Invoice Workspace

Read a supplier invoice on one screen, change the accounting account it is booked to, keep an invoice out of the reported statement, and import manual invoices from a spreadsheet.

What You Can Do

• Open a supplier invoice as a full-width workspace instead of a narrow panel you have to scroll
• See the invoice's own line items for the first time, with a row count and paging
• See the linked payment request, the audit trail, and attached documents without leaving the panel
• Change the accounting account of one invoice; the change reaches the bill in Zoho Books
• Mark one invoice as fiscal strategy, so its spending stays out of the reported statement and the forecast
• Import many manual invoices from a spreadsheet, with a preview that tells you what is wrong before anything is saved
• Recalculate the income statement one period at a time

Getting There

Accounting → Fiscal invoices (/accounting/payments). Click a row to open the workspace.

You need zoho-invoices to open the listing and the panel. The write actions each need their own permission, and none of them comes with zoho-invoices:

Action	Permission
Change the accounting account	Reclasificar facturas (accounting-reclassify-invoices)
Import from a spreadsheet	Importar facturas (accounting-import-invoices)
Recalculate a statement period	Rebuild P&L lines (finances-rebuild-pnl-lines)
Mark fiscal strategy	the same permission as the supplier-level mark

If a control is missing, it is a permission, not a bug. Ask an admin to grant it in the role editor.

If labels look like raw keys (zoho.invoices…), the language files on S3 have not been updated yet. Ask an admin to merge the patches from Utilidades → Archivos de lenguaje.

Common Tasks

Read an invoice

1. Open a row from the listing. The strip at the top carries the folio, UUID, issuer, total, outstanding balance and due status, plus the fiscal, payment and Zoho-sync chips.
2. The left column is context that does not change: amounts, fiscal data, issuer, receiver, taxes.
3. The centre column is the document. The CFDI tab shows the PDF inline; the line items tab lists what was actually billed, with a count and paging.
4. The right column is everything you can act on, with the audit trail right below the controls that write to it, then payments and credit notes as tabs, the linked payment requests, and attachments.

The panel has no footer. The buttons that used to live there — cancel payment, mark as paid, apply vendor credit, pay — are now inside the block they act on.

If the invoice has no CFDI (non-Mexican invoices, and manual invoices whose CFDI cannot be found), the centre column shows a Document tab instead: a readable copy of the invoice in the style of a Zoho vendor bill, with the receiver, issuer, dates, payment method, the first 10 items and the totals. A yellow notice above it reminds you that it is a non-fiscal representation, not a CFDI.

• Download PDF opens your browser's print dialog with only the document. Choose "Save as PDF". The notice does not appear in the PDF.
• Invoices with more than 10 items show "and N more items"; the full list is in the line items tab.
• For Mexican invoices, Retry CFDI asks for the official CFDI again.

Change the accounting account

Use this when an invoice was booked to the wrong account.

1. Open the invoice. The account is shown in the management card on the right.
2. If it says the account is inherited, the invoice has no account of its own and is following its supplier's. Choosing an account here gives it one.
3. Pick the new account. Only accounts of this invoice's organization are offered.
4. Add a comment if it helps whoever reads the trail later, and confirm.

What happens next depends on the bill in Zoho Books:

• No bill yet — the account changes in admon, and the bill created later uses it.
• Bill open, paid, or partially paid — every line item of the bill is moved to the new account in Zoho Books. A paid bill is not an obstacle.
• Bill void — refused. A void bill cannot be edited in Zoho Books, so nothing changes.
• Zoho refuses — nothing changes in admon either. The account is never changed on our side alone, so the two systems cannot drift apart.

Every accepted change is written to the audit trail with the previous account, the new account, who did it, and your comment. Choosing the account the invoice already has does nothing and is harmless.

Keep an invoice out of the reported statement

Use this when one invoice should not shape what the statement reports or what the forecast learns.

1. Open the invoice and use the fiscal strategy control in the management card.
2. Confirm. The statement catches up shortly rather than instantly — a recalculation is queued for the dates this invoice affects.

Two things worth knowing:

• Either mark is enough. If the supplier is already marked, its invoices stay excluded whether or not you mark them individually. Clearing an invoice's own mark will not bring it back while the supplier is still marked.
• The statement says what it withheld. It does not quietly report a smaller number; it discloses that spending was held back, so nobody reads the figure as complete.

You can filter the listing by the exclusion, and it appears in the export.

Import manual invoices from a spreadsheet

Use this instead of the single registration form when you have many invoices to enter.

1. Open Bulk upload from the listing header.
2. Download the template. It is generated from the same definition the server checks against, so a template filled correctly will not be rejected for its shape.
3. Fill it with one row per invoice item. Rows that share an identifier belong to the same invoice.
4. Upload. The file is checked before it is sent, then the preview shows a verdict for every row.
5. If any row is rejected, the import stays blocked. Download the rejected rows, fix them, and upload again.
6. When every row is accepted, confirm the import.

The import is all-or-nothing per file on purpose: a half-entered batch is harder to reconcile than one you have to re-upload.

An invoice with no CFDI yet gets a provisional identifier with a prefix, and the listing shows it as awaiting its CFDI rather than as a finished record. When the real CFDI arrives, merge it into this row so the payments stay where you made them — see Invoice Fiscal Lifecycle.

Recalculate one statement period

1. Open Finances → Income statement.
2. Hover the header of the period you want. A reload icon appears beside its label.
3. Press it. The confirmation names that specific period.
4. Confirm. The recalculation is queued and runs in the background.

Periods are recalculated one at a time, so queuing several is safe — they wait for each other instead of loading the database at once. Projected periods have no icon because there is nothing to recalculate.

FAQ

Why can I read an invoice but not change its account? Reading needs zoho-invoices; changing the account needs Reclasificar facturas. They are separate on purpose, so read access can be broad.

I changed the account but the income statement looks the same. The statement reads from precalculated lines. Recalculate the affected period with the reload icon on its column header.

The account control rejected my value. The account must belong to the same organization as the invoice's receiver, and it must be a catalog account. If you pasted a long numeric identifier copied from Zoho Books, that is a different kind of identifier and is refused.

Can I change the account of a cancelled or voided invoice? No. Only valid invoices can be reclassified.

Can I change the account of an invoice that is already paid? Yes. A paid bill is updated in Zoho Books the same way an open one is. Only a void bill refuses.

I marked an invoice as fiscal strategy but the statement still includes it. The recalculation is queued, so give it a moment. If it persists, check whether the affected dates were recalculated.

I cleared the mark and the invoice is still excluded. Its supplier is probably marked too. Either mark excludes; clear the supplier's mark if the whole supplier should be reported.

Why can't I import while one row is rejected? So you never end up with half a batch. Fix the rejected rows and upload the file again.

Where did the footer buttons go? Into the blocks they act on. Cancel payment and mark as paid are with the payments; apply vendor credit is with the credit notes.