Zoho FSM | Module Mapping Configuration

Module Mapping Configuration

You can change any of the field settings established during the Zoho FSM and Zoho Invoice/Books integration setup. The three main module mapping between Zoho FSM and Zoho Invoice/Books that are essential for the integration to work effectively are:

Zoho FSM Module

Zoho Invoice/Books Module

Companies or Contacts

Customers

Services and Parts

Items

Work Order 

Invoices


The module mapping between Zoho FSM and Zoho Invoice/Books is essential for performing the following actions:
  1. 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 Invoice/Books. If any of these are not present, then new records will be created in Invoice/Books for these values. The information required for creating these records is obtained from the module mapping that maps field values of key modules in FSM to module fields in Invoice/Books.
  2. Importing records from Invoice/Books: You can import records of Customers and Items from Invoice/Books to FSM. Any subsequent changes to these records in Invoice/Books will not reflect in the imported records in FSM and vice versa. In order to sync records between FSM and Invoice/Books, two-way sync must be enabled. Once the two-way sync is enabled, importing records from Invoice/Books will not be available.
To configure the mapping between the modules:
  1. Navigate to Setup > Billing Billing Setup.
  2. To map the Zoho FSM Companies or Contacts fields to the Zoho Invoice/Books Customers fields or to map the Zoho FSM Services And Parts to the Zoho Invoice/Books Items.
    Select the Sync Setting tab and click Configure to set the field mapping between Zoho FSM and Zoho Invoice/Books fields.



    To map the FSM field values to the default and custom fields in Invoice/Books.
    Select the Invoice Mapping tab and click Configure to set the field mapping between Zoho FSM and Zoho Invoice/Books fields.



  3. Map the Zoho FSM Field values to those under Zoho Invoice/Books Field and click Save.


PII and EPHI data fields will not be available for mapping.

Zoho Invoice/Books Contact Module Integration

The Companies and Contacts modules in FSM can be mapped to the Customers module in Invoice/Books in four different ways:

Sync Type

Description

Type I

Map the Companies module in Zoho FSM to the Customers module in Zoho Invoice/Books

Type II

Map the Contacts module in Zoho FSM to the Customers module in Zoho Invoice/Books

Type III

Map the Companies and Contacts module in Zoho FSM to the Customers module in Zoho Invoice/Books

Type IV

Map the Companies or Contacts module in Zoho FSM to the Customers module in Zoho Invoice/Books


The details of the sync types are detailed in the following sections:

Type I. Map the Companies module in Zoho FSM to the Customers module in Zoho Invoice/Books

Zoho FSM records

Zoho Invoice/Books records

Companies

Customers

 

Customer Type: Business


If this option is chosen, then:
  1. While generating an invoice in FSM, if the company used in the invoice is not present in Zoho Invoice/Books, then it will be created as a customer of type Business in Zoho Invoice/Books.
  2. The import option will only be available in the Companies module of Zoho FSM
  3. You will be able to import customers from Zoho Invoice/Books as companies in Zoho FSM
Note:
  1. Contacts that are not associated with any Company in Zoho FSM will not be pushed into Zoho Invoice/Books.

Type II. Map the Contacts module in Zoho FSM to the Customers module in Zoho Invoice/Books

Zoho FSM records

Zoho Invoice/Books records

Contacts

Customers

 

Customer Type: Individual


If this option is chosen, then:
  1. While generating an Invoice/Books in FSM, if the contact used in Zoho FSM is not present in Zoho Invoice/Books, then it will be created as a customer of type Individual in Zoho Invoice/Books.
  2. The import option will only be available in the Contacts module of Zoho FSM
  3. You will be able to import customers from Zoho Invoice/Books as contacts in Zoho FSM.
Note:
  1. Companies in Zoho FSM will not be pushed into Zoho Invoice/Books.

Type III. Map the Companies and Contacts module in Zoho FSM to the Customers module in Zoho Invoice/Books

Zoho FSM records

Zoho Invoice/Books records

Companies and Contacts

Customers

 

Customer Type: Business

  1. While generating an invoice, if the Companies and the associated Contacts in Zoho FSM are not present in Zoho Invoice/Books, then they will be created as Customers (of type Business) and Contact persons in Zoho Invoice/Books.
  2. The import option will only be available in the Companies module of Zoho FSM.
  3. You will be able to import customers and the associated Contact persons from Zoho Invoice/Books as companies and associated contacts in Zoho FSM respectively. Even the primary contact of the customer will be added as an associated contact in Zoho FSM.
Note:
  1. Contacts in Zoho FSM that are not associated with any Companies cannot be pushed into Zoho Invoice/Books.

Type IV. Map the Companies or Contacts module in Zoho FSM to the Customers module in Zoho Invoice/Books

Zoho FSM records

Zoho Invoice records

Companies or Contacts

Customers

 

Customer Type: Business, Individual


If this option is chosen, then:
  1. While generating an invoice, if the Companies and the associated Contacts in Zoho FSM are not present in Zoho Invoice/Zoho Books, then it will be created as Customers (of type Business) and Contact persons in Zoho Invoice/Books. Contacts from Zoho FSM not associated with a Company will be created as customers of type Individual in Zoho Invoice/Books.
  2. The import option will be available in both the Companies and Contacts modules of Zoho FSM.
  3. You will be able to import customers of the type Business and the associated Contact persons from Zoho Invoice/Books as companies and contacts in Zoho FSM respectively. The Invoice/Books customer's primary and secondary contact persons should have Last Name. If these values are not present, then the Contact persons will not be imported to FSM. If the company in FSM only has a single associated contact, then that contact will get added as the primary contact of the Customer in Zoho Invoice/Books.
  4. Customers of the type Individual from Zoho Invoice/Books will be imported as Contacts in Zoho FSM.
You can now import customer data from Zoho Invoice/Books into Zoho FSM and automatically push Company and Contact data into Zoho Invoice/Books when generating Invoice.


During FSM onboarding, if you are integrating with an existing Books/Invoice organisation, the sync type chosen for your FSM-Books/Invoice integration will be the same as the sync type in CRM-Books integration. Else, if you are creating a new Invoice organization, the default sync type will be Type IV.


The sync type will determine whether the company, and contact fields will be mandatory in the following modules:

Module Name

Sync Type

Type I

Type II

Type III

Type IV

Contact

 

 

Company

 

Requests

Company

Customer

Customer

Company

Customer

Company (if present)

Estimates

Company

Customer

Customer

Company

Customer

Company (if present)

Work Orders

Company

Customer

Customer

Company

Customer

Company (if present)

Assets

Company

Customer

Customer

Company

Customer

Company (if present)

Import Customers

If the Customer Type in Invoice/Books is Business, then the customer will be imported as a Company in FSM. If the Customer Type in Invoice/Books is Individual, then the customer will be imported as a Contact in FSM.

Customer Type: Business



When you create (or quick create) a Company in FSM, a search can be performed for matching Customer created in Invoice/Books with Customer Type as Business. Users can click Import in the message (refer to the screenshot below) to fetch these Customer details.



In the Import Accounts pop-up, search for Customer from Invoice/Books. Click on the Customer whose values you want to fetch.



The details of the selected Customer will be populated in the Create Company page. Users can edit these values or use them as is.



Customer Type: Individual


 
When you create (or quick create) a Customer in FSM, a search can be performed for matching Customers created in Invoice/Books with Customer Type as Individual. Users can click the link in the message (refer to the screenshot below) to fetch these Customer details.
 

 
In the Import Contacts pop-up, search for Customer from Invoice/Books. Click on the Customer whose values you want to fetch.
 

 
The details of the selected Customer will be populated in the Create Contact page. Users can edit these values or use them as is.


Zoho Invoice/Books Item Module Integration

Map the Services and Products in Zoho FSM to the Items in Zoho Invoice/Books.

Zoho FSM Module

Zoho Invoice/Books Module

Services and Parts

Items


Once the Services and Parts module is integrated to the Items module, you can import Items data from Zoho Invoice/Books into Zoho FSM and automatically push Service and Part data into Zoho Invoice/Books when generating Invoice.

Import Items

When you create (or quick create) a Service/Part in FSM, a search can be performed for matching Items created in Invoice/Books. Users can click the link in the message (refer to the screenshot below) to fetch these Item details.



In the Import Part pop-up, search for Item from Invoice/Books. Click on the Product whose values you want to fetch.



The details of the selected Part will be populated in the Create Service/Part page. Users can edit these values or use them as is.


Zoho Invoice/Books Invoice Module Integration

This option is for mapping FSM field values to the default and custom fields in Invoice/Books.

To add custom fields to a Invoice in Zoho Invoice/Books:
  1. Navigate to Settings > Preferences > Invoices.
  2. Select the Field Customization tab and click New Custom Field.
  3. In New Custom Field - Invoice, add the necessary details and click Save.



    Please refer to the below screenshot to see how custom fields will be displayed in the Generate Invoice overlay. If you don't want to manually add the values for the custom fields in the Generate Invoice overlay, you can map the desired FSM fields to the custom fields in Invoice/Books. Once this mapping is added, the custom fields will not appear in the Generate Invoice overlay but the required values will fetched from the mapping.

To map FSM field values to custom fields in Invoice/Books, do the following:
  1. Navigate to Setup > Billing Setup.



  2. Click Configure for Work Order - Invoice Mapping to set the field mapping between the Work Order fields in Zoho FSM and the custom fields in Zoho Invoice/Books. Map the Zoho FSM Fields values to those under Zoho Invoice/Books Custom Fields and click Save.
    You can map the Work Orders fields in FSM to a custom field created for the Invoice.


Once the module configuration is done, you can push data from FSM to Invoice/Books.

Push data to Invoice/Books

During Invoice creation, a check will be performed to ascertain whether the Contact, Company, or Services and Products in the work order are present in Invoice/Books. If either of them are not present, then new records will be created in Invoice/Books for these values.

Services and Products from FSM will be created as Items in Invoice/Books. Refer to the screenshot below.



Companies/Contacts in FSM created as Customers/Contact Persons in Invoice. Refer to the screenshot below.



The invoices created for the work order can be viewed in Invoice/Books as well. Refer to the screenshot below.





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