More Actions on Invoices | User guide

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nav-stacked" > <li > <a href="/inventory/help/migration/migration-general.html">General Migration</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">What's New</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/whats-new/index.html">What's New</a> </li> </ul> </li> </ul> </div> <div class="help-content" id="content"> <form class="print-form"> <input type="button" class="print-icon" name="print" value="" title="Print this page" alt="Print this page" onclick="javascript:window.print()"> </form> <h2 class="product-logo to-print" translate="no"><img src="/inventory/images/inventory-icon-default.svg?v=2"/>Inventory</h2> <h1 id="more-actions">More Actions</h1> <div class="side-grid"><h2 id="in-this-page">IN THIS PAGE…</h2> <ul> <li><a href="#edit-invoice">Edit Invoice</a></li> <li><a href="#item-header">Add Item Header</a></li> <li><a href="#share-link">Share Invoice Link</a></li> <li><a href="#send-invoices-to-customers">Email Invoices to Customers</a></li> <li><a href="#schedule-email">Schedule Invoice Email</a></li> <li><a href="#link-invoice-to-so">Link Invoices with Sales Orders</a></li> <li><a href="#print-pdf-invoice">Download/Print Invoice</a></li> <li><a href="#void-invoice">Void Invoice</a></li> <li><a href="#write-off-invoice">Write-off Invoice</a></li> <li><a href="#qr-code">Display QR Code on Invoices</a></li> <li><a href="#delete-invoice">Delete Invoice</a></li> <li><a href="#serial-number-invoice">Add Serial Numbers in an Invoice</a></li> <li><a href="#invoice-for-batch-tracked-items">Add Batch Numbers in an Invoice</a></li> <li><a href="#invoices-export">Export Invoices</a></li> </ul> </div> <h3 id="edit-invoice">Edit Invoice</h3> <p>To edit the details of an invoice:</p> <ol> <li> <p>Go to the <strong>Invoices</strong> module under <strong>Sales</strong> from the left sidebar.</p> </li> <li> <p>Open the invoice you want to edit.</p> </li> <li> <p>Click the <strong>Edit</strong> button on the menubar.</p> <img alt="Edit Invoice" src="/inventory/help/images/invoice/invoice-edit.png" width="800" /> </li> <li> <p>Update the necessary details.</p> </li> <li> <p>Click <strong>Save</strong>.</p> </li> <li> <p>If you have edited a digitally signed invoice, you will have to re-sign it before sending it to your customer. <div class="tips-note"><div class="tips-note-img"></div> <p><b>Related:</b> Learn how you can <a href="/inventory/help/integrations/sign-integration.html" target="_blank">set up digital signatures in Zoho Inventory</a> to authenticate your invoices.</p> </div> </p> <img alt="Resign Invoice" src="/inventory/help/images/invoice/invoice-resign.png" width="700" /> </li> </ol> <hr> <h3 id="item-header">Add Item Header</h3> <p>You can now easily categorize items in your invoices using the Item Headers feature. To add an item header:</p> <ol> <li> <p>Go to the <strong>Invoices</strong> module under <strong>Sales</strong> from the left sidebar.</p> </li> <li> <p>Open the New Invoice page.</p> </li> <li> <p>Add the necessary line items under Item Details.</p> </li> <li> <p>Click the drop-down button next to <strong>Add Another Line</strong> and select <strong>Add Item Header</strong>.</p> <img alt="Add Item Header Option" src="/inventory/help/images/sales-orders/add-item-header-1.png" width="800" /> </li> <li> <p>Enter the header name and press tab.</p> <img alt="Item Header" src="/inventory/help/images/sales-orders/add-item-header-2.png" width="580" /> </li> </ol> <p>You can drag and reposition the item header by clickin and placed above any item.</p> <hr> <h3 id="print-pdf-invoice">Download PDF or Print Invoice</h3> <p>To download or print your invoice:</p> <ol> <li> <p>Go to the <strong>Invoices</strong> module under <strong>Sales</strong> from the left sidebar.</p> </li> <li> <p>Open the invoice you want to print/download.</p> </li> <li> <p>Click the PDF/Print drop-down button on the menubar.</p> </li> <li> <p>Select the <strong>PDF</strong> option to download a PDF copy of the invoice, or select the <strong>Print</strong> option to print the invoice.</p> <img alt="Download PDF or Print Invoice" src="/inventory/help/images/invoice/invoice-print-pdf.png" width="800" /> </li> </ol> <hr> <h3 id="void-invoice">Void Invoice</h3> <p>If there was an error in a customer invoice and if you do not want to delete it, you can simply void it. A void invoice will not be removed from the organization, hence it will not affect the invoice numbering sequence. Once you void an invoice, it will not reflect on any of your sales transactions or reports. Also, the customer cannot make payment for a void invoice. But you can mark it as Open anytime and then your customer can pay for the invoice.</p> <p>To void an invoice:</p> <ol> <li> <p>Go to the <strong>Invoices</strong> module under <strong>Sales</strong> from the left sidebar.</p> </li> <li> <p>Open the invoice you want to void. You cannot void paid invoices.</p> </li> <li> <p>Click the ellipsis icon (***) on the menubar.</p> </li> <li> <p>Select the <strong>Void</strong> option from the drop-down.</p> <img alt="Void Invoice" src="/inventory/help/images/invoice/invoice-void.png" width="800" /> </li> <li> <p>Enter the reason for voiding the invoice and click <strong>Void It</strong>.</p> </li> </ol> <p>To reopen a void invoice:</p> <ol> <li> <p>Go to the <strong>Invoices</strong> module under <strong>Sales</strong> from the left sidebar.</p> </li> <li> <p>Click the void invoice you want to reopen.</p> </li> <li> <p>Click the <strong>Convert to Draft</strong> option on the menubar.</p> <img alt="Convert Invoice to Draft" src="/inventory/help/images/invoice/invoice-convert-to-draft.png" width="800" /> </li> <li> <p>Enter the reason as to why you want to undo a void transaction.</p> </li> <li> <p>Click <strong>Convert to Draft</strong> to successfully reopen the void invoice.</p> </li> </ol> <hr> <h3 id="write-off-invoice">Write-off Invoice</h3> <p>Write Off is one way of dealing with bad debts. Bad debts usually means any specific invoice that becomes uncollectible. You can Write Off an invoice when you鈥檙e sure that the invoice amount is uncollectible. When you Write Off an invoice it will be marked as Paid.</p> <p>To write-off an invoice amount:</p> <ol> <li> <p>Go to the <strong>Invoices</strong> module under <strong>Sales</strong> from the left sidebar.</p> </li> <li> <p>Open the invoice you want to write-off.</p> </li> <li> <p>Click the Record Payment drop-dropdown on the menubar.</p> </li> <li> <p>Select the <strong>Write off</strong> option.</p> <img alt="Write-Off Invoice" src="/inventory/help/images/invoice/invoice-write-off.png" width="800" /> </li> <li> <p>Select a write-off date on the calendar and enter the reason for the write-off.</p> </li> <li> <p>Click <strong>Write it off</strong> to proceed.</p> <img alt="Write-Off Reason" src="/inventory/help/images/invoice/invoice-write-off-reason.png" width="700" /> </li> </ol> <hr> <h3 id="qr-code">Display QR Code on Invoices</h3> <p>Generate QR codes for your invoice URL or other custom messages and embed them on your invoices in Zoho Inventory. When you send this invoice to your customer, they can scan the QR code to open the embedded link on their device.</p> <p>To enable QR Codes in Zoho Inventory:</p> <ol> <li> <p>Go to <em>Settings</em> > <em>Preferences</em> > <em>Invoices</em>.</p> </li> <li> <p>Enable <strong>Invoice QR Code</strong> option under the <em>General</em> tab.</p> <img alt="Enable Invoice QR Code" src="/inventory/help/images/invoice/qr-enable.png" width="650" /> </li> <li> <p>Select the QR Code Type. This can either be Invoice URL or a Custom message.</p> <ul> <li> <p>If you have selected Invoice URL, a QR code will be generated for the invoice鈥檚 URL internally for every invoice that will be created in Zoho Inventory. <img alt="QR Type 1" src="/inventory/help/images/invoice/qr-type-1.png" width="600" /> </p> </li> <li> <p>If you鈥檝e selected Custom, click <strong>Configure</strong>. <img alt="QR Type Configure" src="/inventory/help/images/invoice/qr-type-2.png" width="600" /> </p> </li> <li> <p>Enter the custom message (with 250 character limit) or insert placeholders and <strong>Update</strong>. <img alt="QR Type 2" src="/inventory/help/images/invoice/qr-type-2-2.png" width="500" /> </p> </li> </ul> </li> <li> <p>Enter a brief description about the QR code.</p> </li> <li> <p>Click <strong>Save</strong>. Once the QR code has been enabled, all the custom templates created hereafter will have the QR code enabled in it.</p> <img alt="Invoice QR code" src="/inventory/help/images/invoice/qr-display.png" width="580" /> </li> </ol> <p>If you wish to include QR codes in the existing templates:</p> <ol> <li> <p>Go to <em>Settings</em> > <em>Templates</em> > <em>Invoices</em>.</p> </li> <li> <p>Click the <strong>Edit</strong> button under the template you want to include the QR code.</p> </li> <li> <p>Go to the Footer section of the template edit page.</p> </li> <li> <p>Enable the <strong>Invoice QR Code</strong> option.</p> </li> <li> <p>Click <strong>Save</strong>.</p> <img alt="Enable invoice QR on footer" src="/inventory/help/images/invoice/qr-template.png" width="420" /> </li> </ol> <hr> <h3 id="share-link">Share Invoice Link</h3> <p>Select the action that you want to perform on an invoice using the contextual menu on the invoice list page. You can also generate the invoice link and share it with your customer. On clicking the link, they will be able to open the invoice details on their browser and make the payment.</p> <p>To share the invoice link with your customer:</p> <ol> <li> <p>Go to the <strong>Invoices</strong> module under <strong>Sales</strong> from the left sidebar.</p> </li> <li> <p>Click the drop-down arrow at the end of the row and select the <strong>Share Invoice Link</strong> option.</p> <img alt="Share invoice link" src="/inventory/help/images/invoice/share-invoice-link-1.png" width="800" /> </li> <li> <p>You can also open the particular invoice and click the <strong>Share</strong> button on the menubar.</p> <img alt="Share invoice link 2" src="/inventory/help/images/invoice/share-invoice-link-2.png" width="800" /> </li> <li> <p>Choose the access level under <strong>Visibility</strong>.</p> </li> <li> <p>Set the link expiration date.</p> </li> <li> <p>Click <strong>Generate Link</strong>.</p> <img alt="Generate invoice link" src="/inventory/help/images/invoice/generate-invoice-link.png" width="500" /> </li> <li> <p>Click <strong>Copy Link</strong> and send it to your customer via instant messaging or any other medium.</p> </li> </ol> <hr> <h3 id="schedule-email">Schedule Invoice Email</h3> <p>You can schedule an invoice that has to be sent to your customer on a set date.</p> <p><strong>Prerequisite:</strong></p> <ul> <li>If you have set up sales approval or integrated with Zoho Sign, then the invoice has to be in the <em>Approved</em> or <em>Signed</em> state respectively in order to be scheduled.</li> <li>If no workflow or integration has been set up, then the invoice can be scheduled when it’s in the <em>Draft</em> state.</li> </ul> <p>To schedule an invoice email:</p> <ol> <li> <p>Go to the <strong>Invoices</strong> module and open an unsent invoice.</p> </li> <li> <p>Click the <strong>Mails/SMS</strong> drop-down button on the menu bar.</p> </li> <li> <p>Select the <strong>Schedule Email</strong> option.</p> <img alt="Schedule Email Icon" src="/inventory/help/images/invoice/invoice-schedule-email-button.png" width="600" /> </li> <li> <p>Check the <strong>Email To</strong> list. Click the <strong>Edit</strong> option beside it to add or remove recipients.</p> </li> <li> <p>Choose when you’d like the invoice to be emailed to your recipients.</p> </li> <li> <p>Select the time by clicking the <strong>Pencil</strong> icon in the Notes.</p> </li> <li> <p>Click <strong>Schedule</strong>. You can reschedule it anytime before the invoice is sent.</p> <img alt="Schedule Email" src="/inventory/help/images/invoice/invoice-schedule-email-date.png" width="500" /> </li> </ol> <hr> <h3 id="delete-invoice">Delete Invoice</h3> <p>To delete an open invoice:</p> <ol> <li> <p>Go to the <strong>Invoices</strong> module under <strong>Sales</strong> from the left sidebar.</p> </li> <li> <p>Open the invoice you want to delete.</p> </li> <li> <p>Click the *** drop-down button on the menubar.</p> </li> <li> <p>Choose the <strong>Delete</strong> option.</p> <img alt="Delete Invoice" src="/inventory/help/images/invoice/invoice-delete.png" width="800" /> </li> <li> <p>Confirm your action in the following pop-up.</p> </li> </ol> <hr> <h3 id="send-invoices-to-customers">Email Invoices to Customers</h3> <p>To send invoices to your customers by email:</p> <ol> <li> <p>Go to the <strong>Invoices</strong> module under <strong>Sales</strong> from the left sidebar.</p> </li> <li> <p>Open the invoice you want to email.</p> </li> <li> <p>Click the <strong>Mail/SMS</strong> button on the menubar.</p> </li> <li> <p>Select the <strong>Send Mail</strong> option from the drop-down.</p> <img alt="Invoice Email option" src="/inventory/help/images/invoice/invoice-email-option.png" width="700" /> </li> <li> <p>Select/add the contact persons to whom you want to send the email.</p> </li> <li> <p>Edit the email content to your preference.</p> </li> <li> <p>You can also attach <strong>Customer Statements</strong> and the <strong>Invoice PDF</strong> with this email.</p> </li> <li> <p>Once your email is ready, click <strong>Send</strong>.</p> <img alt="Send Invoice Email" src="/inventory/help/images/invoice/invoice-send-email.png" width="700" /> </li> </ol> <div class="tips-note"><div class="tips-note-img"></div> <p><b>Note:</b></p> <ul> <li>The email addresses mentioned under CC will not be added as contact persons in Zoho Inventory.</li> <li>The email template can be edited by navigating to <strong>Settings > Emails</strong>.</li> </ul> </div> <hr> <h3 id="link-invoice-to-so">Link Invoices with Sales Orders</h3> <p>You can associate invoices with sales orders that were created separately. There are two ways to do this in Zoho Inventory.</p> <ul> <li><a href="#importing">By Importing</a></li> <li><a href="#manual-linking">By Associating Order Numbers Manually</a></li> </ul> <p>Before you proceed, please note the following prerequisites:</p> <ul> <li>The customer addressed to must be the same in both the invoice and the corresponding sales order.</li> <li>The sales order date cannot fall after the invoice date.</li> <li>The invoice must contain one or more of the items mentioned in the sales order. They cannot be linked in case of items mismatch.</li> <li>The sales order cannot be void, cancelled, closed, dropshipped or on hold.</li> </ul> <h4 id="importing">Linking By Importing</h4> <p>You can link your invoices in to its corresponding sales orders in bulk while importing them. To do so,</p> <ol> <li> <p>Go to the <strong>Invoices</strong> module.</p> </li> <li> <p>Click the <strong>Menu</strong> icon - <em>Import Invoices</em>.</p> </li> <li> <p>Browse and upload the relevant file.</p> </li> <li> <p>Check the option - <strong>Link Invoices to its corresponding Sales Orders</strong>.</p> <p><img src="/inventory/help/images/sales-orders/invoice-linking-1.png" alt="Link Invoices to Sales Orders 1"></p> </li> <li> <p>Click <strong>Next</strong>.</p> </li> <li> <p>Map the <strong>Sales Order Number</strong> field with the corresponding sales order number column from your import file. This step is <strong>mandatory</strong> to successfully link the invoices to its sales orders.</p> </li> <li> <p>Click <strong>Next</strong>, preview your changes and click <strong>Import</strong> if everything is ready.</p> </li> </ol> <p>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.</p> <h4 id="manual-linking">Linking By Associating Order Numbers Manually</h4> <p>To link an invoice with a sales order manually in Zoho Inventory:</p> <ol> <li> <p>Go to the <strong>Invoices</strong> module.</p> </li> <li> <p>Click an invoice to open it.</p> </li> <li> <p>Click the <strong>Edit</strong> button at the top to edit the invoice details.</p> </li> <li> <p>Enter the sales order number that you want to link it to in the <strong>Order Number</strong> field.</p> <img alt="Linking invoices to sales order 1" src="/inventory/help/images/sales-orders/so-inv-link-1.png" width="550" /> </li> <li> <p>Click <strong>Save</strong>.</p> </li> <li> <p>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.</p> </li> <li> <p>Click the <strong>Link to existing sales order</strong> button at the top.</p> <img alt="Linking invoices to sales order 2" src="/inventory/help/images/sales-orders/so-inv-link-2.png" width="550" /> </li> </ol> <p>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.</p> <hr> <h3 id="serial-number-invoice">Adding Serial Numbers in Invoices</h3> <p>To add serial numbers for the serial-tracked items in an invoice:</p> <ol> <li> <p>Navigate to the Invoices module and open the New Invoice page.</p> </li> <li> <p>Add items/composite items that are serial number tracked and specify the quantity.</p> </li> <li> <p>Click the <strong>Select Serial Numbers</strong> option below the item quantity field.</p> <img alt="Invoice with serial numbers 1" src="/inventory/help/images/invoice/invoice-serial-number-1.png" width="800" /> </li> <li> <p>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 <strong>1000</strong> serial numbers in a transaction.</p> <img alt="Invoice with serial numbers 2" src="/inventory/help/images/invoice/invoice-serial-number-2.png" width="400" /> </li> <li> <p>Save the invoice. You can view the serial numbers associated with it at the footer.</p> <img alt="Invoice with serial numbers 3" src="/inventory/help/images/invoice/invoice-serial-number-3.png" width="600" /> </li> </ol> <div class="tips-insight"><div class="tips-insight-img"></div> <p><b>Insight:</b> If you prefer to track serial/batch numbers in packages, purchase receives and sales return receipts, go to <em>Settings</em> > <em>Preferences</em> > <em>Items</em>. Under <em>Advanced Inventory Tracking</em>, choose <strong>Track in packages, purchase receives and return receipts</strong> option.</p> </div> <hr> <h3 id="invoice-for-batch-tracked-items">Adding Batch Numbers in Invoices</h3> <p>To add batch numbers for the batch-tracked items in an invoice:</p> <ol> <li> <p>Navigate to the Invoices module and open the New Invoice page.</p> </li> <li> <p>Add items/composite items that are batch number tracked and specify the quantity.</p> </li> <li> <p>Click the <strong>Select Batch Numbers</strong> option below the item quantity field.</p> <img alt="Select batches option in invoice" src="/inventory/help/images/invoice/invoice-with-batches-1.png" width="800" /> </li> <li> <p>Select the desired batch numbers and enter the quantity to dispatch from that batch. The aggregate of the quantity taken from each batch has to match the invoice quantity of that line item. You can select up to <strong>100</strong> batch numbers for each line item, and a total of <strong>5000</strong> batches per transaction.</p> <img alt="Selecting batches from the drop-down" src="/inventory/help/images/invoice/invoice-with-batches-2.png" width="600" /> </li> <li> <p>Save the invoice. You’ll be able to view the selected batches at the bottom of the invoice. <img alt="Invoice with batches" src="/inventory/help/images/invoice/invoice-with-batches-3.png" width="500" /> </p> </li> </ol> <div class="tips-insight"><div class="tips-insight-img"></div> <p><b>Insight:</b> If you prefer to track serial/batch numbers in packages, purchase receives and sales return receipts, go to <em>Settings</em> > <em>Preferences</em> > <em>Items</em>. Under <em>Advanced Inventory Tracking</em>, choose <strong>Track in packages, purchase receives and return receipts</strong> option.</p> </div> <hr> <h3 id="invoices-export">Export Invoices</h3> <p>To export invoices from your Zoho Inventory account:</p> <ol> <li> <p>Navigate to the <strong>Invoices</strong> module under <strong>Sales</strong> from the left sidebar.</p> </li> <li> <p>Click the button with the <strong>Hamburger</strong> icon on the top-right corner.</p> </li> <li> <p>Select the <strong>Export Invoices</strong> option from the drop-down menu. The files will be saved to your default downloads folder.</p> <img alt="Export Menu" src="/inventory/help/images/sales-orders/invoice-export-1.png" width="170" /> </li> <li> <p>Filter the transactions you wish to export by selecting one of the following options:</p> <ul> <li><strong>All</strong>: Export all transactions of the selected module.聽</li> <li><strong>Custom</strong>: Set a custom date range and export the transactions that falls within this date range.</li> </ul> </li> <li> <p>Select a format in which聽you want聽to export聽the聽data:聽<strong>CSV</strong>聽(Comma Separated Value), <strong>XLS</strong>聽(Microsoft Excel 1997 - 2004) or <strong>XLSX</strong> (Microsoft Excel).</p> </li> <li> <p>If required, you can add a password protection to your export files that contain sensitive data.</p> </li> <li> <p>Click <strong>Export</strong>. The file will be saved to your default downloads folder.</p> </li> </ol> <p>Learn in detail the steps to <a href="/inventory/help/import-export/export.html" target="_blank">export</a> data from Zoho Inventory.</p> <hr> </div> <div id="scroll-top-navigator" class="scroll-top text-center scroll-hidden no-print"> <div class="bg-img"></div> TOP </div> <div id="zom-app-popup" class="popup-banner scroll-hidden no-print"> <div style="position: relative;"> <div id="popup-close" class="popup-close-btn"> <img alt="Zoho Inventory" src="/inventory/help/images/common/close.svg"> </div> <img class="popup-img-style" alt="Zoho Inventory" src="/inventory/images/inventory-logo-new-white.svg"> <p class="popup-text-style">Simplifying inventory and order management</p> <div> <a class="btn zom-btn-filled zom-access" id="banner-signup-button" href="/inventory/signup?utm_source=help&utm_medium=popup" target="_blank" rel="noopener noreferrer"> SIGN UP - IT'S FREE </a> </div> </div> </div> <div id="zom-app-popup-signed" class="popup-banner scroll-hidden no-print signed"> <div style="position: relative;"> <div id="popup-close-signed" class="popup-close-btn"> <img alt="Zoho Inventory" src="/inventory/help/images/common/close.svg"> </div> <img class="support-agent" alt="Zoho Inventory" src="/inventory/help/images/common/support-agent.png"> <img class="popup-img-style" alt="Zoho Inventory" src="/inventory/images/inventory-logo-new-white.svg"> <p class="popup-text-style">Cannot find what you're looking for&quest;</p> <p class="popup-text-style popup-text-font">We're just a call away.</p> <div> <a class="btn zom-btn-filled zom-access" href="https://assist.zohobookings.com/#/customer/zohoinventorycall?Source=help_docs" target="_blank" rel="noopener noreferrer" style="font-size: 12px !important; padding: 2px; width: 54%;"> Request a callback </a> </div> </div> </div> </div> <div class="help-footer row" id="footer"> <div class="col-md-3 mobile-img-section"> <img src="/inventory/help/images/getting-started/Inventory-mobile.png" alt="Zoho Inventory - Customer Support" class="footer-mobile pull-right"/> </div> <div class="col-sm-5 col-md-3 mobile-apps-description"> <div class="mobile-apps"> <b>Mobile Apps</b> </div> <p style="line-height:1;margin-top:5px;"> Available in all mobile platforms </p> <div> <a href="https://play.google.com/store/apps/details?id=com.zoho.inventory&referrer=utm_source%3Dzom_helpdoc%26utm_medium%3Dfooter_mobile_banner" rel="nofollow" target="_blank" class="mobile-apps-icon"> <img class="icon mobile-icon" src="/inventory/help/images/getting-started/android.svg"> </a> <a href="https://apps.apple.com/app/apple-store/id1037960494?pt=423641&ct=help_page_footer&mt=8" rel="nofollow" target="_blank" class="mobile-apps-icon"> <img class="icon mobile-icon" src="/inventory/help/images/getting-started/apple.svg"> </a> </div> <span class="font-xs lg-show">漏 2023, Zoho Corporation Pvt. 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More Actions on Invoices | User guide | Zoho Inventory