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


Branding

Personalize your Zoho Books account to go with your brand.

The Branding section has three tabs:

General

Under this tab, you can:

Branding General

Portal Settings

This tab allows you to configure your client portal.

Branding Portal

Custom Domain

The custom domain feature enables you and your users to access Zoho Books from a domain of your choice. You can also set unique domain name for your customer portal.

Branding Custom Domain

To know more about how to set up custom domain for your Zoho Books account, click here.


Contacts

Configure preferences related to the Contacts module.

Contact Preferences

Here, you can configure address formats of the billing and shipping address of your customer.


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

Let us ruffle through the following topics on custom fields:

Custom fields - Overview

Custom Fields in Zoho Books allow 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 all supported modules 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 in an email to support[at]zohobooks[dot]com, to check if it is feasible for your organization.

Taking the Expenses module as an example, this is the method by which you can create custom fields from the Preferences section:

Custom fields - Actions

Custom fields can also be marked as “Inactive” by hovering your cursor over the custom field in the Preferences section, and clicking on Mark as Inactive.

You can also mark a custom field as a mandatory field, by checking the option “Is Mandatory field” as Yes, in the custom field editing or creation page.

The custom fields can be made to appear on all of your PDFs by selecting the Show in all PDF option as Yes in the custom field creation or editing page.

Custom fields - Labels

New Custom Field

The 12 data types supported by 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-Generate Number 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.

Custom Fields - Limitations

Kindly note that adding custom fields of different data types have some limitations.

The maximum number of custom fields that can be created for each data type is mentioned inside the ( ):

For easy understanding let’s split the datatypes into four sections.

Section 1

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 10.

Section 2

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 6.

Section 3

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 2.

Section 4

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 1.

Adding Custom fields for Items

The default input fields you come across while creating an item such as the item name, price, etc. is designed to capture information that is common to all businesses. But, apart from the available fields, you would want to store additional information that is unique to your business. Custom fields for items will allow you to do that.

With custom fields, you can receive input in different forms such as number, text, email, etc.

You can also choose whether you want your custom field to be one of the following:

Let’s take an example where you supply printing paper to small and medium businesses. You sell different types of paper based on your customer’s requirements.

You would usually want to enter more information about your items apart from item name and price. You would want to display information such as Net weight, Quality of the paper, no.of.sheets per pack, etc.

You can create custom field with drop-down datatype and enter all the available options for Net. Weight, Quality of paper, etc. So, while creating an item, you can choose the net weight or quality of the paper from the drop-down menu. This will save you time and will also reduce the margin or error during input.

Note: As of now, you can display only a maximum of 5 custom fields in an invoice.

Creating item custom fields

To create custom fields for items,

Item Custom Field

Item Custom Field

Adding information to custom fields

Adding additional information to your items can be done in two ways:

While creating an item

Enter Additional Information - Item

Now, when you include the item in your estimate/invoice, you will see the custom field and the related value displayed as a column in the item table.

While creating an invoice

Additional information - invoice creation

Editing an item field

An item custom field can be edited in two ways:

Deleting an item field

To delete an item custom field,

Additional information - invoice creation

Note: A custom field cannot be deleted if it is used while creating a transaction.


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