Invoice status and error codes

When you have linked your file or customers' files with the accounting software, the invoices will be recovered from Billtobox and placed on the server.

When customers archive invoices on Billtobox, invoices get an accounting status. There are three:

- To be fetched: invoices have not yet been fetched by the server
- Error: the server tried to fetch the documents but could not place them on the server
- Forwarded: the server fetched the invoices and placed them on the server. They are ready to be imported into the accounting software.

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Common Error Codes:

Error Code: ARCH-001

Reason: Missing or incomplete invoice details.

• This error occurs when required fields such as invoice number, date, or amount are left blank or contain invalid data.
• Resolution Tip: Ensure all mandatory fields are completed correctly before archiving the invoice.

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Error Code: PERM-002

Reason: Insufficient user permissions.

• The error arises if the user lacks the necessary privileges to archive invoices.
• Resolution Tip: Contact your system administrator to verify and update your user access permissions.

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Error Code: NET-003

Reason: System connectivity issues.

• This error appears when the system cannot connect to the database or server during the archiving process.
• Resolution Tip: Check your internet connection and confirm the server is online. If the issue persists, please contact our support team.

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The Forwarded status is the final status. It guarantees that the customer's invoices have been delivered to the accountant.

The invoices are also available in the Windows Explorer on the server, ready to be used by your accounting software.

If the invoices are not fetched or an error is returned, please use the webform to contact us. You can also contact us at [e-mail] and provide us with the log files.