CRM Help

Modifying Special Fields

There are certain fields in Zoho CRM, which are not common to all modules. They are available and applicable only to particular modules depending on the purpose of their function. These special fields are:

  • Terms & Conditions Fields
  • Tax Rates Fields
  • Stage Probability
  • Contact Roles

Customize Terms & Conditions

This field provides you an option to define the text for terms and conditions while creating Invoices, Quotes and Orders.

Availability

Profile Permission Required: Users with the Field-level Access permission can access this feature.

To customize Terms & Conditions

  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Customization > Fields.
  3. In the [Module] List of Fields page, select the Module from the drop-down list.
  4. From the list of fields, click the Edit link for Terms & Conditions field.
  5. In the Terms & Conditions page, specify the value.
  6. Click Save.
    Depending on the module for which the Terms & Conditions are created, the text will automatically be displayed in the page (Invoice / Quote / Order).

Note

  • The Terms & Conditions field is available only for the Invoice, Quote and Order modules.
  • This field is displayed only for new records and does not roll up for the existing records page.

Customize Tax Rates

The Tax Rate field allows defining different types of tax rates for the products you sell to your customers. Once the tax rates are added, you can select the tax type and rate while creating a quote, order, or invoice for the customers. For instance, Sales Tax = 10.5 %; VAT = 1%; etc.

Availability

Profile Permission Required: Users with the Field-level Access permission can access this feature.

To add Tax Rates

  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Customization > Fields > Products > Customize Tax Rate.
  3. In the Customize Tax Rates page, click Add Tax.
  4. Specify the type of tax and tax rate in Tax Label and Tax Value fields respectively.
  5. Click Save.

To use Tax Rates

  1. Click the Invoice tab.
  2. In the Invoice Home page, click New Invoice.
  3. In the New Invoice page, specify the customer and product details.
  4. In the Product Details section, click Tax (after sub totaling the line items).
  5. In the Group Tax box, select the default tax rates or specify the new rates.
  6. Click Save.

Map Stage-Probability values

Defining the criteria for Sales Stage is important to identify the performance of an organization-wide Sales pipeline. Stage probability can be determined based on two important factors - Forecast Type and Forecast Category. These two values are useful in describing the stage of a potential.

In the Stage-Probability mapping page you can perform the following operations:

  • Create different types of Sales stages according to your organization-wide Sales process.
  • Associate Probability values to the Sales stages.
  • Associate Forecast types (Open, Closed-won, or Closed-lost) to Sales stages.
  • Associate Forecast categories (Pipeline, Closed, Omitted, Best Case, Committed)

Note

  • For a better sales pipeline analysis assign different probabilities to sales stage values.
  • For each stage assign probability in the range of 0 to 100.
  • You may consider using probability value as 100 when the deal is closed-won and 0 for deal closed-lost.

To map stage and probability values

  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Customization > Fields > Potentials > Stage-Probability Mapping.
  3. In the Stage-Probability Mapping page, do the following:
    • Add the sales Stage (s) and the corresponding Probability of closing the sales deal
    • Delete sales Stage (s) and assign the existing Probability to another Sales Stage value
    • To modify the existing Sales Stages, use the Replace option.
  4. Click Save.

Note

  • For a better sales pipeline analysis assign different probabilities to sales stage values.
  • For each stage assign probability in the range of 0 to 100.
  • You may consider using probability value as 100 when the deal is closed-won and 0 when the deal is closed-lost.

Customize Contact Roles

While prospecting, there is a need to contact different people (contacts) to finalize the sales deal. Contact Roles help in knowing the role of the contact in the prospective organization so you always have the right discussion with the right person. For instance, explaining details about the product price and discounts is always better with the Financial Manager whereas explaining product features should be discussed with the Product Manager.

Some of the contact roles such as, Decision Maker, Product Management, Purchasing and other roles are available. However, the contact roles can be customized according to specific business processes.

Availability

Profile Permission Required: Users with the Field-level Access permission can access this feature.

To customize contact role values

  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Customization > Fields > Potentials > Contact Roles.
  3. In the Edit Contact Roles page, do the following:
    • Click Add Role or Delete Role links, if needed.
    • Modify the existing roles from the Contact Role text box.
  4. Click Save after updating the contact roles.

To add contact roles to contacts

  1. Click the Potentials tab.
  2. In the Potentials Home page, select the required potential.
  3. In the Potential Details page under Contact Roles section, a list of contacts associated with the potential are displayed. Click Add Role link.
  4. In the Contact Roles Mapping page, for each contact select the role from the Contact Role drop-down list.
  5. Click Save after associating roles to all the contacts.

FAQ

1. How can I customize the Stage and Probability mapping for potentials?

2. Can I change the data type for the custom field that I already created?

3. How to add common Terms and Conditions for the Inventory records?

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