Match a sale without an order reference
Updated
This task appears when a payment has arrived but Rechnungskit can't say for sure which sale it belongs to. On the dashboard it is called "Payment has no identified sale"; in the task reminder email (sent in German) it is "Verkauf ohne Bestellreferenz". The payment shows under Payments with the status "Needs review".
- TriggerPayment without a unique referenceamount or email are never enough
- You"Assign"search the order by number, email or amount
- Confirm"Create invoice"or "Not a sale" with a reason
- ThenDocument is created, task closes"Not a sale" can be undone with "Review again"
What happened
Rechnungskit looks for the order of every payment using unique references: payment reference, order number in the metadata, order number in the payment reference text. The task says why that didn't work here:
| Message | Meaning | What you do |
|---|---|---|
| "Keine eindeutige Bestell-, Vertrags- oder Zahlungsreferenz gefunden" (no unique order, contract or payment reference found) | No open order fits. | assign by hand or check the matching source |
| "Zahlung nicht eindeutig zuordenbar" (payment can't be matched uniquely), followed by the technical reason | Several orders carry the same reference. | assign the right order by hand |
| "Quelle steht auf ‚Manuell / Zu prüfen‘ (Verbindungen → Matching) …" (the source is set to manual) | For this payment provider you decided that every payment is matched by hand. | assign it |
| "Bestellung … ist storniert, die Zahlung … liegt aber vor" (the order is canceled, but the payment exists) | The order was canceled, but the money arrived anyway. For orders via the API the text has no order number. | find out whether a refund was made |
Why Rechnungskit stops here
Rechnungskit never matches automatically by amount or email address. Two orders for the same amount are normal in everyday shop business, and a wrong match would create an invoice to the wrong person.
For a canceled order, no invoice and no cancellation invoice are created either: there is no original, and the money is still with you.
How to resolve it
- On the dashboard, click "Assign" on the task. The button opens the payment's assignment dialog under Payments directly. Alternatively, open Payments and filter on "Needs review".
- If the row shows a suggestion ("Assign …", same amount, short time gap, no other matching order), check it and confirm with one click.
- Otherwise click "Assign", search the order by number, email or amount and confirm with "Create invoice". With WooCommerce, you can fetch a missing order with "Load order … from the shop now".
- If many payments stay unmatched for no obvious reason, check the provider's matching source under Connections → Connect. "Re-match all" then catches up on the payments left behind.
- For a canceled order, the dashboard button is called "Review data" and opens the order under Orders. The filter "Canceled but paid" there shows all such cases too. Find out whether a refund was made. A refund records itself.
- If the payment belongs to no sale, file it with "Not a sale" and a reason in the row's "More actions" menu. Sales from an old system before your document start date go there with "Ignore (invoiced externally)" as "Historic".
When the task closes on its own
As soon as the payment is matched to an order and the document is created, the task closes. "Not a sale" and "Ignore (invoiced externally)" close it as well. You can undo both with "Review again" on the payment.
Related settings
- Connections → Connect: matching source per payment provider
- Go live: Document start date from which Rechnungskit invoices
Where to find it in the app
Rechnungskit is not a tax advisory or law firm. This article explains general principles and does not replace advice from a tax advisor (Steuerberater, § 5 StBerG) or a lawyer (§ 3 RDG). Rechnungskit is built for businesses based in Germany and prepares documents, tax rates and bookings automatically. How your specific case is treated remains your decision, ideally together with your tax advisor or a lawyer.