Existing Xero invoices and their statuses can be viewed in the Invoices page of your GoCardless for Xero dashboard. This article will cover the following:
- Viewing your existing invoices
- Invoice statuses
- Reviewing details of invoices
- Invoice/payment processing statuses
Click on Invoices in the left menu bar to begin.
Invoices are separated by status within GoCardless for Xero. When the Invoices page first opens, it will default to showing your pending invoices. You can confirm this by checking the status filter dropdown menu at the top.
When opened, the dropdown will give the following options:
For a description of each status type, please see the table below.
If you have a long list of invoices, you may find it easier to search for a specific invoice via the search bar in the top right, beneath the Bulk Actions button.
This table outlines each of the four invoice statuses that can be toggled between via the dropdown filter on the Invoices page.
The invoice exists in Xero but has not been scheduled. Invoices will have this status if any of the following applies to the customer:
|Scheduled||Scheduled invoices are ready to be collected and awaiting collection on their specified due date.|
|Paid||Invoices are marked as paid on their due date and then remain in that status providing they are not subsequently marked as failed. If they are marked as failed, they will move to the pending list.|
|Cancelled||Any invoices you choose to cancel before their collection process begins will move to this status.|
Each invoice is shown in the Invoices page with a number of details applicable to it. Here is a run through of those details.
|COLUMN TITLE||DESCRIPTION OF INFORMATION|
|Reference||This is the reference of the invoice in Xero. Clicking it will open the original Xero invoice in a new browser tab.|
|Customer||The customer being charged for this invoice.|
|Status||Indicates the current processing status of the invoice. See here for more information.|
|Invoice date||The date specified on the Xero invoice when created. If Automated payments are switched on, the invoice date is the day the payment will be moved to 'scheduled', ready to be charged on the invoice Due Date.|
|Due date||The day your customer will be charged. If this falls on a non-working day then your customer will be charged on the next available working day.|
|Amount||The total invoice amount.|
|Actions||Provides the ability to take certain actions against an invoice when available, e.g. cancel payment.|
This table provides a list of the different statuses that can be applied to an invoice/payment during its lifecycle.
|INVOICE STATUS||(PROCESSING) STATUS||DESCRIPTION|
|Pending||Collect Now||Automated payments is not enabled for the customer and the invoice has not yet been requested for collection.|
|No mandate||The customer does not have an active mandate through which to collect the payment|
|Scheduled||Pending submission||Payment has been scheduled but not yet been submitted to the bank for processing|
|Pending customer approval||The customer either needs to return a dual signature authorisation form to complete the mandate set up, or has authorised a restricted mandate and so needs to approve each payment before it can process.|
|Submitted||Payment request has been submitted to the banking system - it can now no longer be cancelled.|
|Confirmed||The payment has been marked as successfully collected.|
|Pending||Failed||The payment could not be collected. (This is most commonly due to insufficient funds).|
|Cancelled||Cancelled||The payment/invoice has been cancelled prior to the collection being attempted.|
|Paid||Paid out||The funds have been paid out to the merchant by GoCardless.|