99 Troubleshooting and FAQ
99.1 Nothing is being processed ¶
Check in this order:
- Profile active? Status bar (
X profiles, Y active) and the checkbox in the profile list (see chapter 4.2)
- Matching mode? The mode determines the considered file extension - an XML profile ignores PDF files and vice versa (see chapter 8.7)
- Filter? The No match tab of the log list shows filtered-out files (see chapter 6.2); which filter rows fail is shown by the result preview on the filter page with the file as an example invoice (see chapter 8.10.4)
- Time window? With restricted processing times, the program waits outside the window (see chapter 40.6.3)
- External processor enabled? If the option Background processor is managed externally is set, only the separately configured Windows service processes - check on the Options → Windows service page that it is running and logged on with the same user account (see chapter 40.7)
- Is another process processing? If the status bar shows Processing by the Windows service or Processing in another session of this user, it is not this program window that processes but the service or the other session (see chapter 60.1.4)
- Check now in the status bar triggers a check without waiting (see chapter 7.3)
99.2 Existing files in the folder are not processed ¶
On first contact with a newly monitored folder, the existing contents are deliberately only marked as known (see chapter 8.8.4). Use Catch up... to process them (see chapter 60.2).
99.3 A file was skipped as a duplicate ¶
The content-based duplicate detection skips new files with already processed invoice data (see chapter 40.6.5). For a targeted repeat: log context menu → Process file again (see chapter 6.4).
99.4 Printing fails ("printer not ready") ¶
The program checks the printer status before printing. If a driver reports incorrect status values, enable the simplified printer availability check in the program options under Other (see chapter 40.17).
99.5 Email sending fails ¶
- Test connection on the sending page shows the failing step (see chapter 40.8.4)
- For SMTP behind corporate proxies: temporarily disable Check certificate revocation list (CRL) (see chapter 40.8.2)
- For provider volume limits: configure the pause after sending
99.6 Invoice data looks wrong or incomplete ¶
Check the file in the result preview with it as the example invoice (see chapter 8.11): there you see the key data as read. Invoices in the MINIMUM/BASIC WL profile inherently contain no line item data (see chapter 50.2.2).
99.7 Configuration changed accidentally or profile deleted ¶
Restore the application data from an automatic backup (see chapter 60.3.3). By default, the program backs up regularly and after profile changes (see chapter 40.10).
99.8 Switching from Automatic X-Invoice Processor 1 ¶
On the first start of a fresh installation, the program offers to import the application data of Automatic X-Invoice Processor 1 (profiles including their tasks, program options and license). The import copies the data - the version 1 installation remains unchanged and fully functional. Important: afterwards, close Automatic X-Invoice Processor 1 or disable its autostart, otherwise both programs will process the same folders.
Split by file type: In version 1, every task had one setting for the PDF file and one for the XML file. In version 2, each profile has exactly one processing mode (see chapter 8.7). A profile with tasks for several file types is therefore distributed across up to three profiles that monitor the same folders:
| New profile |
Mode |
Imported tasks |
| Name (Extracted XML) |
Extract XML from PDF file and process it |
XML tasks set to "Active" that worked on the XML extracted from the PDF file in version 1: rename, move, copy, save attachments, send email, print attachments |
| Name (PDF file) |
Process PDF file |
PDF tasks as well as print visualization, save visualization as PDF and save extract as CSV |
| Name (XML file) |
Process XML file |
XML tasks set to "Active" or "Active, if not extracted from PDF file" as well as save extract as CSV - for incoming XML files (e.g. XRechnung) |
A profile that concerns only one file type keeps its name. The tasks are listed in the order in which version 1 executed them; configured but deactivated tasks are imported as deactivated. The "(Extracted XML)" profile processes a PDF file before the "(PDF file)" profile, whose tasks may then move or delete the file. For this reason, the option "Do not apply any further profiles after successful processing with this profile" is switched off in the "(Extracted XML)" profile, and it only notifies on errors - success is reported by the "(PDF file)" profile. Since version 2.3.0, the message for files without a filter match applies to all profiles together anyway (see chapter 40.6.6).
Not imported: The email account types "Outlook" and "Exchange" no longer exist in version 2; they become "SMTP". Set up sending again in the options (see chapter 40.8) - likewise in email tasks with their own send settings.
Imported with version 2.0.0 to 2.2.1: These versions did not import the tasks of the profiles. To restore them:
- Toolbar → Profiles → Import profiles... and select the file
%AppData%\Automatic X-Invoice Processor 1\Profiles.json (enter the path into the "File name" field).
- In the import dialog, choose Overwrite existing profile - the profiles without tasks are replaced (see chapter 60.4.3).
- Invoices received since the switch were registered as processed without tasks. If needed, process them again with catch-up processing, limited to the period since the switch (see chapter 60.2). Check beforehand whether, for example, emails would be sent again.
If the version 1 configuration contained the account type "Outlook" or "Exchange", versions up to 2.2.1 did not read the imported program options either. From version 2.2.2 on, they are read as long as the options have not been saved in version 2 since - otherwise please set them up again.
99.9 Two AXPProcessor processes in Task Manager ¶
In service or headless operation this is by design: one process is the supervisor (the actual service), the second is the worker process that performs the processing. If a file gets permanently stuck, only the worker process is replaced - processing continues without intervention (see chapter 60.1.4).
99.10 Network drive not found in the service ¶
In the service, files on a network drive such as Y:\... are not found or not saved although the drive is reachable in File Explorer: a Windows service does not see users' network drives. It only knows the network path behind a drive letter if the drive is connected under the service account on this computer and the program window has run there - usually not the case after importing profiles from another computer. The program points out such paths when a profile is saved or imported. Enter the network path (\\Server\Share\...) in the profiles, or connect the drive under the service account and start the program window once (see chapter 60.1.4). Then process the failed files again via Process file again or Catch up (see chapters 6.4 and 60.2).
99.11 Notice "Processing overdue" for a profile ¶
The profile has not processed any invoice for longer than its period (see chapter 40.6.7). Common causes:
- The supplier has changed its name, supplier number or file names - the No match tab of the log shows such files, and the result preview with an example invoice names the unmet filter rows (see chapter 8.10.4).
- The invoices only arrive as plain PDFs without an embedded e-invoice - No invoice data tab.
- The invoices end up in a different folder - check the monitored folders.
- The profile only rarely receives invoices, e.g. once a year - set a longer custom period on the General profile page (see chapter 8.6.6).
After the correction, catch up on missed invoices via Catch up (see chapter 60.2). Matched invoices count with their invoice date; the notice disappears as soon as the last match lies within the period.
99.12 What support needs ¶
- Create error report (main menu → More) - the file lands on the desktop (see chapter 80.2.2)
- For configuration questions additionally: Create backup for support assistance... - without sensitive data (see chapter 60.3.4)
- Send both together with a short description to support
If you look after the installation remotely, the program can also send you the error report regularly by email (see chapter 80.2.3).
99.13 What data does the program store? (privacy inquiries) ¶
For the data protection assessment by your IT or your data protection officer, chapter 1.7 lists which data the program stores where and for how long, who has access to it and which connections it establishes to the manufacturer.