In this article, you'll learn how to monitor due invoices under the Payments menu and how to export payment files as SEPA XML to process them further in your online banking.
Using SEPA XML in Candis is optional. You can still pay your invoices through your online banking or any other tool outside of Candis.
Activate the payment list
Before you can use the payment list, you need to activate it once in the settings.
Open Settings and select the Payments section.
Set a start date. The start date is the earliest due date from which Candis displays invoices in the payment list.
Add your bank accounts and select one of them as your default bank.
Invoices with a due date before the start date don't appear in the payment list.
Which invoices appear in the payment list?
For an invoice to appear in the payment list, all of the following conditions must be met:
The document type is Invoice or Reimbursement.
The invoice is issued in euros.
The IBAN and BIC/SWIFT code of the contact are in the SEPA area.
The invoice is approved.
In the processing form, Create transfer is selected.
The due date is on or after the payment list's start date.
Tip: If the due date is missing during processing, Candis automatically uses the invoice date as the due date.
The payment list is sorted by due date by default. Candis always shows the invoice with the earliest due date at the top, so you can keep track of your payment deadlines.
On the left side of the Payments menu, you'll also see all previous exports in chronological order. Click on an export to bring up the associated invoices again.
Export a SEPA XML file
If you want to prepare payments through Candis, you can export the selected invoices as a SEPA XML file and process them in your online banking.
Open the Payments menu.
Select the invoices you want to pay.
Click Export SEPA XML.
Import the exported file into your online banking and execute the transfer there.
After the export, Candis automatically changes the payment status of the exported invoices from Unpaid to Paid. The payment date matches the export date.
Candis only exports payment data. You always execute the actual transfer in your online banking or another banking software.
Purpose of use in the SEPA XML
Each item in the exported SEPA XML contains an individual purpose of use:
Invoices: Invoice number, invoice date, and customer number (if available).
Reimbursements: Title of the reimbursement.
Invoice can't be selected for export
Candis can only export an invoice as SEPA XML if a valid IBAN is stored on the invoice or on the contact.
Invoices without a valid IBAN are marked with a note in the payment list.
To add a missing IBAN:
Click on the marked row in the payment list.
Add the IBAN on the right side and save the change.
Candis automatically adds the IBAN to the contact's core data and applies it to all future invoices from this contact.
Frequently asked questions
I entered the wrong IBAN for my own bank account to be charged and already exported the SEPA XML. What do I do?
Open the affected export in the export history on the left side. Select the invoices and reset the payment status to Unpaid. The invoices then reappear in the payment list, and you can export them again.
My invoice doesn't appear in the payment list. What should I do?
Check whether all of the following conditions apply to the invoice:
The document type is Invoice or Reimbursement.
The invoice is issued in euros.
The IBAN and BIC/SWIFT code of the contact are in the SEPA area.
The invoice is approved.
In the processing form, Create transfer is selected.
The due date is on or after the payment list's start date.
Do I have to process payments through Candis?
No. The payment function in Candis is optional. You can still pay your invoices through your online banking or another tool outside of Candis and manage the payment status in Candis manually — or ignore it altogether.