Zoho Inventory

Help Docs

Manage Contacts

Let’s learn how to best utilize the options available to manage your network of customers and vendors.

Filter Contacts

When you have a numerous business contacts, it becomes difficult to distinguish customers from vendors. Filters allow you to view a specific group of contacts.

To filter your contact list:

The contacts that fall under the selected filter will be displayed.

Filter Contacts

Manage Addresses

Apart from the billing and shipping address, you can also store additional addresses for a contact and manage them. In this section you’ll learn how to:

Add New Address

A contact may have more than one business locations. For this reason, Zoho Inventory allows you to associate multiple addresses with a contact.

Insight: To enter additional addresses for a contact, ensure that you have already entered the billing and shipping address.

To add a new address:

Add Alternate Address 1

Insight: You can enter up to ten additional addresses for a contact excluding the default billing and shipping addresses.

Change Default Address

If your contact has temporarily changed their billing/shipping location, you can also change the default address assigned for them in Zoho Inventory. To do so:

Change default address

The default billing/shipping address will be changed and the old address will be moved to the Additional Address section.

Edit Address

To edit an address for a contact:

Edit address

Insight: Select the Update the address in all previous transactions option if you wish to update this address in all transactions that have used the old address. This includes draft invoices, sales orders, purchase orders and open bills.

Choose Different Address

While creating a transaction, the default billing and shipping address will be populated for the chosen contact. However, you can also choose from one of the additional addresses as the billing/shipping address.

Add Alternate Address 3

Pro Tip: To add a new address on the fly, scroll down to the end of the address list and click the + Add New Address button. Enter the address and click Save to add and select this address for the contact.

Delete Address

To delete an additional address for a contact:

Delete additional address

Change Contact Type

Insight: You can change the contact type only if there are no transactions created for the contact.

To change the contact type:

Pro Tip: You can apply the appropriate filter(like Customers, Vendors, etc.) from the top left corner of the module page to narrow down your search.

Change Contact Type

Deactivate Contact

If you don’t want to delete a contact but would like to shelf the contact for the time being, you can change the contact’s status to inactive. This ensures that the contact exists but cannot be used in transactions.

To do so:

This contact will be deactivated and will no longer appear while creating new transactions.

Mark Contact Inactive

Pro Tip: You can make the contact active again by clicking More > Mark as Active.

Export Contacts

To take a backup of your contact list, you can export them in a file from Zoho Inventory to your computer.

To export your the contacts:

menu icon with the export option

A copy of your contacts will be saved as a .CSV or .XLS inside your default downloads folder.

Image of the contacts export page

Merge Contacts

If two customer or vendor contacts are related, you can merge their details into a single contact in Zoho Inventory.

Insight: The contacts that you choose to merge must be of the same type and must have the same currency.

To merge two customers:

Merge Contacts

Insight: A master customer is the primary contact with which the child contact’s details and associated transactions will be merged. Post merging, the child contact becomes inactive. Do note that you cannot undo the merge.

Merge Contacts - Choose master contact

All transactions associated with the child contact will be merged with the master contact and the child contact will be made inactive.

Pro Tip: You can also merge multiple contacts in one go.

Attach Files

Documents such as contractual agreements, terms of service etc., can be attached to the relevant contact in Zoho Inventory and used for future reference.

To attach a document:

Attach File

The file will be uploaded and attached to the contact.

Insight: A maximum of 5 files (not exceeding a size of 5 MB each) can be attached to a contact.

Update Contact from CRM

On integrating Zoho Inventory with Zoho CRM, you can import your contacts from Zoho CRM into Zoho Inventory.

When you modify a contact in Zoho CRM, the automatic sync that takes place once every two hours will normally update the changes in Zoho inventory.

To fetch the updates for a specific CRM contact instantly:

Fetch CRM Contact

The contact will be reimported from Zoho CRM and its information will be updated in Zoho Inventory.

Fetch CRM Contact 1

Some businesses have customers who are also their vendors. For instance, you provide food services for your client who in turn provides accounting services for you. In this case, we can see how a contact is both a customer as well as a vendor. The linking feature in Zoho Inventory .

If you have a single contact who is both your customer and vendor, you have to create them as two separate contacts in Zoho Inventory.

To link two contacts:

Link Contacts

Post linking, you can view the payables and receivables in both contact pages.

Clone Contact

Cloning is the quickest and easiest way to create a new contact from an existing contact. For instance, if you have a customer who is also your vendor, then they’ll both have the same contact information. In such cases, you can first create the customer and then clone it to create the vendor contact, only changing the contact type.

To clone a contact:

Link Contacts

The existing contact’s details will be auto-populated.

Delete Contact

To delete a contact:

Pro Tip: You can apply the appropriate filter (Customers, Vendors, etc.) to view the desired list of contacts. Learn more about filtering contacts.

Delete Contact

Insight: If the contact has transactions associated with it, you have to delete the transactions and then delete the contact. An easier way to resolve this would be, to deactivate the contact.

Pro Tip: When you update the billing address or the shipping address of a contact, you have the choice of updating these changes across all draft orders and transactions.

Bulk Action

The bulk operation allows you to perform a specific action (merge contacts, mark as inactive or delete contacts) on multiple contacts in one go.

More Actions - Merge Contacts 1

To perform a bulk action on contacts:

Merge Multiple Contacts

To merge multiple contacts

More Actions - Merge Contacts 1

Insight: A master contact is the primary contact with which the child contact’s details and associated transactions will be merged. Post merging, the child contact becomes inactive. Do note that you cannot undo the merge.

More Actions - Merge Contacts 2