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Submitting Invoices via the Transcepta Virtual Printer – Frequently Asked Questions

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What Is the Transcepta Virtual Printer?

The Virtual Printer is a small proprietary application that installs on your local workstation. It appears in your printer list, allowing you to “print” invoices directly to Transcepta. It ensures fast, secure delivery—without needing to email or upload documents manually.

System Requirements

Before installing, make sure your system meets these requirements:

  • Windows 10 or later (64-bit recommended)
  • Must be installed by a user with Administrator rights
  • Compatible with most ERP and invoicing platforms
  • Internet connection required

For a detailed list, see:
Virtual Printer Software Requirements

Known Issues & Important Tips

Here are key things to avoid to ensure smooth document delivery:

  • Do not print from a PDF.
    Always print directly from your ERP or invoicing software. Printing a saved PDF may result in conversion errors that impact data recognition.
  • Company names with special characters
    Some company names containing special characters (e.g., “&”, “/”, “®”) may cause failures. If you experience issues, use the Create a Support Ticket link below to request assistance.
  • Administrator permissions required
    You must install the Virtual Printer as an Administrator on the machine. Failure to do so may prevent the software from working correctly.

Valid Document Types

You do not need to select a document type—our system automatically recognizes documents submitted via the Virtual Printer. However, make sure the printed invoice includes:

  • Invoice Number
  • Invoice Date
  • Buyer Name
  • Unit Price, Quantity, and Line Total

These fields are essential for successful processing.

Mapping Time & Going Live

  1. Submit your first test print from your ERP system using the Virtual Printer.
  2. Our team will review and map your invoice format.
  3. Once your format is approved, you’ll receive a Connection Complete email.
  4. After that, all future printed invoices will be automatically processed.

Please do not submit live invoices until your “Connection Complete” email has been received. Unless otherwise requested, this will be sent to the user who completed your account registration. We recommend adding Transcepta to your Safe Senders list.

Confirmation & Reporting

Transcepta sends out automatic reports for invoices received through the Virtual Printer:

  • Batch Confirmation Report – Confirms that we’ve received your print submission.
  • Daily Supplier Report – Summary of what was received and processed the previous business day.
  • Invoice Rejection Notices – Explains any validation issues from your customer.

You can update report recipients in the Supplier Portal under:
Settings > Manage Invoice Profiles & VAT > Confirmation Email Address

Buyer Requirements & Line Item Guidelines

Before submitting invoices, be sure to check your customer’s requirements:
 

Most customers require:

  • A unique Invoice Number
  • Invoice Date
  • Line-level pricing (Unit Price × Quantity = Line Total)

Viewing & Updating Reports

You can log in to the Transcepta Supplier Portal at any time to:

  • Search invoice history
  • Confirm whether a document was received
  • Update notification settings

For help with installation or troubleshooting, please create a ticket using the form below. 

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