Invoice Account Integrity

Keep the chart of accounts labels in step with Zoho Books, and understand how invoices pick up the account accounting already booked in Zoho.

What You Can Do

• See when a catalog account still exists in Zoho but its local name is out of date
• Refresh that name from Sync from Zoho without changing anything in Zoho Books
• After reconciliation, read invoices that carry the account Zoho Books reports instead of the supplier default
• Still rebook a single invoice from the invoice workspace when you need an exception

Getting There

Refresh names: Finance → Organization Settings → Manage on the organization → Accounts → Sync from Zoho.

See an invoice's account: Accounting → Fiscal invoices (/accounting/payments) → open a row. The management card on the right shows the account. If it says the account is inherited, the invoice still follows its supplier.

You need manage-organization-settings for Sync from Zoho, and accounting-reclassify-invoices to change one invoice by hand. If a control is missing, it is a permission, not a bug.

If labels look like raw keys (organizationSettings.nameMismatch), the language files on S3 have not been updated yet.

Common Tasks

Refresh an outdated catalog name

Use this when Zoho Books renamed an account and the local catalog still shows the old label. Spreadsheet matching and the invoice account picker both use that local label.

1. Open Organization Settings and Manage the organization.
2. Go to the Accounts tab and click Sync from Zoho.
3. Pick the account type (Expense, Income, and so on).
4. Rows whose name is out of date show a badge and the previous name struck through next to Zoho's current name.
5. Leave those rows selected and click Sync.

What happens:

• The local name is updated to match Zoho.
• Zoho Books is not written. The stale local label is never pushed back.
• Accent-only or case-only differences are not treated as a rename. Those rows stay already synced.

Import an account that Zoho has and we do not

Same modal, different rows: accounts with no local catalog row. Select them, assign a department on the parent if needed, and sync. Reconciliation will not create catalog rows on its own — an unknown Zoho account is reported and the invoice is left unchanged until the catalog is synced.

Check an invoice after reconciliation

1. Open the invoice from Fiscal invoices.
2. If it now shows a catalog account of its own (not inherited), that account came from Zoho Books, not from the supplier default.
3. If you still need a different account, rebook it from the panel as before. A void bill still refuses.

Reconciliation of the large organization is a spreadsheet run done by engineering, not a button on this screen. Split bills (different accounts on different lines) are left alone on purpose — they need a human decision.

Frequently Asked Questions

Why did income-statement figures change?

Zoho Books is the authority. Many invoices used to inherit the supplier default (often a catch-all like Paqueterías) while accounting had already moved the bill in Zoho. Filling the invoice with Zoho's account restates the periods those invoices belong to. The statement catches up after those dates are rebuilt.

Can I undo a reconciliation?

Yes. Each apply run snapshots the previous account before writing. Engineering can restore from that snapshot and rebuild the same date range. Do not try to reverse it by pushing names back to Zoho.

Why is an account still "unknown" after I synced it?

Either the name in the spreadsheet still does not match description or name in the catalog, or the account was never imported. Refresh the name first, then ask for another dry run. True misses (vendor-like labels that are not in the catalog) stay unknown until someone creates the account in Zoho and syncs it.

Does Sync from Zoho overwrite Zoho?

Not for a name refresh. refresh_name only updates the local catalog. Creating a missing account still follows the existing import path.

Related

• Technical documentation — Schema, reconciliation, and decisions
• Organization Settings guide — Chart of accounts and the rest of Sync from Zoho
• Invoice Workspace guide — Rebook one invoice by hand