Functions in e-Invoicing

This guide will help you learn about the various actions you’ll be able to perform in Zoho Billing as part of e-Invoicing.

Statuses of e-Invoicing in Zoho Billing

Here are the various statuses related to e-Invoicing in Zoho Billing.

Status	Description
Yet-to-be Pushed	The transaction is yet to be pushed to the IRP for e-Invoicing.
Pushed	The transaction was pushed to the IRP successfully, and a QR code and IRN has been generated for it.
Push Initiated	The transaction is being pushed to the IRP as part of a bulk push action.
Cancelled	The e-Invoiced transaction has been cancelled in both Zoho Billing and the IRP. The IRN associated with it is no longer valid.
Marked as Cancelled	The e-Invoiced transaction has been marked as cancelled in Zoho Billing alone. You’ll have to cancel it in the GST portal to make the IRN invalid.
Failed	The transaction could not be pushed to the IRP.

The e-Invoicing system requires the following transactions to be pushed to the IRP. An IRN will have to be generated for each of these transactions:

• Invoices
• Credit Notes

Create Invoices

The Government has mandated a set of fields that are required for an e-Invoice. Some of these are available when creating new invoices. The other mandatory fields, will be available for that invoice if you’ve already entered them in Zoho Billing (e.g. in the Customers or Items modules )

Here’s a list of some of the mandatory fields:

Module	Mandatory Fields
Organisation (Seller) Details	Legal Name GSTIN Address*
Customer (Buyer) Details	Legal Name GST Treatment GSTIN Billing Address*
Transaction Details (Invoice, Credit Note)	Number (e.g. Invoice#) Date (e.g. Invoice Date) Total (e.g. Invoice Total)
Item Details	Item Type HSN/SAC Code Selling Price GST Rate

The other mandatory fields depend upon the business needs of the supplier. For example, the Dispatch From address is mandatory if it’s different from the seller address. The Shipping address is mandatory if it’s different from the buyer address.

Push Invoices to the IRP

Invoices in Zoho Billing can be sent to the e-Invoicing portal with the click of a button. If you have enabled transaction approval, then the invoices must be approved before you can push them to the IRP. If you’ve set up multi-level approval, then you can push invoices only after they’ve been approved by the final approver.

Here’s how you can push invoices to the IRP:

• Navigate to the Invoices module under Sales.
• Select the invoice that you want to push to the portal.
• Click the Push to IRP button.

Bulk Push Invoices

You can save time and push multiple invoices to the IRP at once, using bulk actions in Zoho Billing. Here’s how:

• Navigate to the Invoices module under Sales.
• Click the All Invoices dropdown above the list of invoices.
• Select Yet-to-be pushed for e-Invoicing from the list of filters.
• Select the invoices that you want to push to the portal.
• Click the More button on the top.
• Select Push to IRP.

Now, pushing the selected invoices to the IRP will be initiated. When successful, a QR code and IRN will be generated for all of them.

If any of these these invoices failed to be pushed to the IRP, you will be notified of it and an error summary will be sent to your (the user who initiates the push) email address that’s registered in Zoho Billing.

Cancel e-Invoices

You might want to cancel an e-Invoice if you’ve entered any incorrect values or for any other reason. This can be done in Zoho Billing easily.

Cancelling an e-Invoice depends upon the time lapsed since the IRN was generated: * Cancelling within 24 hours * Cancelling after 24 hours

Cancelling an e-Invoice within 24 hours

If you cancel an e-Invoice in Zoho Billing within the first 24 hours of generating an IRN for it, then it will be cancelled in the IRP also automatically.

To cancel an e-Invoice:

• Navigate to the Invoices module under Sales.
• Select the e-Invoice that you want to cancel.
• Click the Cancel e-Invoice button.

• Select the Reason for cancellation.
• Enter the Remarks.
• Click Cancel e-Invoice.

Cancelling an e-Invoice after 24 hours

After 24 hours of pushing an invoice to the IRP successfully, the IRN generated will no longer be available in the IRP. So cancelling in Zoho Billing will not cancel it in the IRP automatically.

Instead, you can mark the e-Invoice in Zoho Billing as cancelled, and then go to the GST portal to cancel the IRN manually.

Here’s how you can do this:

• Navigate to the Invoices under Sales.
• Select the e-Invoice that you want to mark as cancelled.
• Click the Mark as Cancelled button.
• Enter the Reason for cancelling this e-Invoice.
• Click Mark as Cancelled.

Next,

• Log in to the GST System.
• Navigate to e-Invoices and then select Cancel.
• Enter the IRN of the e-Invoice you want to cancel.
• Enter the Reason for Cancellation and Remarks.
• Click Submit.

Once an e-Invoice has been cancelled/marked as cancelled in Zoho Billing, its status will change to Void. If needed, you can clone this invoice, make the necessary changes, and then push this new invoice to the IRP.

Configure Preferences for Other Modules

Now let’s take a look at how you can set up other preferences for other modules.

Quote Preferences

If you’ve configured the quote preferences to convert accepted quotes to invoices automatically, then these invoices will be pushed to the IRP depending on your set preference. If your preference is:

• Create Invoice as Draft: The invoice will be created in the Draft status and you’ll have to push them to the IRP manually by clicking the Push to IRP button.
• Create, Push and Send: The invoice will be created and pushed to the IRP automatically. If it’s pushed successfully, the invoice will be sent to your customer. If the push fails, the invoice will not be sent. An email will be sent to your organisation’s email address, stating the reason for failure.

If you have any doubts or need any help with e-Invoicing in Zoho Billing, you can reach out to us at einvoicing-support@zohofinance.com. We’ll be there to assist you.