Transferred to Accounting

Overview of Transferred to Accounting

The Transferred to Accounting feature helps you to know whether a billing transaction (such as an invoice or debit memo) has been successfully synced to an external accounting system. It serves two primary purposes:

• Tracking Sync Status: It allows you or connector systems to mark transactions that have been transferred to the General Ledger (GL) system.
• Protecting Transactions: It prevents changes to transactions that have already been sent to accounting and maintaining data integrity between systems.

Update Transferred to Accounting

Zuora Billing does not automatically update the Transferred to Accounting status because it has no direct connection to the external GL system.

Instead, the status can be updated in the following ways:

• Automatically by the connector: After a successful sync to the GL system, GL connectors can call the Zuora API to set the Transferred to Accounting value to Yes.
• Manually by the user: If you have appropriate permissions, you can update the field through the Zuora UI.

Validation behavior in Zuora Billing

When Z-Finance is enabled:

• Zuora Billing enforces validation based on the Transferred to Accounting status.
• If an invoice is posted and its Transferred to Accounting value is Yes, you cannot unpost it. An error is returned:

  The Invoice has been transferred to accounting and cannot be unposted.

To proceed:

1. Enable the Override Transferred to Accounting permission.
2. Manually change the Transferred to Accounting value from Yes to No. 
3. Unpost the invoice during an open accounting period. 

Reopen an accounting period

You can reopen an accounting period after transactions are marked as Transferred to Accounting. Zuora Billing allows reopening of the accounting period regardless of the “Transferred to Accounting” flag status. However, you must first set the flag from Yes to No (through API or UI) and make changes to the billing transaction. 

After the changes are complete, you can set the flag to Yes before closing the accounting period again.

Modify a transaction

If you attempt modifying the transaction without updating the flag status and it is still marked as Transferred to Accounting, Zuora returns an error preventing the modification.

Reset

Zuora Billing does not reset the “Transferred to Accounting” flag automatically. You must update it in either of the following ways:

• Through the GL connector
• Manually

Depending on the connector logic, changes made to a transaction synchronize with the GL system after being re-closed. Zuora Billing provides a flag to indicate the transfer status. It does not control whether transactions are automatically re-synced after you edit them.