Zoho Books

Overview

Zoho Books sends your bills, vendor credits, invoices, credit notes and journals from O2M straight to your Zoho Books organisation, so nobody downloads or imports files.

How it works

Instead of downloading the Zoho Books file and importing it, O2M sends the same entries to your Zoho Books organisation directly. Each entry goes as the document your accountant expects to see in Zoho.

File GSTR-1 from O2M, not from Zoho Books. Sales to consumers reach Zoho Books as daily journals, which Zoho's GSTR-1 does not read. Download GSTR-1 from Accounting → GST instead: it has every table, including B2C sales, the HSN summary and marketplace sales. Zoho Books keeps your ledgers and input GST.

Set up the Zoho client

Open Settings → Marketplace and Integrations → Integrations and click the Zoho Books card. The page lists the three setup steps and shows the redirect URI to use in Zoho.

1. 1Click Zoho API console on the page. It opens Zoho's console for your data centre.
2. 2Add a Server-based Application, give it a name (for example O2M), fill in the two addresses below, and click Create.
3. 3Zoho shows a Client ID and Client Secret. Copy both.
4. 4Back in O2M, choose your Data centre (India for zoho.in), paste the Client ID and Client secret, and click Save.

Connect and choose the organisation

1. 1Click Connect. Zoho's sign-in page opens.
2. 2Sign in with the Zoho account that owns your Zoho Books organisation, and click Accept.
3. 3You return to O2M with the status Connected. If you have one organisation it is chosen for you; otherwise pick it under Sending.

Disconnect stops all sending. Entries already in Zoho Books stay there. Connect again at any time to carry on.

Choose what is sent

• Supplier invoices, debit notes and payments: turn off if your purchases reach Zoho Books another way.
• Sales and credit notes: turn off if another app already sends your sales to Zoho Books, so they are not booked twice.
• Send every night: new and changed entries go to Zoho Books automatically each night.

Stock journals and fee journals are always sent. Turning an option off only stops future sends; nothing already in Zoho is removed.

Map accounts and GST taxes

Each O2M ledger needs a Zoho Books account, and each GST rate needs its Zoho tax. O2M matches them by name; check the list and change any that are wrong.

• Zoho account: the account each O2M ledger posts to. Accounts Payable and Accounts Receivable are used for suppliers and buyers.
• Create in Zoho: creates every ledger that has no matching account in Zoho Books, with a suitable account type.
• GST rates: Same state uses the GST tax group (CGST + SGST); Other state uses the IGST tax of that rate.

Send to Zoho Books

Open Accounting → Accounting export. Click the Zoho Books tab, next to Accounting journals.

1. 1Choose the period.
2. 2Click Preview. O2M shows how many entries are new, changed or already in Zoho, and lists each one that will be sent.
3. 3Click Send to Zoho and confirm.

• Already in Zoho entries are not sent again. An entry that changed in O2M updates the same document in Zoho.
• A cancelled supplier invoice or debit note is voided in Zoho Books.
• An entry whose GST cannot be split into CGST / SGST or IGST goes as a journal instead of a bill or invoice; the reason is shown next to it.
• Entries you already imported from the Zoho Books file are not sent again.

Check the send log

Every send, by hand or nightly, appears in the Send log at the bottom of the Zoho Books tab, with how many entries were new, updated, voided, already in Zoho or not sent. Click a send to see each entry and what happened to it. Sends are kept for 90 days.

Entries that were not sent are tried again on the next send.

When something is changed in Zoho Books

Every night, after the nightly send, O2M checks the entries of the last five weeks against Zoho Books. Click Check Zoho in the panel to check now.

• Deleted in Zoho: the entry was deleted or voided in Zoho Books.
• Changed in Zoho: its amount in Zoho Books is no longer what O2M sent.

O2M never puts these back or overwrites them on its own: someone may have changed them on purpose. They wait under Changed in Zoho on the Zoho Books tab:

The Zoho Books sync report in the Reports hub lists every entry sent, what it became in Zoho Books, and which ones need a decision, were left out or were not sent.