Configure Bharat Connect in Zoho Books

Bharat Connect is a platform for businesses to manage bills and payments securely and efficiently. It works seamlessly with Zoho Books to provide an interoperable solution that streamlines the payment process and simplifies reconciliations in real time. It enables businesses to send and receive purchase orders, invoices, bills, and credit and debit notes.

Benefits of the Zoho Books – Bharat Connect Solution

• Automatically sync transactions with your vendors and customers in real time.
• Make and receive payments effortlessly using Bharat Connect, connected banking, UPI, or cards.
• Reconcile payments automatically, saving time and reducing errors.
• Vendors can request financial assistance via Bharat Connect to manage cash flow.

Get Started with Bharat Connect in Zoho Books

To get started, you will have to set up Bharat Connect in Zoho Books. Once that is done, you can create a B2B ID, add the B2B ID of your customers and vendors, and add users to access the solution. You can then start initiating transactions from Zoho Books via the Bharat Connect platform.

Set Up Bharat Connect

To get started with Bharat Connect in Zoho Books, initiate the setup and complete three quick steps to onboard your business. To initiate setup:

1. Go to Settings and then Integrations and Marketplace.
2. Click Set Up Now next to Bharat Connect.

3. Check the box to confirm you’re authorised to set up Bharat Connect for your organisation.
4. Click Proceed.

Once you’ve initiated the setup, follow these three simple steps in the pop-up to get started.

1. Verify your GSTIN:

GSTIN is a 15-digit unique identifier assigned to GST-registered businesses. This step verifies your GSTIN connects your account to the GST portal and confirms your business details for secure transactions.

• In the pop-up, select your GSTIN from the drop-down.

• Enter your Legal Business Name and GSTN Username.

• Select your Business Type.

• Click Get OTP and enter the 6-digit OTP received on your GSTN-registered mobile number or email address.

• Click Verify OTP to confirm your GSTIN details.

  

Once your GSTIN is verified, proceed to confirm your mobile number.

2. Confirm Your Mobile Number

Enter the mobile number you want to register with Bharat Connect. To do this:

• Enter your mobile number.

• Click Get OTP and enter the OTP received.

• Click Verify OTP to confirm your mobile number.

  

Once your mobile number is verified, you can create your B2B ID.

3. Create B2B ID

A B2B ID (Business-to-Business ID) is a unique identifier created by businesses within the Bharat Connect network. It allows businesses to communicate seamlessly through the network.

Guidelines to create your B2B ID:

• The B2B ID should reflect your brand or organisation.
• It should be based on your registered business name or an acronym using the first letters of the business name. Avoid using aliases and generic names.
• You can include numbers or valid area, city, or state names in combination with your business name or acronym.
• Ensure the B2B ID does not include any language considered discriminatory, vulgar, or harmful.

To create your B2B ID:

• Select one of the suggested options, or create a B2B entry by referring to the guidelines.

• Check the box to agree to the Terms and Conditions.

• Click Save and Submit.

  

Your details will be forwarded to the Bharat Connect network. Once they are verified and approved, your business will be registered on the network, and you can start using the Zoho Books – Bharat Connect solution.

Complete your Setup

To securely pay bills and collect payments from customers, click Continue Setup and fill in the required business details. This allows us to complete your KYC verification and get you fully onboard.
You will be required to provide the following details:

Once your KYC is completed, you can directly initiate and collect payments from the platform.

Associate B2B ID with Customers and Vendors

After your B2B ID is created and the integration is active, you can fetch and associate B2B IDs with your vendors and customers using their GSTIN. You can fetch them individually for each contact or in bulk if you have multiple vendors and customers.

Associate a B2B ID for Contacts Individually

You can associate B2B IDs with your customers and vendors by fetching their GSTINs. To do this:

1. Navigate to the Customers or Vendors module.
2. Go to the customer or vendor whose details you’d like to update and click Edit.
3. In the Other Details section and click Fetch from GSTIN click next to B2B ID.
4. Click Save.

The B2B ID of the contact will be updated.

Associate B2B IDs in Bulk

B2B IDs can be fetched in bulk for your customers and vendors using their GSTIN, and can be associated with them easily. To do this:

1. Go to Settings and then under Integrations, select Bharat Connect.
2. Click More and select Search Contacts in Bharat Connect. This will initiate a search for B2B IDs using your contacts’ GSTINs.

3. Click Link Now after the B2B IDs of your contacts are fetched.

4. Select the contacts and click Link Now.

The B2B IDs of the selected contacts will be updated.

Manage Users

You can permit the users in your organisation to initiate and manage transactions via Bharat Connect. To do this:

1. Go to Bharat Connect in the Integrations and Marketplace section.
2. Click Manage Users.

3. Select the users for whom you’d like to provide access.
4. Click Add Users.

The permissions will be updated for the selected users. Other users can also use the solution by clicking Request Access from the integrations page.

You can transact within the network once you’ve configured Bharat Connect in Zoho Books.

Initiate Transactions via Bharat Connect

Once you’ve set up Bharat Connect and assigned B2B IDs to your customers and vendors, you can start creating transactions. You can create and push invoices, sales and purchase orders, credit and debit notes, accept bills, initiate vendor payments, and record payments received.

Create and Push Invoices

You can create a new invoice and push it to your customer via Bharat Connect. To do this:

1. Go to the Invoices module under Sales on the left sidebar.
2. Create a new invoice for a Bharat Connect-registered customer.
3. Enter the required details and click Save and Send via Bharat Connect.

The invoice will be pushed to the customer’s ERP through Bharat Connect. They can then view, accept, or reject the invoice, and the status will be updated accordingly.

Create and Push Sales and Purchase Orders

You can create sales or purchase orders and push them to your customers or vendors via Bharat Connect. To do this:

1. Go to the Sales or Purchases module
2. Select Sales Order or Purchase Order.
3. Click the + New button to create a new order for a Bharat Connect-registered customer or vendor.
4. Enter the required details and click Save and Send via Bharat Connect.

The order will be pushed to the customer’s or vendor’s ERP through Bharat Connect. They can then view, accept, or reject the sales or purchase order, and the status will be updated accordingly.

Refer to the table below to understand the different push statuses for invoices and sales orders.

View and Accept Bills

When your vendor creates an invoice for your organisation and pushes it via Bharat Connect, you can view the details and accept them. To do this:

1. Go to the Bills module under Purchases on the left sidebar.
2. Switch to the Bills From Bharat Connect tab.
3. Click Create to add it as a new bill or Reject.

4. Verify the details of the new bill and click Save and Accept.

Refer to the table below to understand the different statuses.

Once the bill has been accepted and converted to open, you can initiate payment directly from Zoho Books. If the payment is made offline, you can also manually record it by clicking Record Payment.

Create and Push Credit and Debit Notes

You can create credit and debit notes in Zoho Books to adjust invoice amounts due to returns or billing corrections. Once created, you can push them to your customers or vendors through Bharat Connect. To do this:

1. Go to Sales for a credit note or Purchases for a debit note.
2. Click the + New button in the top-right corner.
3. Select a Bharat Connect-registered Customer or Vendor for whom you want to create the note.
4. Enter the necessary details and click Save and Send via Bharat Connect.

The credit or debit note will be pushed through Bharat Connect. The status will be updated to Credit/Debit Note Received, and once you accept or reject it, the status will update to Accepted or Rejected accordingly.

Initiate Payments from Zoho Books

Once the bill is open, you can initiate payments from Zoho Books directly using partner banks, UPI, cards, and net banking. To initiate payments:

1. Go to the Bills module under Purchases on the left sidebar.
2. Select the bill for which you need to make the payment.
3. Click the Pay via Bharat Connect button in the options on the top bar.
4. Enter the payment details in the pop-up that appears.
5. Click Proceed.

A payment will be initiated. All payments will be initiated to a virtual account and settled in your vendor’s account.

View or Record Payments Received

Once a customer has paid online, the invoice’s status will be automatically marked as paid.

If the customer has made a payment offline, you must verify the payment’s status on your bank statement and mark the payment as received or not received. To do this:

1. Go to the Payments Received module and select the recent payment record.
2. Verify the payment status offline and select Payment Received or Payment Not Received.

Once you mark the payment as received, the payment will be recorded in Zoho Books. If you’ve confirmed that the amount has not been received, the payment record will be deleted from Zoho Books. You can request the customer to initiate the payment again.

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