Payment with unknown KID

What happened?

A payment has arrived in your bank account with a KID number that does not match any invoice in Bookingleaf. The money is safely in your account – but because the KID number did not match, Bookingleaf could not automatically register the payment on the correct invoice. That invoice therefore still shows as unpaid in Bookingleaf, and in the worst case the customer could receive a payment reminder for an invoice they have already paid.

To fix this, you need to find the invoice the payment belongs to and register the payment manually.

Why does this happen?

The KID number on an invoice normally contains the invoice number, and is used to automatically match incoming payments to the correct invoice. The most common cause of an unknown KID is that the payer typed the KID number manually in their online bank and made a typo – for example one wrong digit, or two digits swapped. It can also happen that the payer used the KID number from an old or wrong invoice.

How to find the correct invoice

• Compare with invoice numbers. The KID number normally contains the invoice number. Look for invoices whose number resembles the KID in the notification you received – one wrong digit or two swapped digits is the most common case.
• Filter on unpaid invoices. Go to Finance → "Invoices" and filter the list on unpaid invoices. Look for an invoice with the same amount as the payment, dated shortly before the payment date.
• Check the KID on the invoice page. When you open an invoice, its KID number is shown in the "Invoice" panel – so you can compare it directly with the KID in the notification.
• Do you also invoice outside Bookingleaf? Check whether the KID belongs to an invoice from that other system – then the customer paid the right KID to the wrong account. In that case the payment should not be registered in Bookingleaf, but on the invoice in the other system. (The money is still in the account connected to Bookingleaf – remember to account for that in your bookkeeping.)
• Ask the payer. If you still cannot find the right invoice, ask the customers you are expecting payment from for a receipt from their online bank. The receipt shows which KID number and amount was paid.

How to register the payment manually

You need to be an administrator of the provider to register payments.

1. Log in at app.bookingleaf.com and go to Finance → the "Invoices" tab.
2. Find the invoice the payment belongs to, and open it.
3. In the "Payment" panel, click "Register payment".
4. Fill in the payment date and amount. The link "Unpaid amount is …" fills in the remaining amount automatically.
5. Choose "Norwegian bank account" as the payment source, and enter the account number the payment arrived on.
6. Save.

The payment then appears in the invoice's payment list as a "Registered payment", and the invoice counts as paid. (Payments matched automatically from the bank file appear as "OCR payment".)

Customer says they paid, but nothing shows in Bookingleaf?

If a customer says they have paid, but the payment is neither registered on the invoice nor reported as an unknown KID, the payment may have gone to a different bank account than the one connected to Bookingleaf – for example an account you use for invoicing outside Bookingleaf. Ask the customer for a receipt from their online bank, and check which account number the payment went to. If you find the payment in another account, register it manually on the invoice in Bookingleaf as described above – entering the account number the payment actually arrived on.

Need help?

Contact us at contact@bookingleaf.com and we will help you find the correct invoice.