contact the recipient.It may also be due to the invoice being incorrectly totaled.
How do I fix the error?
You need to correct the invoice in your invoicing system and resend it to the recipient.
These types of errors cannot be fixed via Manage on the InExchange Network.Customer name does not match the name of the recipient
Why did the error occur?
The customer's name on the invoice does not match the recipient.How do I fix the error?
To be able to send the invoice, you need to correct the customer name, which you can do via Manage on the InExchange Network.Invoice customer reference name is missing
Why did the error occur?
The reference name provided on the invoice is incorrect or missing.How do I fix the error?
To obtain a correct reference name, contact the recipient. Once you have received the correct information, you can correct it via Manage on the InExchange Network.Invoice customer reference code or order number is incorrect/missing
Why did the error occur?
The reference code or order number provided is incorrect or missing.Reference codes and order numbers are case-sensitive and matched against a reference list or a rule set by the recipient.
How do I fix the error?
The recipient's reference lists are continuously updated, so even if you have a reference that has worked before, it may have changed.
To obtain a correct reference or order number, contact the recipient. Once you have received the correct information, you can correct it via Manage on the InExchange Network.Invoice issuing organization does not match the sender
Why did the error occur?
The invoice has been sent from a different operator than what is currently registered on the issuer.This error sometimes occurs when an issuer changes operators without InExchange being informed in advance.
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Technical Errors
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Overview: Causes and Solutions
The article describes various technical errors that may occur when handling invoices and attachments, as well as how these can be resolved. Errors can be due to invalid characters in XML files, missing attachments, or that an identical file has already been sent. To resolve these issues, it is recommended to correct and resend the files, and in the case of duplicates, slightly modify the file's content to create a new signature. It is important that attachments are transferred correctly and on time along with the invoice.
Why did the error occur?
A technical error occurs because there is something wrong with the content of the invoice, preventing it from being read. For example, there may be invalid characters in the XML file."Could not find an invoice matching the attachments within the specified time" means that we have received an attachment, but no invoice corresponding to the attachment.
"Could not find an attachment matching the invoice within the specified time" means that we have received an invoice that specifies in the file that there should also be an attachment, but we have not received any attachment.
How do I resolve the error?
In order for the invoice to be sent, you need to correct the file and resend it.Depending on whether it is the attachment or the invoice that is missing, it needs to be transferred to us again.
Technical Error - Duplicate
Why did the error occur?
The file that has been sent is identical to a previously sent file.How do I resolve the error?
If it is an invoice that you are trying to send that you have previously sent, a change needs to be made in the file for it to go through.
If it is an invoice that needs to be resent that you have already sent, there is the option to resend it via InExchange Network. Read more hereTechnical Error - Empty File
Why did the error occur?
The file that has been sent lacks content.How do I resolve the error?
Since there is no content in the file, it cannot be processed by InExchange.Check why the file is empty, resolve the error, and then upload the file to InExchange again so it can be processed and sent to the recipient.
Why did the error occur?
The file that has been sent is identical to a previously sent file.How do I resolve the error?
If it is an invoice that you are trying to send that you have previously sent, a change needs to be made in the file for it to go through.
If it is an invoice that needs to be resent that you have already sent, there is the option to resend it via InExchange Network. Read more here.Processing failed: Result is not valid XML: Root element is missing
Why did the error occur?
This is an error that can occur if the structure of the XML file is corrupted, incorrect, if it is empty, or if the transfer was interrupted.How do I resolve the error?
To resolve this type of error, the invoice needs to be corrected and resent.InExchange has received a copy of an already existing file
Why did the error occur?
An identical file has already been transferred.
This is checked by creating a signature for the invoice based on its content.How do I resolve the error?
In order to resend the invoice, the content of the invoice needs to be changed. The smallest change, such as a space or a period, is sufficient for a new signature to be created.Could not find any attachments within the specified time
Why did the error occur?
When reading the invoice, the specified attachment could not be found.
The attachment must be transferred as soon as possible in connection with the invoice.How do I resolve the error?
Check that the specified name of the attachment in the invoice matches the transferred attachment.
Transfer the invoice and attachment again. -
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Failed Delivery to Recipient
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Overview: Causes and Solutions
This article describes various issues and solutions related to invoice management via InExchange Network. The problems discussed include inactive recipient accounts, returned paper invoices, violations of the recipient's business rules, stopped invoices, and delivery issues with PDF invoices. For each problem, specific instructions are provided on how to resolve them, such as contacting the recipient, correcting invoice information, or using alternative delivery methods. The article also emphasizes the importance of having correct address information and following the recipient's business rules to avoid future problems.
The recipient's account is inactive
Why did the error occur?
This error occurs when a former recipient has chosen to terminate their recipient service with us.How do I resolve the error?
Contact the recipient and check if they no longer accept e-invoices.
Otherwise, you can resend the invoice by selecting another delivery method under Manage on InExchange Network.
Read more about Managing here.Why did the error occur?
The invoice you sent has been returned. This may be due to an incorrect address, the recipient has moved, or the address is incomplete.How do I resolve the issue?
You can choose to resend the invoice via Manage on InExchange Network. Correct the address to the correct one and choose to resend it. We will then add a cover sheet with the correct address.
The address must also be updated in your invoicing system so that you send to the correct address the next time you invoice.You can also choose to resend the invoice as a PDF if you have an email address for the recipient.
Read more about Managing here.The following invoices could not be delivered due to violations of the recipient's business rules
Why did the error occur?
The error that has occurred is due to the invoice not following the recipient's business rules. This most often happens when sending to a recipient using the Norwegian EHF format.How do I resolve the error?
To resend the invoice, you need to correct the invoice and resend it or choose to send the invoice as paper or PDF via Manage on InExchange Network.Read more about Managing here.
Stopped invoice with the recipient
Why did the error occur?
This error message comes from the recipient. The type of error is stated in the message from us. It may be an incorrect reference, for example.How do I resolve the error?
If it is not clearly stated in the error message what is wrong, you need to contact the recipient or the recipient's operator to clarify with them what the issue is.You can choose to resend the invoice with a different delivery method, paper or PDF, via Manage on InExchange Network.
Read more about Managing here.
PDF invoices could not be delivered
If your PDF invoices could not be delivered – here’s how to resolve the error
If your PDF invoice could not be delivered to the recipient, it may be due to a number of different reasons. You can start by checking the following items.
Is the correct email address provided?
- Check that the spelling and format of the address are correct.
- Contact the recipient to verify that the address is in use and that the recipient's inbox is not full.
Has the email been blocked by the recipient?
- Ask the invoice recipient to check that messages from noreply@inexchange.se are not being blocked by the recipient's mail system, for example, by a spam filter or otherwise.
Sometimes temporary issues can arise without anything needing to be addressed, and you can simply go into the list of stopped invoices via the button Manage your stopped invoices and resend the invoice(s) without changes. If you then receive no new error message and the invoice is included in the list of Sent invoices, the shipment has been successful.
Resolve and resend
If your PDF invoice could not be delivered, you will receive an error message from us via email. Click the button Manage your stopped invoices that is in the error message to resolve any errors and to resend the invoice.If the problem persists, contact InExchange support via our case form >>
Why did the error occur?
The recipient of the invoice is not registered as a recipient in InExchange Network.This means that the recipient currently does not have a registered service for receiving e-invoices with InExchange or with another operator via interconnection. It may also be that we could not identify the recipient due to insufficient information, for example, if the organization number, VAT number, or GLN is missing.
How do I resolve the error?
If it is a customer that you know can receive e-invoices but is not yet registered as a recipient in our network – contact InExchange support at 0500-44 63 60 or via our contact forms so we can register them as a recipient.Otherwise, you can resend the invoice by selecting another delivery method under Manage on InExchange Network.
Read more about Managing here.
Why did the error occur?
The recipient has requested that all suppliers contact them in advance before invoices are sent.
How do I resolve the error?
Contact your customer for more information.
You can choose to resend the invoice with another delivery method via Manage on InExchange Network.Read more about Managing here.
Delivery of invoice documents cannot be performed. The transaction lacks a customer
Why did the error occur?
We cannot deliver invoices between two parties where neither is a customer of InExchange.How do I resolve the error?
The invoice needs to be resent to the recipient's VAN operator.Contact your customer for more information about which VAN operator they use.
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Other Errors
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Overview: Causes and Solutions
This article describes common error messages related to invoice management on the InExchange Network and how to resolve them. Errors can occur due to reference errors, negative amounts, invalid PDF documents, or when the recipient is denied as a supplier. To correct these errors, it is recommended to check and adjust the invoice information, contact the recipient for more information, or use alternative delivery methods such as paper or PDF. Exact identifiers such as GLN may be needed to avoid issues with multiple organizations sharing the same identification number.
ReportedByAdministratorFeedback
Why did the error occur?
This error can encompass various issues. The error message comes from the recipient or when we have checked the invoice on our end at InExchange.How do I fix the error?
If it is a reference error, order number error, or similar, you can correct it via Managing on the InExchange Network.
Otherwise, you will need to correct the invoice and resend it.
Read more about Managing hereWhy did the error occur?
The recipient has chosen not to accept you as a supplier of e-invoices.How do I fix the error?
Contact the recipient to find out why the request has been rejected.
You can choose to resend the invoice via Managing on the InExchange Network with a different delivery method, paper or PDF.Read more:
Manage invoices under Managing
If your request was rejected/deniedWhy did the error occur?
We have been unable to process the PDF file. This may be due to the PDF being corrupted, empty, or protected. It may also be because it is not a valid PDF file.How do I fix the error?
Check the above and resend the invoice via Managing on the InExchange Network. If you have not received a correct email address, there is an option to resend the invoice as a paper invoice.Read more about Managing here
Negative amount is not allowed
Why did the error occur?
The totals of the invoice must not be negative according to the invoice standard: Svefaktura.
Svefaktura invoices are defined as debit or credit in a field called InvoiceTypeCode, so totals should not be negative.How do I fix the error?
The final amount of the invoice must not be negative. The invoice needs to be corrected and resent.Found more than one organization
Why did the error occur?
The recipient could not be uniquely identified among multiple recipients with the same org.nr, VAT number, or GLN.This can occur, for example, if a municipality has chosen to register its departments as separate recipients and the invoice only contains the org.nr.
To make as precise a match as possible, something that uniquely identifies them is needed, for example: GLN.
How do I fix the error?
Contact the recipient to get the correct GLN to send the invoice to and resend the invoice. -