Import invoices against existing sales orders

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.

Ref AXIS-995


Zed Axis does not give me an option to link the invoice to a sales order in QuickBooks. (using 8.0 version)
amandal (6/7/2016 at 11:33 PM)
Yes this feature is only in the most recent version of Zed Axis you will need to upgrade to get that.
Steve (6/22/2017 at 5:05 AM)
The export of the invoice does not contain the Sales Order number on the spreadsheet. Any suggestions?
rose dodson (12/18/2017 at 6:22 PM)
Can I invoices a portion of what is on the sales order or do I need to invoice the entire sales order when invoicing against sales orders this way?
Ralph Shamah (8/23/2019 at 9:06 PM)
You can import just a portion of the items on the invoice as long as the order of the items is the same as what is on the sales order
Steve (11/6/2019 at 10:18 PM)
How can I import Invoices against existing sales orders while not importing the items again? It is a mandatory filed.
Joseph LEE (11/5/2019 at 8:05 AM)