Zoho Books configurations

Set payment gateway to stripe by default #

When enabled, payment gateway information is sent when creating an invoice from ALIX to Zoho Books.

1. In Settings, go to the Integration section and click Details next to Zoho Books.
2. Choose the Set payment gateway to stripe by default configuration.
   
   

Add long description to invoice line item description #

When this option is enabled, the long description is displayed on invoice lines in Zoho Books.

1. In Settings, go to the Integration section and click Details next to Zoho Books.
2. Choose the Add long description to invoice line item description configuration.
   
   

Add SKU to invoice line item description #

When this option is enabled, the SKU is displayed on invoice lines in Zoho Books.

1. In Settings, go to the Integration section and click Details next to Zoho Books.
2. Choose the Add SKU to invoice line item description configuration.
   
   

Add shipment number to invoice line item description #

When this option is enabled, the shipment number is displayed on invoice lines in Zoho Books.

1. In Settings, go to the Integration section and click Details next to Zoho Books.
2. Choose the Add shipment number to invoice line item description configuration.
   
   

Create contacts in Zoho Books by default #

When this option is enabled, newly created contacts (customer or vendor) are automatically synced to Zoho Books.

1. In Settings, go to the Integration section and click Details next to Zoho Books.
2. Choose the Create contacts in Zoho Books by default configuration.
   

Include customer notes when creating invoices in Zoho Books #

When enabled, customer notes present in the sales order will be sent to Zoho Books when an invoice is added. They will appear in the Notes field.

Configuration #

1. In Settings, go to the Integration section and click Details next to Zoho Books.
2. Choose the Include customer notes when creating invoices in Zoho Books configuration.
   

Add an invoice #

1. In a sales order, select Push to Zoho Books when adding an invoice.
   
2. In the Zoho Books invoice, Customer Notes will appear in the Notes field.

Zoho Books contacts synchronization custom field #

When a Zoho Books custom field is selected, only customers and vendors with the value TRUE will be created into ALIX when an action occurs in Zoho. Already synced customers and vendors will continue to sync even if the custom field is not set to TRUE.

1. In Settings, go to the Integration section and click Details next to Zoho Books.
2. Choose the Zoho Books contacts synchronization custom field configuration.
   

Default tax to invoice on items when they are exempt #

In the integration with Zoho Books, it expects to receive a tax when invoicing, regardless of whether the item is taxable or not. In the case of a tax-exempt item, you must choose a tax to send in the configurations.

1. In Settings, go to the Integration section and click Details next to Zoho Books.
   
2. Choose the desired tax under the Default tax to invoice on items when they are exempt.
   

Shipment number prefix #

Text automatically added before the shipment number in the invoice line item description.

Note: the Add shipment number to invoice line item description configuration must be active.

1. In Settings, go to the Integration section and click Details next to Zoho Books.
   
2. Write the prefix wanted in the Shipment number prefix configuration.
   

Contact person synchronization #

It is possible to choose which contacts sync between ALIX and Zoho Books. The choices are:

1. In Settings, go to the Integration section and click Details next to Zoho Books.
   
2. Choose the desired synchronization under the Contact person synchronization configuration.
   

Invoice template mapper #

It is possible to map invoice templates created in Zoho Books. The model used when transferring invoices from ALIX to Zoho Books will be the one with the most correspondence to the customer and their billing address. If a field is left blank, it will not be considered in the pattern matching process.

1. In Settings, go to the Integration section and click Details next to Zoho Books.
2. Click the + next to Invoice template mapper, then fill the requested information.
   

Payment account mapper #

You can choose which account to use based on the payment method and currency. This information will be sent to Zoho Books when you create an invoice in ALIX.

1. In Settings, go to the Integration section and click Details next to Zoho Books.
2. Click the + next to Payment account mapper, then fill the requested information.
   

Tax management for bills #

When pushing a bill to Zoho Books, the tax sent is determined based on the information available :

• The vendor’s tax.
  
• If no tax is set for the chosen vendor, the tax is determined by the shipping address of the purchase order (or the vendor’s address if it is a pick-up at vendor), based on the configuration of taxes by region in ALIX.
  
• If no delivery address is provided, there will be no tax.

Sync taxes #

It is possible to sync taxes from Zoho Books to ALIX.

1. In Settings, go to the Integration section and click Details next to Zoho Books.
2. Click the sync icon next to Taxes.
   

Special character replacement #

-> Available from ALIX 11.24.0. How do I find out the current version?

Some characters accepted in ALIX (< and >) are rejected by Zoho Books when syncing invoices and bills. ALIX can detect these characters in text fields sent to Zoho Books and replace them according to the configuration defined here, without modifying the original data in ALIX.

If a replacement field is left empty, the character is simply removed before sending.

1. In Settings, go to the Integration section, then click Details next to Zoho Books.
   
2. Enter the desired replacement value (maximum 15 characters) in the following configurations:
   1. Replacement for < character: text used to replace the < character before sending to Zoho Books.
   2. Replacement for > character: text used to replace the > character before sending to Zoho Books.
      

Note: the replacement applies to all text fields on invoices and bills sent to Zoho Books. If the reference number exceeds 100 characters after replacement, it is automatically truncated.

Transfer bill files to Zoho Books #

-> Available from ALIX 11.24.0. How do I find out the current version?

You can automatically transfer the files attached to a bill to Zoho Books. When the option is enabled, the files attached to the bill are sent to the corresponding bill in Zoho Books.

The transfer is triggered in the following cases:

• When a bill is created from a purchase order, if the Transfer to Zoho Books option is checked.
• When a bill is manually synchronized through More actions -> Synchronize.
• When a file is added to a bill that has already been synchronized with Zoho Books.

Note: Zoho Books accepts a maximum of 5 files per bill and 10 MB per file. Files that exceed these limits or whose extension is not supported by Zoho Books are not transferred. A message indicates the result at the end of the transfer: number of files synchronized, number of failures, and total processed.

Note: deleting a file in ALIX does not delete the file in Zoho Books. To remove it from the bill in Zoho Books, delete it directly from Zoho Books.

1. In Settings, go to the Integration section, then click Details next to Zoho Books.
   
2. Enable the Transfer bill files to Zoho Books toggle.