Handling failed invoices
Handling invoices that failed analysis
The failure situations are related either to invoice analysis or transfer to workflow or integrated external system.
- Invoices in analysis failed status need your handling
- Invoiced in transfer failed status are handled by Heeros and do not require actions from you
Failed invoices are shown in Status list under the Failed section.
Invoice analysis failed
An invoice landing in failed status because of failed analysis may be because
- the entered email has no PDF, JPEG, or PNG invoice to be analyzed
- the entered email does not have an invoice to be validated at all
- the analysis has for some reason not responded, or returned an error
- invoice file size is over 10MB
Instructions for example cases are provided, but in other questions please return to Heeros support.
In analysis failed status the three following options are available:
Re-Analyse- In case the invoice has an invoice file which seems to fulfill the analysis requirements, it is possible, that the analysis service has returned a temporary error. In such case it is possible to reanalyze the invoice.
Override recognition - It is possible to override the analysis and invoice data can be entered manually, without assistance of analysis.
Delete invoice - In case the entered email has no actual invoice file, the created invoice can be deleted. From More actions -menu you can find Delete button.
Handling invoices that failed analysis
PDF, JPEG, or PNG invoice image is of bigger size than 10MB
The invoice size is easiest checked by opening the invoice from attachment list to own window and select to save invoice. Saving is not mandatory, as the size is shown in the first dialogue.
If invoice is bigger size than 10MB, invoice analysis shall be overridden by selecting and invoice shall be validated manually.
Invoice has no PDF, JPEG, or PNG invoice to be analyzed
If invoice has no attachments, there is no invoice data that can have been analyzed.
It is possible, that the actual invoice is accessible through a link in the original email. This can be controlled by opening the email by selecting.
The solution does not support retrieving invoices from email links, so the invoice needs to be downloaded from the destination by the accountant and sent to receiving email for entry to system.
If invoice has attachments, which appear to be other than supported format invoices,the invoices must be changed into supported formats (e.g. save as PDF from Microsoft Word or Excel) and sent to receiving email.
Also possible needed splitting actions apply in handling an invoice that failed the analysis.
Invoice does not contain an invoice to be validated
It is also possible, that the email sent to the receiving email simply does not contain any invoice information. Perhaps, the original email reveals that the sender forgot the intended attachment. In that case, the invoice can be deleted as there is no intention to validate it further.
Technical failure in analysis
It is possible that for some technical reason the analysis result is not successfully retrieved for a seemingly fine invoice (correct file format and size less than 10MB). Invoice can be resent to be reanalyzed.
If the new analysis attempt still fails, please contact Heeros support.
Invoice transfer failed
Invoice transfer to workflow or to external integrated system can fail. The most common reason for transfer failure is due to temporary server issues. If transfer of an invoice fails, Heeros will re-transfer the invoice. There is no need to delete and resend an invoice that failed in transfer. If invoice is not transferred within 24 hours, you can contact Heeros Support.