Supplier invoice life

How a supplier invoice gets in, what to do when Zoho sync fails, how to void or merge it, and which payments actually send money.

What You Can Do

• See whether an invoice came from a Mexico CFDI, a spreadsheet, or a payment request
• Retry a failed Zoho sync, search Syntage, or ask SAT to extract a date range
• Void a valid invoice that has no payments, reactivate it, or mark it cancelled once SAT has cancelled the CFDI
• Merge a manual invoice with the real CFDI so the payments stay on the row you already used
• Send a real transfer through STP, or mark the invoice paid without sending money

Process flow

One picture covers arrival, sync, void, cancel, merge, and every payment. The notes below name the choice each branch is.

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Mexico arrives from Syntage. An invoice without a CFDI is imported from a spreadsheet, or it is created when you program a payment request that has no invoice yet. Each of those is registered and sent to Zoho as a bill.

If the bill never appears, open the sync wizard. Retry the sync when the invoice is already in admon. If the error mentions TDS, the supplier still needs an active Zoho vendor. If the UUID is not local, search Syntage. If Syntage does not have it, schedule a SAT extraction of at most 15 days.

You can pay only a valid invoice that already exists in Zoho.

Getting There

Accounting → Fiscal invoices (/accounting/payments).

The sync wizard is the Invoice Sync action on that listing. Void, reactivate, cancel, and merge are on the invoice. Pay and mark-as-paid are on the selection summary.

Common Tasks

The bill did not sync

1. Open Invoice Sync and look the UUID up.
2. If it is an error or a TDS pending, retry the sync.
3. If admon does not have it, search the provider.
4. If the provider does not have it, schedule an extraction. Keep the range to 15 days or less.

Void or cancel

1. Void only a valid invoice with no payments. If Zoho refuses, nothing changes.
2. Reactivate a voided invoice to make it valid again.
3. When SAT has already cancelled it, mark the voided invoice cancelled. That cannot be undone.
4. A CFDI that Syntage reports as cancelled is cancelled even if you do not press that button.

Merge a manual invoice with the real CFDI

1. Open merge on the manual invoice.
2. Pick the real CFDI yourself. The list does not preselect one.
3. Confirm. The manual row keeps the payments. The real row is voided, not cancelled.
4. If the merge gets stuck, resume it or reverse it. Do not start a second merge.

Send money, or only mark it paid

1. STP is the transfer. Pay shows only integrated banks. You confirm with OTP. The supplier must be approved and have a bank account. A failed send leaves the payment in error.
2. Mark as paid does not send a transfer. It records the payment and tells Zoho. The summary panel shows the total, what is already paid and what is outstanding. Pick a payment method for each organization and the payment date.
   • With one invoice you can type the amount. It starts at the outstanding balance and cannot go above it. A smaller amount leaves the invoice partially paid; record the rest later the same way.
   • With several invoices, or an invoice that already has a scheduled payment, each invoice is settled for its full balance.
3. A payment that starts in Zoho waits for approval when the bank is integrated. Any other bank is already paid, on that method.
4. A credit note is applied as already paid. It is not a bank transfer.

Voiding, merging, and the sync wizard in more detail: Invoice fiscal lifecycle and Invoice sync.