## Zoho Inventory Documentation Index

Access the complete documentation index at:
https://www.zoho.com/en-sg/inventory/llms.txt

Use this file to discover all available documentation pages before proceeding.

# Invoices

An Invoice is a financial document that indicates the supply of goods or services between a vendor and a customer with the payment information that the customer has to make.

### Invoice Statuses

**Status**

**Description**

**Draft**

Invoices when created will be in **Draft** status before being sent to the customer.

**Sent**

Invoices once sent to the customer with a due date for payment, will be shown as **Sent**.

**Overdue**

Once the due date for payment is exceeded, it will be indicated as **Overdue**.

**Partially Paid**

When the payment is made for a part of the items in the invoice, it will be shown as **Partially Paid**.

**Paid**

When the invoice amount is fully paid by your customer, it will be shown as **Paid**.

**Void**

The status of an invoice becomes **Void** when you have chosen to void it. This comes in handy when you want to freeze an invoice and create another one in its place.

![Invoice workflow](/inventory/help/images/flow/zom-invoice-flow.png)

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### Creating an Invoice

To create an invoice:

*   Log in to your Zoho Inventory organization.
*   Go to _Sales_ on the left sidebar, and select **Invoices**.
*   Click **\+ New** in the top right corner.
*   In the _New Invoice_ page, fill in the following fields:
    *   **Customer Name:** Select the customer for the invoice.
    *   **Invoice#:** The default transaction series will be used. Choose a different one from the dropdown, if needed. Click the **Settings** icon in the right of the field to enable or disable the option to auto-generate invoice numbers.
    *   **Order Number:** Enter the order number if necessary.
    *   **Invoice Date:** Choose the date for creating the invoice.
    *   **Terms:** Choose the payment terms for which the invoice is due.
    *   **Due Date:** Pick the payment due date.
    *   **Salesperson:** Select the salesperson responsible for this invoice, if applicable.
    *   **Select Price List:** Choose the price list for the items in the invoice.
    *   **Item Table**: Select and add items to the table. Then, fill in the following columns: \* **HS Code:** If you had entered the HS Code when you created the item, this field will be auto-populated when you select an item in the _Item Table_. If the code wasn’t configured during item creation, click the **Edit** icon next to this field and enter it. \* **Tax Category:** This field is auto-filled based on the tax category selected when you created the item. \* **Quantity:** Enter the quantity for each item. \* **Rate:** The rate will be auto-filled based on the item’s rate you set. Modify it if needed. Click **Apply Price List** under this field to select a price list for the item. \* **Tax Column:** This field is auto-filled based on the customer’s address, the item’s tax category, and the customer’s country. \* **Apply Withholding Tax Column:** Check this for each item that is applicable for withholding tax.

**Note:** Ensure Withholding Tax is enabled for your organization and the customer.

*   **Recent Transactions:** Click this to view all the recent transactions for the item in the right pane. You can also hover over the item price and click it to copy.
    
    *   **Discount:** Enter a **Percentage (%)** or **Amount** for discounts.
    *   **Bulk Actions:** Click this option to perform bulk actions in the _Item Table_. Select **Bulk Update Line Items** from the dropdown to update the _Project_ or _Account_ of each item in the table or select **Show Additional Information** to show the project and account for each line item in the table.
    *   Click **\+ Add New Row** to add additional rows for items.
    *   Click **Add Items in Bulk** to add multiple items at once.
    *   **Shipping Charges:** Add shipping costs for your items. Click **Apply Tax on Shipping Charge** to select a tax on shipping.
    *   **Adjustment:** Enter adjustments if needed. Use a **Negative (-)** sign to reduce the amount.
    *   **Customer Notes:** Add notes to display them in the invoice.
    *   **Terms and Conditions:** Add your business terms and conditions for the invoice.
    *   **Attach File(s) to Invoice:** Click **Upload File** to attach a file to the invoice.
    *   **I have received the payment:** Check this if you’ve received the payment when you’re creating this invoice. Then, select the _Payment Method_ and _Deposit Account_ from the table below. If the customer used multiple payment methods, click **\+ Add Split Payment** to split the payment. The invoice will be saved as **Paid**.
*   Click **Save as Draft** to save the invoice as a draft, or **Save and Send** to send it to the customer.
    
*   You can also schedule an invoice during the creation process. Here’s how:
    
    *   Click the dropdown next to the **Save and Send** and select **Save and Send Later**.
    *   In the _Schedule Mail_ page, select the schedule date under _When would you like to send the email?_.
    *   Verify other details and click **Schedule**.

Now, if you haven’t recorded the payment directly, you can record it later for the created invoice once the customer pays the amount.

**Pro Tip:** To create an invoice directly from the Home page, click the **Quick Create** button in the top right corner and select **Invoices** from the dropdown.

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### Creating an Invoice From a Sales Order

To create an invoice from a sales order:

1.  Go to the **Sales Orders** module under **Sales** from the left sidebar.
    
2.  Open the sales order for which you want to create an invoice.
    
3.  Click the **Create** dropdown and select the **Invoice** option. Or click the **Convert to Invoice** button.
    
    ![Convert to Invoice button](/inventory/help/images/invoice/convert-to-invoice-button.png)
4.  A New Invoice page opens up with most of the fields pre-filled from the sales order. You can edit them, if required.
    
    **Note:** The Customer Name field cannot be edited as the name on the invoice and sales order must be the same.
    
5.  Enter the Terms & Conditions, charges and configure the payment method.
    
6.  Save and send the invoice to your customer.
    
7.  You can view the invoices created for a sales order under the Invoices tab in the corresponding sales order page.
    
    ![View SO Invoices](/inventory/help/images/invoice/view-so-invoices.png)

**Pro Tip:** If you want to save time and quickly convert the sales order to an invoice, you can click the **Instant Invoice** option under the Invoice tab in the sales order page. This will skip the edit page and create an invoice instantly. As of now, you cannot create an instant invoice for serial/batch tracked orders.

![Instant Invoice button](/inventory/help/images/invoice/so-instant-invoice.png)

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### Creating an Invoice for Multiple Sales Orders

If you have several sales orders that are not invoiced yet, you can create a single invoice for all orders. However, please note that the sales orders must be from the same customer and has to be in **Confirmed** status.

To create an invoice for multiple sales orders:

1.  Go to the Invoices module and open the **New Invoice** page.
    
2.  Select the customer to whom you wish to raise an invoice.
    
3.  If there are existing sales orders with no associated invoices for that customer, then you can find the **_Include Confirmed Sales Orders_** option below the Item Details section.
    
    ![Include confirmed Sales order option in invoice](/inventory/help/images/sales-orders/include-multi-so-option.png)
    
4.  Click on it and select the sales orders that you want to add to the invoice.
    
    ![Confirmed Sales Orders](/inventory/help/images/sales-orders/confirmed-so.png)
    
5.  The items of the selected sales orders will be added to the invoice.
    
6.  Fill up any additional details and then click **Save** to create a invoice for multiple sales orders.
    

**Note:**

*   This option is only available while creating a direct invoice.
*   Sales orders that are marked for drop-shipment/backorder or already have an invoice associated, cannot be included.

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### Add Items in Bulk

To add multiple items to your invoice at once:

1.  Open a new invoice page.
    
2.  Fill up the [basic details](/en-sg/inventory/help/invoice/#basic) and go to the item details section.
    
3.  Click the dropdown button next to **Add another line** button and select the **Add items in bulk** option.
    
    ![Selecting multiple items](/inventory/help/images/invoice/add-items-in-bulk.png)
4.  In the following pop-up, select the items you want to add.
    
5.  Configure the quantity of the selected items.
    
6.  If you want to generate multiple serial number at once:
    
    *   Click the **Select Serial Numbers** in the line item level under quantity.
    *   Click **Generate Serial Number**
    *   **Serial Number:** Set a starting serial number to define the first number in your desired sequence.
    *   **Count:** Determine how many serial numbers you want to generate.
7.  Click **Add Items** to add the items to your invoice.
    
    ![Selecting multiple items](/inventory/help/images/sales-orders/items-bulk-select.png)

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### Importing Invoices

To import invoices into your Zoho Inventory account:

1.  Navigate to the **Invoices** module under **Sales** from the left sidebar.
    
2.  Click on the **Menu** icon in the top right corner and select **Import Invoices** option from the dropdown.
    
    ![Invoice Import](/inventory/help/images/invoice/import-invoices.png)
3.  Upload the relevant **.csv** or **.tsv** type file from your device. You can download and refer the **sample file** from this page to prepare the data on your import file.
    
4.  Choose the character encoding involved from the dropdown. By default, the character encoding is **UTF-8(Unicode)**.
    
5.  Choose the **File Delimiter**(comma or semicolon). By default it will be comma for a .csv type file.
    
6.  To generate invoice numbers automatically, select the **Auto-generate Invoice Number** option.
    
7.  To link invoices with existing sales orders select the **Link Invoices to its corresponding Sales Orders** option.
    
8.  Click **Next** to proceed to mapping the fields.
    
    ![Invoice Import - Uploading file](/inventory/help/images/invoice/invoice-import-1.png)
9.  Zoho Inventory finds similar fields and maps them automatically. You can make changes, if needed.
    
10.  Check the box near the **Save these selections for use during future imports** option to automate mapping for future imports.
     
11.  Click **Next** to proceed to the _Preview_ window.
     
     ![Invoice Import - Mapping fields](/inventory/help/images/invoice/invoice-import-2.png)
12.  A summary of the number of invoices ready for import, number of skipped records and unmapped fields will be shown.
     
13.  Click **Previous** to make changes. Otherwise, click **Import**.
     
     ![Invoice Import - Preview](/inventory/help/images/invoice/invoice-import-3.png)