Invoice Operations

The Invoices module in Zoho ERP provides a set of functions that help you manage invoices throughout their lifecycle. From creating and editing invoices to sending, sharing, recording payments, and deleting them when required, these functions allow you to handle all your invoicing tasks efficiently from one place.

Learn more about the actions you can perform an invoice.

Edit Invoice

To change details of an existing invoice:

• Log in to your Zoho ERP organization.
• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Select the invoice whose details you want to edit.
• Click the Edit icon.
• Make the necessary changes and click Save.

Mark an Invoice as Sent

You can manually mark an invoice as sent. This allows you to record payments for the invoice. To mark an invoice as sent:

• Log in to your Zoho ERP organization.
• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Select the invoice which is in the Draft status that you want to mark as sent.
• Select Mark as Sent.

Print Invoice

To print an invoice in Zoho ERP:

• Log in to your Zoho ERP organization.
• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Select an invoice you want to print.
• Click the PDF/Print dropdown and select Print.
• Check the invoice preview and click Print.

Download Invoice PDF

• Log in to your Zoho ERP organization.
• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Select the invoice which you want to download.
• Click the PDF/Print dropdown and select PDF.

Print Invoice Delivery Note

• Log in to your Zoho ERP organization.
• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Select the invoice which you want to print the delivery note.
• Click the PDF/Print dropdown and select Print Delivery Note.
• Check the invoice preview and click Print.

Print Invoice Packing Slip

• Log in to your Zoho ERP organization.
• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Select the invoice which you want to print the packing slip.
• Click the PDF/Print dropdown and select Print Packing Slip.
• Check the invoice preview and click Print.

Clone Invoice

If you want to create an invoice with the same details as an existing one, you can choose to clone it rather than create a new invoice. Here’s how:

• Log in to your Zoho ERP organization.
• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Select an invoice you want to clone.
• Click ••• and select Clone.
• Make necessary changes in the New Invoice page.
• Click Save to create a new cloned invoice.

Void Invoice

Once you void an invoice, it will not reflect on any of your sales transactions or reports. To void an invoice:

• Log in to your Zoho ERP organization.
• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Select an invoice you want to void.
• Click ••• and select Void.
• Enter a reason and click Void.

In case you want to make the invoice valid again, you can mark it as active. This is a better alternative to deleting an invoice permanently, letting you retain any information in the invoice.

To make an invoice active:

• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Select the invoice which is in the Void status.
• Click Convert to Draft.
• Enter a reason and click Convert to Draft.

Delete Invoice

To delete an invoice:

• Log in to your Zoho ERP organization.
• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Select an invoice you want to delete.
• Click ••• and select Delete.
• Click Delete it to confirm.

View Invoice Journal

Each invoice has an associated journal entry that records the accounting impact of the transaction. This journal entry shows how the invoice amount, taxes, and payments are posted across accounts, ensuring that your receivables and revenue are accurately reflected in your books.

• Log in to your Zoho ERP organization.
• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Select the invoice of which you’d like to view journal.
• Click the More icon and select View Journal.
• You’ll be directed to the journal entry below your invoice.

Here, you can see how the invoice transaction is recorded in your accounts. The Sales account is credited with the taxable value of the invoice, while the applicable tax amounts are credited to the respective tax accounts. The total invoice amount, including taxes, is debited to the Accounts Receivable account, indicating the amount to be collected from the customer. This ensures that revenue, taxes, and customer dues are accurately reflected in your books at the time the invoice is created.

Lock Invoice

Locking an invoice helps prevent further modifications and ensures the transaction remains unchanged for accounting accuracy and audit compliance.

• Log in to your Zoho ERP organization.
• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Select the invoice of which you’d like to lock.
• Click the More icon and select Lock Invoice.
• In the popup, select your lock configuration and enter a reason for the lock.
• Click Lock to lock the invoice.

Once locked, the invoice cannot be edited by users unless they have the required permissions, helping maintain data integrity and control over finalized transactions.

Add Attachments to Invoice

You can attach up to 10 files of 10MB each to an invoice.

To attach files to an invoice:

• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Select the invoice for which you want to attach the file(s).
• Click the Attach icon on the top right corner of the page.
• Select your upload option.

You can Download, Delete or Remove the files by clicking the options below the uploaded files.

View Comments & History of Invoice

You can view all comments and activity related to an invoice from the Comments & History section. This includes notes added by users and a complete log of actions such as creation, edits, status changes, and sharing activity, helping you track changes and maintain transparency.

Export Invoices

You can export all your invoices to your system in CSV, XLS, or XLSX formats. Here’s how:

• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Click the More icon in the top right corner of the page.
• Select Export Invoices.

Fill in the following fields:

• Click Export.

Bulk Update Invoices

If you need to update a specific field in multiple invoices at once, you can use the bulk update option. To update in bulk:

• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Select the invoices you want to update.
• Click Bulk Update at the top of the page.
• In the Bulk Update Invoices popup, choose the field you want to update from the dropdown and enter the new information.
• Click Update.

Now, the selected invoices will be updated with the new information.

You can attach up to 5 files of 5MB each to an invoice. To attach files to an invoice:

• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Select the invoice for which you want to attach the file(s).
• Click Attach File(s) on the top right corner of the page.
• Select your upload option.

You can Download, Delete or Remove the files by clicking the options below the uploaded files.

Download Invoices in Bulk as a ZIP File

You can download the selected invoices as a ZIP file, which will contain individual PDFs of each invoice. To download:

• Go to Sales on the left sidebar, and select Invoices.
• Select the invoices you want to download in bulk.
• Click the ZIP button at the top of the page.

Now, the selected invoices will be downloaded onto your device as a ZIP file containing individual PDFs of each invoice.

Link Invoices

Link invoices with sales orders

You can associate invoices with sales orders that were created separately. There are two ways to do this in Zoho ERP.

• By Importing
• By Associating Order Numbers Manually

Before you proceed, please note the following prerequisites:

• The customer addressed to must be the same in both the invoice and the corresponding sales order.
• The sales order date cannot fall after the invoice date.
• The invoice must contain one or more of the items mentioned in the sales order. They cannot be linked in case of items mismatch.
• The sales order cannot be void, cancelled, closed, dropshipped or on hold.

Linking By Importing

You can link your invoices in to its corresponding sales orders in bulk while importing them. To do so,

• Log in to your Zoho ERP organization.
• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Click the Menu icon - Import Invoices.
• Browse and upload the relevant file.
• Check the Link Invoices to its corresponding Sales Orders box.
• Click Next.
• Map the Sales Order Number field with the corresponding sales order number column from your import file. This step is mandatory to successfully link the invoices to its sales orders.
• Click Next, preview your changes and click Import if everything is ready.

The selected invoices will be linked to their respective sales orders. The linked sales order will be marked as Confirmed if they were in draft.

Linking By Associating Order Numbers Manually

To link an invoice with a sales order manually in Zoho ERP:

• Log in to your Zoho ERP organization.
• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Select an invoice to open it.
• Click the Edit button at the top to edit the invoice details.
• Enter the sales order number that you want to link it to in the Order Number field.
• Click Save.
• In the invoices list page, click the checkbox next to the invoice for which you’ve provided the sales order number. You can select more than one invoice.
• Click the Link to existing sales order button at the top.

The selected invoices will be linked to their respective sales orders. The linked sales order will be marked as Confirmed if they were in draft.

Adding Serial Numbers in Invoices

To add serial numbers for the serial-tracked items in an invoice:

• Log in to your Zoho ERP organization.
• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Click +New to create a new invoice.
• Add items/composite items that are serial number tracked and specify the quantity.
• Click the Select Serial Numbers option below the item quantity field.
• Select the serial numbers you want to add from the drop-down or scan the serial number of the item using a barcode scanner for the specified quantity. You can add up to 1000 serial numbers in a transaction.
• Save the invoice. You can view the serial numbers associated with it at the footer.

Other Actions in Invoices

In addition to creating and managing invoices, Zoho ERP allows you to perform several actions from the Invoices list page to help you quickly find, organize, and manage invoices based on your business needs.

Create a Credit Note

You can create a credit note directly from an invoice to record refunds, adjustments, or returns issued to a customer. Learn More

Create a Debit Note

Debit notes can be created to record additional charges or corrections related to an invoice.

Filtering Invoices

In the Invoices list page, you can filter invoices based on their status. By default, you can view invoices in statuses such as Draft, Sent, Unpaid, Partially Paid, Overdue, Paid, or Void. This helps you focus on invoices that need immediate attention.

Here’s how you can filter invoices:

• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Click the filter dropdown at the top and select the required filter.

Custom Views

You can create custom views to display a tailored list of invoices by defining specific criteria. Custom views help you monitor invoices relevant to your workflow, such as overdue invoices or invoices created by a particular salesperson.

Here’s how:

• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Click the All Invoices dropdown at the top.
• Select + New Custom View.
• Enter a name for the custom view. Check Mark as Favorite if you want to display the custom view at the top of the filter list.
• Add criteria for the custom view based on the fields in the plan. You can add multiple criteria by clicking + Add Criteria.
• Choose the fields to be displayed in the custom view that you are creating. You can move fields in the Available Columns to the Selected Columns by clicking the + icon next to them.
• Under Visibility Preference, choose who can access this filter:
  • Only Me: Only you can access this filter.
  • Everyone: All the users in the organization can access this filter.
  • Only Selected Users & Roles: You can select the users and roles that can access this filter.
• Click Save.

Sorting Invoices

You can sort the invoices list to organize and view invoices based on your preference. Click the column headers—such as Invoice Number, Customer Name, Invoice Date, Due Date, Amount, or Status—to sort invoices in ascending or descending order. This helps you quickly locate specific invoices and review payment status efficiently.

Here’s how:

• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Click the column based on which you want to sort. The sorting will be in ascending or descending order, as indicated by the arrow next to the column. OR
• Click the More icon in the top right corner.
• Hover over Sort By and choose the option based on which you want to sort.

Bulk Actions

Bulk actions allow you to perform operations on multiple invoices at once. For example, you can bulk update invoice fields, download invoices, or delete multiple invoices in a single step. This saves time when managing a large number of invoices.

Here’s how you can perform bulk actions:

• Go to Sales module in left sidebar.
• Hover over Invoices in the modular bar and select Invoices from the dropdown.
• Select the invoices that you want to update.
• Click Bulk Update.
• Select the field you want to update and its corresponding value.
• Click Update. Once updated, the selected changes are applied to the invoices.

Rearranging Invoices List

You can customize the Invoices list view by choosing which fields are displayed on the main page. You can also rearrange columns to suit your workflow, making it easier to view the most relevant invoice information at a glance.