After exporting invoices using SEPA Direct Debit via XML Export and submitting the XML file to your bank, you are responsible for updating the status of each invoice based on the outcome of the payment. This step helps keep your records accurate - for both accounting purposes and customer payment tracking.
Update Invoice Statuses after Bank Feedback
When exporting the XML file, you may have chosen to log the payment attempt, which automatically marks the selected invoices as Pending Payment and creates an entry in the Payments table on each invoice’s detail page. This status assumes the file has been submitted to your bank and that the payment collection is in progress.
After your bank has processed the payments, you should:
Mark payments as successful if the debit was completed and funds were received. This will automatically update the invoice status to Paid.
Mark payments as failed if the debit was rejected, returned, or otherwise not completed. The invoice status will revert to its previous state (e.g. Open or Past Due).
Keeping these statuses up to date ensures clear payment tracking and allows you to take appropriate next steps on failed payments - such as retrying the export, notifying the customer, or applying manual late fees.
How to Mark Invoices as Paid or Failed
Go to the Invoices tab in the Kinnovis Manager
Filter by Payment Method: Manual charge via SEPA XML
Filter by Status: Pending Payment
Filter by: Created to select a specific time period (optional)
Select the relevant invoices
Use the table SEPA XML actions menu to choose:
Mark payment as successful to confirm successful collection; this will change the invoice status to Paid
Mark payment as failed to indicate the payment did not go through; this will change the invoice status to Open or Past Due (depending on their original due date)
Can I Undo This?
Marking a payment as Successful (which results in an invoice status Paid) is permanent and cannot be undone.
If you mark a payment as Failed (which results in an invoice status Open or Past Due), you can reinitiate the SEPA export process and generate a new file for that invoice.
Why it's Important to Update Payment Statuses?
It’s important to always review and update invoices marked as Pending Payment to reflect their actual payment outcomes. Leaving invoices in a pending state can lead to confusion in reporting, missed follow-ups, and inaccurate financial records.
Updating the payment status (which automatically updates the invoice status) is especially critical if features like Auto-Lock are enabled, as unpaid invoices may (not) be automatically initiates to lock a unit or trigger other automated actions (e.g. sending payment reminders) based on their status.