Help documentation

Preferences



General

To configure the General settings, click on the Gear icon found on the top right hand side corner of the screen and click on More Settings. You will be taken to the Preferences section.

Through the General Settings, you can customize your Zoho Books account by selecting your preferences for the various options provided below.

Preferences

Preferences

Preferences


Contacts

Configure preferences related to the Contacts module.

Contact Preferences

Please note that the placeholder for this custom field will be available for use only after you click Save. These custom fields can also be used as a placeholder in Customer Address Format under General preferences.


Items

Configure preferences related to the Items module.

Item Preferences

Price Lists

Inventory


Estimates

Configure preferences related to the Estimates module.

Estimate Preferences


Sales Orders

Configure preferences related to the Sales Order module.

Sales Order Preferences


Invoices

Configure preferences related to the Invoices module.

Invoice Preferences

Payments


Recurring Invoices

Configure preferences related to the Recurring Invoices module.

Recurring Invoice Preferences

You can choose the method by which you can send the invoices generated from the recurring invoices to your customers.


Credit Notes

Credit Note Preferences


Delivery Note Settings

If you ship or deliver the products you sell to your customers, then you can configure your Delivery Note settings here. A Delivery Note lists the contents of the package, what the recipient has ordered and what has been sent to them. Typically, a Delivery Note includes description and quantity of the items delivered. In some cases, a copy of the Delivery Note is signed by the recipient and then returned to the seller or consignor as a proof that the items have been delivered.

To configure Delivery Note settings, click on the Settings icon found on the top right hand side corner of the screen and click on More Settings. Click on Preferences and select the Delivery Note Settings tab.

Delivery Note Settings Preferences


Packing Slip Settings

A packing slip will include details of the contents in a package you deliver. The purpose of a packing slip is to inform all the parties, i.e. transport agencies, government authorities and customers, about the contents of the package which is being delivered.

To configure Package Slip settings, click on the Settings icon found on the top right hand side corner of the screen and click on More Settings. Click on Preferences and select Packing Slip Settings tab.

Packing Slip Settings Preferences


Purchase Orders

Configure preferences related to the Purchase Order module.

Purchase Order Preferences


Custom Fields

Custom Fields in Zoho Books allows you to quickly and easily add data against fields created by you. For example, let us consider that you are the owner of a bakery. You will have to buy 50 Kgs of flour every month for baking cakes. You might want to have a custom field called ‘Quantity’ against which you can enter the value “50 Kgs”. In this case, the Label Name will be ‘Quantity’ and the Data Type will be ‘Text’.

Note:

  • Custom fields for Contacts, Estimates, Invoices, Sales Orders and Purchase Orders will only be available for organizations created after 22nd November 2015.
  • For the older organizations, this feature will only be available for the Expenses and Payments Received modules. If you wish to have custom fields with data type enabled for all the modules, send us an email to support[at]zohobooks[dot]com to check if it is feasible for your organization.

There are two methods by which you can access the custom fields option from the Preferences section:

Custom Field Labels

New Custom Field

The 7 data types available in Zoho Books are:

Data Type Name Description
Text Enter a word or a short phrase against the field name.
Email Enter an email address against the field name.
URL Enter a URL to a file or a website against the field name.
Phone Enter a contact number against the field name.
Number Enter any positive or negative number against the field name.
Decimal Enter any positive or negative decimal number against the field name.
Amount The amount you enter will be displayed along with the currency you wish to display. It may be your organization’s base currency or the currency for that particular transaction.
Percent Enter a value to denote a percentage against the field name.
Date Select a date from the calendar for this field.
Checkbox You can add a checkbox with a small text or description to tell what it is for. For example, it may be used to confirm an action or make a choice. If it is selected, the value ‘true’ is passed, if not ‘false’ is passed.
Auto-Number Generation While creating transactions, you can create a custom field with this data type if you wish to automatically generate the data. For example, you can create a custom field called ‘Expense Reference’ and enter the values as shown in the image below,
auto number
Henceforth, for every expense you create, this field will be generated automatically.
Drop-down Enter a set of options for a field and select them from a drop-down.

Finally click on Save to save the custom field.


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