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I am facing an issue while converting a Sales Order into an Invoice. Instead of using the original item from the Sales Order, I am removing it and adding it again from "Include Unbilled Items." However, after generating the invoice, the Sales Order status remains "Confirmed" instead of changing to "Closed."

I use S​ales Orders because it is a customized work, allowing me to record when I received the order and its delivery date. I mark the bill as billable since I am subcontracting the work, enabling me to add the markup directly in the bill and seamlessly include it while invoicing.

1 user has this problem.
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  • Zoho MVP
  • 12 days ago

I'm not totally following your workflow, but it sounds like the issue comes in when you remove the Sales Order Item from the Bill.

Even if it's the same Item, the software doesn't know it.

When you make an Invoice from a Sales Order via the UI or programmatically, there's a parameter passed called salesorder_item_id that ties the Invoice line item to the Sales Order line item, and also marks the Sales Order line item status as invoiced.

When you delete that line item from the Invoice, the value of that parameter goes with it. Adding it back from the Unbilled Items doesn't populate that field, because there is no tie between the Sales Order and the Unbilled Item.

I suspect the mechanism for Unbilled Items is similar, in that it passes a value for a parameter associated with the Unbilled Item to the Invoice line item.

You need a way to associate the three things together. I bet this could be done programmatically, but it's way beyond my meager skill set.

  • 10 days ago

My apologies for not explaining my workflow clearly earlier. Thanks for your input! Here’s my workflow properly outlined:

  1. I receive a custom order from the customer and record it as a Sales Order.
  2. I raise a Purchase Order referencing the Sales Order.
  3. The subcontractor completes the work and sends me a bill.
  4. I convert the Purchase Order into a Bill.
  5. In the Bill, I add the customer and mark it as billable with my markup %.
  6. I then convert the Sales Order into an Invoice.
  7. Since I marked the subcontractor’s Bill as billable, it will automatically reflect when creating the Invoice.

I’m considering mentioning the customer on the Bill but marking it as Non-Billable instead. Would this be the right approach?

Hello Bavithra Velayutham, 

Thanks for posting on our forums.

We understand your workflow. To handle this, you shall follow the same process and additionally enter the Sales order number in the Order number field of Zoho Books and save it. Post which you shall click on the check box and then on Associate with Sales Orders. This ensures that the Sales order is also closed.

Note: This works only in case of Goods items.

If you have any further queries, please reach out to us. Happy to help. 

Regards, 
Naveen Promoth D
Zoho Cares.

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