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Troubleshooting & Frequently Asked Questions (FAQ)

Here we have compiled direct answers and practical solutions to common questions and situations encountered by users and administrators in daily work with Winvoice.

1. Final Posting & Export​

Why do invoices get stuck in "Posting Error"?​

When an invoice is approved through the entire approval workflow, Winvoice automatically attempts to export the transaction to your ERP system. If the ERP system rejects the document, the invoice is moved to the Posting Error tab so it can be reviewed without compromising accounting records. Common causes include:

  1. Inactive General Ledger Account:
    • Cause: An account on the coding lines is marked as inactive or blocked in your ERP system.
    • Solution: Select an active, valid account under Master Data > Accounts on the invoice, or activate the account in the ERP and sync master data. Then click Try Again on the invoice.
  2. Closed Accounting Period:
    • Cause: The invoice date or designated posting date falls into a period closed for posting in the ERP system.
    • Solution: Adjust the posting date to the earliest available open period in the invoice header or under Master Data > Accounting Periods, and click Try Again.
  3. Missing Supplier Information:
    • Cause: The supplier is newly created or lacks mandatory fields (such as payment terms or banking details).
    • Solution: Complete the supplier details under Master Data > Suppliers, sync data, and retry the export.
  4. Imbalance or VAT Category Error:
    • Cause: The sum of line net amounts does not match the invoice net total, or a mandatory tax code is missing.
    • Solution: Verify that all coding lines balance against the total invoice amount and VAT.
System-Specific Error Codes

If you are looking for details on specific error codes or integration behavior (e.g. Visma.net, Fortnox, Visma Administration, or Spiris), see the respective manual under ERP Systems & Integrations.

An invoice was routed to the wrong company – how do I move it?​

In multi-company environments, an invoice may occasionally be sent to the wrong company address or ingested under the wrong entity:

  1. Open the invoice in the incorrect entity and download the original PDF using the download icon in the toolbar.
  2. Click the wrench icon in the bottom left and select Void.
  3. Switch to the correct company using the Company Switcher at the top right.
  4. Upload the invoice in the correct company via Create Invoice (or email it to the correct company's intake address).

2. Supplier Matching & Unknown Supplier​

Why is an invoice displayed with "Unknown Supplier"?​

When an invoice is received, Winvoice inspects the invoice data and matches it against your supplier directory with the following priority:

  • Organization Number / VAT Registration Number
  • Bankgiro / Plusgiro
  • IBAN / BIC

If the invoice receives the Unknown Supplier status (marked with a yellow tag), this is usually due to:

  1. The supplier is not yet registered in your ERP system (add the supplier and run a directory sync).
  2. The supplier's payment details on the invoice differ from the records in the register.

How to link the supplier manually:

  1. Click directly on the Unknown Supplier chip in the invoice header.
  2. The modal displays interpreted details alongside suggested matches from your supplier registry.
  3. Select the correct supplier and click Connect. Winvoice saves the connection so that future invoices from this sender are matched automatically.

The supplier has transferred invoices to factoring​

When a supplier assigns invoices to a factoring company, the factoring company's banking details appear on the invoice while the order and contracts remain with the original supplier:

  • Ensure that the supplier has the factoring bank details registered in your ERP system, or set up the factoring entity as an authorized payee.
  • When matching against purchase orders or contracts, the invoice can be linked to the supplier's purchase order number regardless of factoring assignment.

3. Approvals & Permissions​

Why can't I click "Approve"?​

If the Approve button is disabled or greyed out, it is typically due to one of the following:

  1. The line checkbox is not checked: You must check the box to the left of the coding line assigned to you to confirm your review of that specific portion.
  2. The invoice is paused (On Hold): If the invoice has the On Hold tag, approval actions are locked. Hover over the button for details. The tag can be removed by an administrator once open questions are resolved.
  3. Four-Eyes Principle: If your organization enforces dual control and you prepared or ingested the invoice, you cannot approve it yourself. Another authorized approver must complete the sign-off.
  4. Approval Limit Exceeded: If the invoice amount exceeds your personal approval threshold, it is automatically escalated to the next approval tier.

The invoice is locked by a colleague – how do I unlock it?​

To prevent conflicting changes, an invoice is automatically locked when an authorized user opens it for review:

  • The lock is automatically released when your colleague saves, navigates back, or closes the tab.
  • If a colleague has stepped away from their workstation, an Invoice Administrator can override the lock by clicking the padlock icon in the invoice header.

Viewing Tools: Rotate, Zoom, and Fullscreen​

The toolbar directly above the invoice image (right panel in split view) includes convenient utilities:

  • Open in New Tab: Opens the original document in fullscreen in your browser.
  • Rotate: Rotates scanned invoices 90 degrees if needed.
  • Zoom: Enlarge or shrink text with zoom controls.
  • Adjust Split Width: Drag the splitter divider between the coding table and invoice image to adapt the layout to your screen.

The invoice skips the "Final Review" step – why?​

Review workflows are configured under Workflows > Review Workflows:

  • If the workflow has an amount threshold (e.g. "Only invoices over 50,000 SEK"), invoices below this limit proceed directly to final posting after approval.
  • To ensure all invoices undergo final review, verify that the rule has no restricting filters for supplier, account, or amount.

4. VAT & Rounding​

VAT differs by a few cents compared to the document​

Rounding differences typically arise from differences between line-by-line rounding (common on supplier invoices) and summary rounding in accounting systems:

  • Winvoice automatically balances allowed rounding variances to the company's designated Rounding Account.
  • Ensure a default rounding account is configured under Settings > Organization > Default Accounts.

How do I correct VAT or invoice totals?​

If an invoice was interpreted with an incorrect tax amount, an authorized administrator can adjust the fields:

  1. Open the invoice and click Edit Header.
  2. Correct the VAT amount, invoice number, or due date, and click Save.
  3. Coding lines are adjusted to ensure the entire transaction balances.

Need Further Assistance?​

Our support team is ready to assist you: