# Q\&A
This page answers the most common questions about Fitek—from getting started and setting up workflows, to troubleshooting issues and understanding how features work. If Your question isn't answered here, browse our guides or reach out to support.
### **Purchase Invoice module**
### **Q: An invoice is stuck in approval. How do I see who it is waiting for?**
A: Open the invoice and go to the Confirmation / Confirmation flow section. You'll see all steps, approvers and their status (waiting, approved, rejected, skipped). The row without a decision shows who needs to act next. If it's a parallel or "X of Y" step, check how many approvals are required and how many have already approved.
### **Q: I need to change an approver on one specific invoice. Can I do that myself?**
A: If You have Approver + Assigner, Approver + Assigner + Completing workflow or Administrator role, open the invoice and click the Edit confirmation flow (pencil) icon. You can replace a user, add someone before/after You, and save. This affects only that invoice, not the company-wide flow.
### **Q: A confirmation flow disappeared from the dropdown. Why can't I select it?**
A: Flows are only shown if they are Active. Ask Your Administrator to open Settings → Confirmation flows and check if the flow's Active toggle is OFF. Inactive flows are hidden from new invoices and automation rules but remain stored.
### **Q: Someone changed company-wide approvers. How do I see who can do that?**
A: Only Administrators can edit flows under Settings → Confirmation flows (add/remove/replace approvers, change steps, activate/deactivate, delete). Regular approvers can only change flows on individual invoices, if their role allows.
***
#### **Invoice import and missing invoices**
### **Q: A supplier says they sent an e-invoice, but I can't find it in Fitek. What do I check first?**
A: Check the Purchase invoice register without strict filters (remove date and status filters). If still missing, verify that:
* The e-invoice was sent to the correct company mailbox address, and
* The mailbox is correctly configured in Company's mailbox configuration.
If "Import issues" views are available in Your environment, check for errors there.
### **Q: Some invoices are imported but show errors. Where do I see what went wrong?**
A: In the invoice register, filter by Import issues (if available). Open an invoice and read the error message. It usually points to missing mandatory fields or invalid data (e.g. wrong VAT code, missing supplier). Correct the data and try to re-process.
### **Q: Imported invoices show wrong supplier or cost data. What should I check?**
A: First confirm that the source system / XML sends the correct values. Then check:
* Supplier matching rules (e.g. based on registration number, VAT number, e-invoice address)
* Company defaults and automation rules that may overwrite fields
If the same issue happens repeatedly, it is usually a mapping or source data problem, not a one-off manual mistake.
***
#### **Coding / cost allocation (accounts, cost centres, CCOs)**
### **Q: Why did transaction rows disappear on an already completed invoice after changing cost objectives?**
A: If purchase invoice Custom Cost Objectives (CCOs) with dimensions were enabled/disabled incorrectly, older invoices could temporarily show/hide rows. This bug has been fixed in current versions, but if You still see it, avoid enabling/disabling CCOs during audits and contact support with invoice examples.
### **Q: I can't select the expected cost centre or dimension. Has it been removed?**
A: Open Settings → Cost objectives / CCOs (if You are an Admin) and verify that:
* The cost objective itself is Active
* It is allowed for Purchase invoices (not only for POs or other modules)
* The user has rights to see and use that cost objective
If the PO module was disabled, PO-specific CCO settings are hidden by design.
### **Q: An approver sees different cost rows than I do. Is that normal?**
A: Yes, depending on Your configuration:
* Some users see header-level totals only, others see detailed lines
* Certain cost objectives may be visible only to specific roles or companies
If something seems wrong (e.g. rows truly missing), verify that the invoice has not been re-coded by another user since You last opened it.
***
#### **Reporting & invoice register**
### **Q: How can I see who approved my invoices and when?**
A: Use the Approver report or "Export to XLSX with approvals" in the purchase invoice register (if enabled). This export includes each approval step, user, action and timestamp, across related companies where applicable.
### **Q: Why do I see the same invoice several times in the register when I filter by related companies?**
A: Check if:
* You have multiple related company filters applied
* The invoice truly belongs to more than one related context (e.g. shared services)
### **Q: How can I save a filter template in the purchase invoice register?**
If You use the same search criteria regularly - for example, only invoices with status "Assigned" for a specific date range - You can save them as a filter template. This lets You apply the same filter with one click instead of setting everything up manually every time.
**Saving a filter**
1. Open the purchase invoice register
2. Set up Your filters the way You want them: status, supplier, date range, dimensions, or whatever combination You need
3. Make sure the list shows exactly the invoices You're looking for
4. Click "Save as filter template"
5. Give it a clear name: something like "My approvals - this month" or "New invoices - last 90 days"
6. If You want this filter to load automatically every time You open the register, mark it as default
7. Save
Your template now appears in the "Saved Filter" dropdown at the top of the register. Next time, just select it and click Apply.
**Who can see saved filters?**
Filter templates are personal and company-specific. Only You can see and use the filters You've saved, and they're only available in the company where You created them.
**Deleting a filter You no longer need**
1. Click the "Saved Filter" dropdown in the register
2. Find the filter You want to remove
3. Click the trash icon next to it
The filter is removed permanently - it can't be restored after deletion. Keep Your list clean by removing filters You no longer use, so the ones that matter are easy to find.
***
### **Purchase Orders module**
### **Q: My PO is stuck and suppliers are waiting. How do I see what's blocking it?**
A: Open the PO and view its status and approval / confirmation section. If approvals are configured:
* Check which user the PO is currently waiting for
* Ensure all required steps are finished (especially final approval / "Completing workflow" roles)
### **Q: I can't approve a PO – the button is disabled. Why?**
A: Check:
* Your role (You must be part of the confirmation flow as an Approver in the current step)
* That the PO is in a status where approvals are allowed (e.g. not already completed/cancelled)
* That You are not lacking company or module access
***
#### **Linking POs and invoices**
### **Q: I linked an invoice to a PO, but I don't see it under Linked invoices. What now?**
A: First, refresh and check the Linked invoices tab on the PO. In older versions, double-clicking could create an invisible double link; this is now fixed. Always:
* Use the supported Link action instead of double-click
* Verify that the invoice is not already fully linked to another PO
### **Q: How can I be sure all invoices for a PO are linked?**
A: From the PO: Open the Invoices / Linked invoices tab and review all linked invoices. From the invoice: Open the Purchase orders tab to see linked POs. If something is missing, search the invoice register by supplier and amount, then link manually.
***
#### **PO cost objectives and dimensions**
### **Q: I don't see PO-related cost objective settings anymore. Did we lose them?**
A: If the PO module is disabled in Your environment, PO-specific CCO settings are intentionally hidden. They are not deleted, just not visible. If the module is re-enabled, PO CCO settings become visible again.
### **Q: PO uses different CCOs than invoices – is that a configuration error?**
A: Not necessarily. In some setups:
* PO and PI may use different CCO configurations (for example, POs have project codes, PIs have detailed accounts)
Check settings with Your Administrator to confirm what is allowed per module.
***
### **Sales module**
### **Q: Sales invoices are in "Import issues" status. How do I fix them?**
A: Open the invoice and read the error message. Common causes:
* Missing mandatory fields (customer ID, due date)
* Invalid VAT data
* Incorrect format from the source system
Correct fields directly in Fitek if allowed, or fix the source data and reimport.
### **Q: Customer says they did not receive a sales invoice sent via e-invoice or Peppol. Where do I start?**
A: In the sales invoice register, filter by:
* Status "Delivery issues" (if available)
* Or use an Import and Delivery Issues export
Check the error reason (invalid receiver ID, unreachable endpoint, etc.). Fix the receiver master data (e.g. e-invoice address, Peppol ID) and resend.
***
#### **Sales reporting and reconciliation**
### **Q: How can I reconcile sales invoices between Fitek and my ERP?**
A: Use:
* The sales invoice register export (CSV/XLSX)
* Any API (Export v3) configured in Your environment
Compare by invoice number, date, amount, customer ID. For discrepancies, check:
* Whether some invoices remained in error statuses in Fitek
* Whether some invoices were cancelled or credited after export
***
### **Expense module**
### **Q: My expense claim is stuck and I don't see who should approve it.**
A: Open the expense and look at the approval / confirmation section:
* It shows current approver(s)
* Status of each step (waiting, approved, rejected)
If there is a chain based on Your department or manager, verify that Your manager settings in the user profile are correct.
### **Q: I can't submit my expense because of missing fields. What should I do?**
A: Check:
* All mandatory fields (date, purpose, category, amount, cost centre, project)
* Attachment rules (some companies require a receipt for every line or above a threshold)
If a mandatory field seems irrelevant, it is a configuration decision - contact Your internal admin.
***
### **Fraud detection**
### **Q: An invoice is flagged as suspicious. What is my next step?**
A: Open the invoice and review the anomaly explanation. Follow (Your company's internal) procedure:
* Verify supplier details
* Confirm with the requestor or business owner
* Only then approve or reject
If You believe it is a false positive, note it and inform Your admin so thresholds or rules can be adjusted.
***
### **ERP & Integrations**
### **Q: Invoices are approved but not visible in my ERP. What should I check?**
A: Check, in order:
* Invoice status in Fitek – is it fully approved and in a status that allows export?
* Export logs (if available) – any errors per batch or invoice?
* Export configuration – correct company, integration user, endpoint and schedule
If specific invoices fail, compare them with successfully exported ones to spot pattern (e.g. missing account, CCO, or dimension).
### **Q: ERP rejects some invoices with code errors. How do I fix them in Fitek?**
A: Read the error message from the export log (e.g. unknown account, invalid VAT code). Then:
* Correct the invoice coding (account, cost centre, VAT)
* Ensure master data is aligned between ERP and Fitek
* Re-export the invoice
***
### **Authentication & User management**
### **Q: I can't log in with my Estonian ID-card after getting a new card.**
A: Make sure:
* You use a supported browser and latest ID-card software
* Your environment is on a version that includes the latest Estonian ID-card fix
If the problem persists, capture error screenshots and exact card type/version for support.
### **Q: How can a user change their email address in Fitek?**
A: Only user itself can change their own email address - administrators cannot do it. The email address is their login and the address where all notifications are sent, so it's treated as personal data that only the account owner can update.
To change it:
1. Log in to Fitek with Your current email and password
2. Click Your name to open Your profile
3. Go to "Edit personal data"
4. Enter Your new email address in the email field
5. Click "Save & close"
6. Fitek sends a verification link to the new email - click it to confirm the change
After verification, the new email becomes Your login and Your notification address.
**If You can't log in with Your old email** for example, You no longer have access to that mailbox - try the "Forgot password" option first. If that doesn't work, contact Your company's administrator or Fitek support to restore access. Once You can log in again, You can change the email Yourself as described above.
### **Q: The email address was entered with a typo when the account was created. How can the user log in?**
If the email address in the system contains a typo, the user can't log in and won't receive password reset emails either - because the emails are going to an address that doesn't exist or belongs to someone else.
This can only be fixed by Fitek support. Here's what to do:
1. Confirm the problem: verify that the email in the system actually has a typo and that's why the user can't log in
2. Contact Fitek support with the following details:
* Company name and registration code
* The user's full name
* The incorrect email address currently in the system
* The correct email address it should be changed to
* A note that this is a typo from account creation and the user has never been able to log in
3. Fitek support corrects the email in the system
4. Once corrected, the user can log in with the right email address, either with their existing password if one was already set, or by using "Forgot password" to create one
This situation only applies when the email was wrong from the start. If a user needs to change their email for any other reason (like switching to a new work email), they can do that themselves through their profile.
### **Q: The email was entered with a typo. Can the user still log in with Smart-ID or ID-card?**
Yes. If the user has Smart-ID or ID-card authentication set up, they can log in with those methods even if the email address in the system is wrong. This works because Smart-ID and ID-card authentication is based on national ID credentials, not the email address.
To log in:
1. Go to the Fitek login page
2. Choose Smart-ID or ID-card as the login method
3. Authenticate as usual
Once logged in, the user can go to their profile, open "Edit personal data", and correct the email address themselves. After saving, Fitek sends a verification link to the new email: click it to confirm, and the corrected email becomes the login and notification address.
**When support is still needed**
If the user doesn't have Smart-ID or ID-card set up, or can't log in with those methods for any reason, the email correction must go through Fitek support.
### **Q: How can I control which dimensions a user sees in Fitek?**
If You want to make sure that users only see the cost objectives and dimension values that are relevant to their work - for example, an approver seeing only their own department's cost centres, or an accountant having access to all dimensions - You can configure this per user.
Only administrators and accountants with configuration rights can manage dimension availability for other users.
**Where to set it up**
1. Go to Settings → Users
2. Find the user and open their details
3. Open the "Dimensions" block
You'll see a table of dimension values grouped by cost objective. Each value has a checkbox — ticked means the user can see and use that dimension, unticked means they can't.
**Managing access**
**One at a time:** tick or clear individual checkboxes to grant or revoke specific dimension values. Useful for fine-tuning access.
**All on the current page:** use the "Select/Deselect all on this page" checkbox to quickly grant or revoke everything visible on the current page. Handy when there are many values spread across multiple pages.
**All for a cost objective:** use the arrow next to the main checkbox to grant or revoke all active values for an entire cost objective at once. For example, "Grant all 8 items" gives the user access to every department, or "Revoke all 6 items" removes all project codes.
**What the user experiences**
After You adjust their dimension availability:
* Dropdown lists on transaction rows only show the dimensions You've granted: keeping things short and relevant
* Filters in the invoice register and archive only include permitted dimensions
* The user can't accidentally post costs to dimensions they shouldn't be using
**Common setups**
**New accountant:** use "Grant all" for the main cost objectives they work with. Leave irrelevant ones empty.
**Approvers and managers:** usually only need their own department or cost centre. Grant just those to keep the interface clean.
**Sensitive dimensions:** if certain projects or cost centres are confidential, revoke them for everyone who doesn't need access.
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