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Rechnungskit

Clear up a payment without a match

Updated

The task "Payment without a match" (Zahlung ohne Zuordnung) shows you a money movement for which Rechnungskit found no matching document. On the dashboard it reads "Payment has no identified sale". You work on it under Payments, in the payment's row.

Payment has no identified sale
Read the reason in the row first, then assign or file it
  1. TriggerPayment without a matching documentusually a refund without an original
  2. You click"Assign" on the dashboardopens the row under Payments
  3. You decideAssign, re-match or "Not a sale"depending on the reason in the row
  4. ThenA document is created or the case is filedthe task closes
Rechnungskit never creates a document on a hunch. An amount or an email address alone is not enough for a match.

What happened

A payment came in at your payment provider, usually a refund. Rechnungskit could not match it to an invoice unambiguously. The row under Payments names the reason:

Message Meaning What you do
"Refund without an original invoice" For the repayment there is neither an invoice nor a matched original payment. Find the sale at the provider, otherwise "Not a sale" (step 3)
"The refund exceeds the remaining correctable amount of invoice …" The invoice has already been canceled in full or in part, for example because the shop reported the refund first. The new refund is larger than what is left. Check the existing cancellations on the invoice (step 4)
"Catching up buffered documents failed" A temporarily stored operation could not be processed afterwards. Rechnungskit appends the technical reason to the text. Fix the reason, otherwise ask support

Why Rechnungskit stops here

A cancellation invoice (Storno) always needs an original invoice. If there is none, or if the correction would reverse more than is still open, Rechnungskit does not create a document on a hunch.

An amount or an email address does not count as proof of a match. The case therefore lands with you, rather than a wrong document landing in the unchangeable archive.

How to resolve it

  1. On the dashboard, under "Open tasks", click "Assign". You land under Payments at the row concerned, with the assignment already open. The dashboard only shows the five newest open tasks. If the task is not there, look for the row directly under Payments.
  2. Read the note in the row. It names the specific reason.
  3. For a refund without an original, Rechnungskit fetches the original payment from the payment provider itself (Mollie, Stripe, PayPal, GoCardless, Unzer). If the task still stays, check at the provider which sale the refund belongs to. If there was no sale, say because the order was canceled before payment, click "Not a sale" in the row.
  4. For a refund that is too high, open the invoice and check which cancellation invoices already exist. Usually the shop and the payment provider reported the same refund.
  5. For an incoming payment without an order, click "Assign" and then "Create invoice". The other options are in the row's "More actions" menu (…): "Re-match" after a delayed shop sync, "Not a sale" with a reason, or "Ignore (invoiced externally)" for sales from your old system.
  6. Older tasks without a payment (such as "No VAT rate for category …") are under Invoices in the "To review" tab as "Payment without VAT assignment". Once the cause is fixed, click "Mark as done" there.

When the task closes on its own

If a document is later created from the payment, Rechnungskit closes the task itself. The same happens for refunds of sales before your document start date (Belegstart) and for refunds that already have a matching cancellation invoice.

If a payment was refunded in full before any document was created, Rechnungskit files the payment and the refund as "canceled + refunded". Since no revenue ever arose, there is neither a document nor a task. This applies, for example, when the order was canceled or your shop never sent it. Both stay visible for payout reconciliation. Partial refunds and chargebacks do not count here.

If the payment and the last refund fall in different calendar months, Rechnungskit closes this task and opens a new one on the original payment. On the dashboard it also reads "Payment has no identified sale". The money may have been a prepayment in the month it was paid. Clear this up with your tax advisor, then file the payment with "Not a sale".

Related settings

  • Connections → Connect: matching source per payment provider
  • Settings → Account, "Task reminder by email": daily, weekly or off

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.

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