Zoho FSM | Associate FSM Records with Books/Invoice

Associate FSM Records with Books/Invoice

You can instantly associate a FSM record with a specific Books/Invoice record using the link option available in individual FSM records. You can also instantly push a FSM record to Books/Invoice. In the FSM Companies, Contacts, or Services And Parts records that are not yet synced with Books/Invoice, these options will be available based on the sync type. Refer to the table below:
 
Sync Type
FSM Module
Type I
Companies, Services And Parts
Type II
Contacts, Services And Parts
Type III
Companies, Services And Parts
Type IV
Companies, Contacts, Services And Parts
 
Note: The option to link or push will be available even if the two-way sync between FSM and Books/Invoice is not enabled.
 
Permission Required: Administrator profile
You can link the Contacts in FSM to the Customer records in Books/Invoice of Type Individual. Similarly, you can link the Accounts in FSM to the Customer records in Books/Invoice of Type Business. You can also link the Services And Parts in FSM to the Items records in Books/Invoice.
 
To link a FSM record with a specific Books/Invoice record, do the following:
  1. Navigate to the record you want to link with an Books/Invoice record. Click on in the Books/Invoice Info section of the left pane.
    If the record is already linked to an Books/Invoice record, then this option will not be available.



  2. In the Link to Zoho Books/Invoice overlay, search for a record from Books/Invoice. Select the record you want to link to.



    You can search the Books/Invoice records using multiple fields.



    In the search results, all the records will be listed. Hover over the  symbol to know why a record cannot be linked.



  3. Click Link to Books/Invoice.

The records are linked successfully and the option to view the associated record in Books/Invoice will be available in the Books/Invoice Info section of the left pane. Between FSM and Books/Invoice, whichever record is having the latest modified time, that record's values will be used for syncing.
 

Push to Books/Invoice 

You can push the Contacts in FSM as Customer records of Type Individual in Books/Invoice. Similarly, you can push the Accounts in FSM as Customer records of Type Business in Books/Invoice. You can also push the Services And Parts in FSM as Items records in Books/Invoice.
 
To push a FSM record to Books/Invoice, do the following:
  1. Navigate to the record you want to push to Books/Invoice. Click on in the Books/Invoice Info section of the left pane.
    If the record is already linked to an Books/Invoice record, then this option will not be available.



  2. In the Link to Zoho Books/Invoice overlay, choose Push Record to Books/Invoice. Click Push to Books/Invoice.


The record is pushed successfully to Books/Invoice and the option to view the associated record in Books/Invoice will be available in the Books/Invoice Info section of the left pane.
 

Associate Records while Creating Invoices  

During invoice creation, a check will be performed to ascertain whether the Contact, Company, or Services and Parts in the work order are present in Books/Invoice. If any of these are not present, then new records will be created in Invoice/Books for these values. However if similar records for Contact, Company, or Services and Parts are found in Books/Invoice, then user will have the option whether to link or push the records to Books/Invoice.
 
Following are the steps to process the records in FSM with regard to Books/Invoice while creating an invoice:
  1. In the Create Invoice overlay, provide the necessary details and click Generate Invoice.
    Click here for steps to create an invoice.



  2. Click Resolve.



  3. You can either Link the record with Books/Invoice or Push the record to Books/Invoice.



    Once resolved, you will be taken back to the Create Invoice overlay.

  4. Click Generate Invoice.

Error creating invoice for deleted or deactivated records

If the Contact, Company, Service, or Part linked to a Work Order is deleted or deactivated from Zoho Books/Invoice, an error will occur when attempting to generate an invoice for the work order. Please see the accompanying screenshot for reference.
 

 
To resolve this error, you need to do the following: 
  1. If the record is deleted in Zoho Books/Invoice, click the Proceed button. The record will be created in Zoho Books/Invoice and the invoice will be created in Zoho FSM.



  2. If the record is deactivated in Zoho Books/Invoice, activate it. Click the More options icon [ ] and choose Open in Zoho Books/Invoice.



    The record will be opened in Zoho Books/Invoice. Click Mark as Active. Try creating the invoice again in Zoho FSM.