Overview of linking invoices to sales orders
Within QuickBooks it is possible to invoice against existing sales orders and create a link between the sales order and the invoice, similarly it is possible to achieve that when importing invoices into QuickBooks using Zed Axis.
You can choose either to link the invoice entirely to the sales order or link individual lines on the sales order:
To link an Invoice to an entire Sales Order
This approach requires you to map the field called Link To Sales Order along with the Customer Name, an invoice will be created out of the whole existing Sales Order and the line items will be taken from the Sales Order and added to the Invoice in full and a link between the Sales Order and the Invoice will be created. You do not need to list the line items on the invoice as these will be automatically drawn from the Sales Order
To link an invoice to part of or individual lines on a Sales Order.
If you want to only invoice against some lines on a sales order or only for some of the quantities on a sales order then you should use the Line Link To Sales Order field to specify the Sales Order and you will need to included the line items and quantities in the same order as they appear on the sales order.
Points to consider:
- The customer on the sales order should match the customer on the invoice otherwise QuickBooks will return and error
- When Line Linking to a sales order The items on the sales order should match and be in the same order as those on the invoice.
- You can only link one invoice to one sales order.
- When importing the invoice you do not need to import the items again as they will be automatically entered from the linked sales order.
Common Errors and troubleshooting
Error message "The specified parameters conflict with each other"
This error occurs when you have mapped the Link to Sales Order field and also mapped the Item Ref field when linking the entire sales order you should not also map the Item as all the items will be pulled from the sales order.