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
Link with Books/Invoice
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:
- 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. - 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 thesymbol to know why a record cannot be linked.
- 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:
- 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. - 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:
- In the Create Invoice overlay, provide the necessary details and click Generate Invoice.
Click here for steps to create an invoice. - Click Resolve.
- 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. - 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:
- 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.
- 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.
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