Preferences

The Preferences section will help you configure your Zoho Books organization, and also settings for various sales and purchase modules, projects, accountant and other modules.

In this page…



General

This section lets you in enable certain modules in your Zoho Books organization and consists of other generic functions.

To access the general settings:

Enable modules

Select the modules you want to enable in Zoho Books. Once you enable them, they will be shown in the left sidebar. You’ll be able to access and configure these modules only when you enable them in this page.

Enable Modules

Zoho Inventory Add-on

If you want to integrate with Zoho Inventory, you should have created an active organization in Zoho Inventory either in the Standard or Professional plan. After you integrate with Zoho Inventory, you can enable the add-on here. Upon enabling this add-on, all the modules pertaining to the integration will be displayed in Zoho Books, from where you can access all the required features.

Learn more about the Zoho Inventory Add-on.

Inventory Addon

First day of work week

By default, the first working day of the week is Sunday in Zoho Books. However, you can change the first day of your work week to Sunday, Monday or Saturday.

When you change the first day of your work week, the days and dates in the calendar will be updated accordingly. This will be useful when you are selecting dates for sales and purchase transactions, and other modules.

For example, let’s say you’ve set the first day of the week as Monday. When you create an invoice and select the invoice date, this is how the calendar will be displayed.

First Day of the Week

Transaction Approval

Do you want a mechanism to approve or reject all the transactions created in Zoho Books? With Transaction Approval, all the transactions which are created and worked upon in Zoho Books would have to be approved by a user (with the Admin role or a role for which transaction approval is permitted). Transaction approval can be done for both sales and purchase transactions.

Transaction Approval

Attach the corresponding PDF of the estimate or invoice in the email while sending it to your customer.

Attach PDF

Encrypt PDF Files

Secure your PDF files by encrypting them while sending them to your customers. When you encrypt your PDF files, they cannot be:

Discounts

Discounts

If you give discounts to your customers, you can select the level of discounts applicable on the transactions. Choose how discounts are applied in transactions:

At line item level Discount is provided for every item individually in a transaction (like an invoice).

Line Item Level Discount

If you have applied taxes on the line item(s), the tax is calculated after the discount is applied.

At invoice level Discount is provided on the whole amount in the invoice.

Invoice Level Discount

If you select a discount to be applied at invoice level, you can also choose to apply the Discount Before Tax or Discount After Tax.

I don’t give discounts If you don’t give discount to your customers, then select this option.

Additional charges

You can add shipping charges and adjustments for your invoices by enabling them here. These additional charges will show up when you are creating transactions like an invoice.

Additional Charges

Salesperson

If you have sales persons in your organization who manage different sales transactions, then you can associate them with the corresponding transactions (like an invoice) in Zoho Books. .

Sales Person

To enable sales persons for your organization, mark the box I want to add a field for salesperson.

To view all the sales done by different sales persons in your organization go to Reports > Sales by Sales Person.

Weekly Summary Report

Weekly Summary Report

All the admins of your organization can receive the summary of business transactions done in the week in their email. You can also receive the report through your Slack channel if you have integrated your Zoho Books organizaton with Slack.

To enable weekly summary reports, mark the box Send Weekly Summary report.

Organization Address Format

Organization Address Format

You can change the way your organization or business address appears on all your sales and purchase transactions.

Insert Address Placeholders

Rearrange the existing placeholders to change the format to add new placeholders by clicking the Insert Placeholders drop-down.

After making all the changes in the General section, click Save.


Client Portal

In the Client Portal Preferences page, you can:

Learn more about Client Portal Preferences.


Customers and Vendors

In the Customers and Vendors Preferences page, you can:

Learn more about Customer and Vendor Preferences.


Items

Configure different settings related to the Items module in Zoho Books such as:

Learn more about Item Preferences.


Projects

Configure different settings related to the Preojects module in Zoho Books such as:

Learn more about Project Preferences.


Accountant

Configure different settings related to the Accountant module in Zoho Books such as:

Learn more about Accountant Preferences.


Sales & Purchases

You can find the preferences of the respective sales and purchase modules in their preferences by going to their respective modules. By clicking any of the modules below you’ll be redirected to their respective modules.

Sales Preferences

Purchases Preferences


Field Customization

In Zoho Books, you can create additional fields called custom fields for different modules. These fields can be filled with data and saved from the respective module’s preferences.

When will custom fields be used?
Let’s say you run a business where you wish to record the birthdays of your customer. In such a case, you can create a custom field in the contacts module with an appropriate label name and select the data type as Date.

New Custom Field

In this section:

Create Custom Field

To create a new custom field:

Label Name

Select an appropriate name for your custom field. This field will be displayed when you are entering data in the respective module.

Data Type

Choose the type of data that you’re going to enter into this field. A few types include Text, Email, URL, Phone, Number, Decimal, Amount, Lookup and Percent. You can also select a Date from the calendar, make the field a Checkbox, Auto Generate a sequence of numbers every time you create a new form, or even provide default values for the field from the Dropdown.

For fields that don’t contain PII, you can provide default values. The preview of the field and the text will be shown in the form itself.

Is this PII?

Personally Identifiable Information (PII) is information that is confidential and is used to identify a person. PII can be sensitive (transmitted in an encrypted form) or non-sensitive (not encrypted) data. Fields such as Text, Email, URL, Phone, Number and Date can be marked as PII. You can choose the following options for your fields:

Yes it’s PII. Encrypt and store it
Data is sensitive and should be encrypted. This data can be viewed only by users who have permission to access PII.

Yes it’s PII but not sensitive. Store it without encryption
Data is sensitive but not encrypted.

No it’s not PII
Data which is not sensitive and doesn’t need to be encrypted.

Is Mandatory

If you mark this field as mandatory, then the form in which the field appears cannot be saved if this field is left empty.

Show in all PDF

While you can enter data in the custom field and save it, you can choose whether this data is displayed in the transaction PDF or not.

New Custom Field

After entering all the fields, click Save. From now on, when you enter data in the respective module, the custom field will be displayed.

Custom Field Limitations

There are certain limitations to the number of custom fields that can be created for each data type. Based on the limitations, custom fields are split into five sections:

Section 1

Data Type Maximum Custom Fields
Text 20
Auto-Generate Number 1
Email 2
URL 2
Phone 2
Dropdown 5
Multi-select 2

The sum of the custom fields created for the data types mentioned above should not exceed 20.

Section 2

Data Type Maximum Custom Fields
Number 8
Date 4
Lookup 5

The sum of the custom fields created for the data types mentioned above should not exceed 12.

Section 3

Data Type Maximum Custom Fields
Amount 4
Decimal 4
Percent 2

The sum of the custom fields created for the data types mentioned above should not exceed 4.

Section 4

Data Type Maximum Custom Fields
Checkbox 3

Section 5

Data Type Maximum Custom Fields
Multiline 5

Edit Custom Field

You can change the details you have saved for a custom field you created in Zoho Books. Here’s how:

Edit Custom Field Icon Edit Custom Field

API Field Name

Once you save a custom field, you can edit it to find the API Field Name. This name will be used when referring to this custom field for an API call.

API Custom Field

Mark Field as Inactive/Active

If you don’t want to enter data in any custom field temporarily, you can choose to mark it as inactive.

To mark as custom field as inactive:

Mark Custom Field as Inactive

If you have marked a custom field as inactive, you can make it active again. Here’s how:

Mark Custom Field as Active

Delete Custom Field

You can delete a custom field you have created in Zoho Books. Here’s how:

Delete Custom Field

If you have added data in a custom field which is associated with a transaction, you cannot delete the custom field. If you want to delete the custom field, you would have to delete the corresponding transaction.

Alternatively, you can mark the custom field as inactive.


Validation Rules

Validation Rules in Zoho Books help you create new rules that set restrictions for the data being recorded. So, when a user tries to enter data in a field that you have set a restriction for, it passes through the validation rule. If the value you enter in the field violates the condition you’ve set, an alert message is displayed and the transaction is not created. The user will also be able to set multiple criteria for a single validation rule.

Currently, Validation Rules are available only for Estimates and Sales Orders.

Note: This feature is available only for the users in the Premium Plan (India) and Professional Plan (all other editions) of Zoho Books.

Let us understand how validation rules work with the help of few scenarios.

Scenario 1: Peter runs a catering business where he takes orders from his clients and provides them services. When customers enquire for the details, he sends out an estimate to the customer and also provides a small discount. When Peter is unavailable, his team reaches out to the customers. Sometimes, his staff tends to quote a higher discount that Peter might not really approve of. Peter wonders how he can prevent this, and immediately sets up a validation rule to not create an estimate with more than 10% discount.

Scenario 2: Peter also wants his employees to enter the terms and conditions of an ongoing-offer in the transaction. He creates a rule and ensures that the users are not able to create a transaction without entering the terms and conditions.

In this section:

Create Validation Rule

You can create a validation rule by setting certain criteria for the fields in a transaction. Here’s how:

Create Validation Rule

Set Conditions for Validation

If you want to create a new validation rule for the same field:

Add another validation

Insight: A validation rule created in Zoho Books will be applicable for other integrated Zoho apps as well. Let’s say, you’ve created a validation rule for sales orders in Zoho Books and your organization is integrated with Zoho Inventory as well. Now when you try to create a new sales order in Zoho Inventory, the fields will be validated based on the rule you set up in Zoho Books.

Multiple Criteria and Subrules

A validation rule is applicable for all transactions. However, if you would like to apply it for specific transactions based on multiple criteria, or create a new rule with the same condition, refer the following:

Adding Multiple Criteria

When you create a validation rule, it will be applicable for all transactions by default. You can also choose the rule to be applied to transactions based on specific criteria.

Scenario: (Based on Scenario 1) Peter had created a validation rule where the Discount cannot exceed 10% for the transactions created. However, he would like to customize this further as all transactions cannot have a maximum discount of only 10%. So he sets the criteria that the rule should be applicable only when the transaction total is under 100 and when there are shipping charges too.

Here’s how you can add multiple criteria:

Add another criteria

Edit Pattern

Adding Subrules

If you would like to include an additional rule to your existing condition, you can add Subrules. This is applicable only when you’ve chosen to apply the rule to transactions based on specific criteria.

Scenario: Peter had created a rule where the Discount cannot exceed 10% while creating transactions and had also customized it by adding certain criteria. Now, he’d like to use the same condition (<= 10% discount) but create a new rule that this condition is applicable only during off-seasons (July-Nov). So he creates a new subrule with the transaction date to be > July 1.

Here’s how you can create subrules:

Create Subrule

View Subrule

Execute Validation Rules

Once a Validation Rule is created and saved, it will be applicable for all transactions created henceforth. When any new transaction violates a validation rule, an alert message will be displayed to the users.

Other Actions for Validation Rules

Once you’ve created a validation rule you will be able to edit, mark it as inactive or delete them. Here’s how:

Edit/Delete/Mark as Inactive


In Zoho Books, you can create new buttons to perform tailor-made actions for your transactions or open external links. You can create them using deluge script and execute actions based on the functions you add.

Note: This feature is available only for the users in the Premium Plan (India) and Professional Plan (all other editions) of Zoho Books.

You can create custom buttons/links for:

Insight: You can create a maximum of 10 buttons (custom links and buttons) for each module. For example, 10 custom buttons for invoices, 10 for estimates, and so on.

In this section:

Custom Buttons

Users can create new buttons to perform a set of actions based on their requirements. Users can create custom buttons that can be be executed only by them or by everyone.

Use Cases for Custom Buttons

Here are a few cases where new buttons can be created to execute custom actions. However, you can create custom buttons based on your firm’s requirements.

Use Case 1: Peter runs a business and sells goods on credit to selected customers. At the end of every month, Peter mails his customers the amount due for those transactions. He creates a custom button and sends the statement to his customer at the click of a button rather than applying multiple filters and emailing them.

Use Case 2: Peter charges a 2% late fee on all invoices that are not paid before their due dates. Peter creates a custom button and applies them on the invoices when they are overdue.

Use Case 3: Peter decides to provide a 5% discount for his regular customers who pre-order goods. He immediately creates a custom button and applies them on the invoice when he creates one.

Use Case 4: Peter sends an estimate to his customers who had enquired about his products and their prices. Once the customer accepts the estimate, Peter immediately places an order for the requested products. He creates a custom button to convert an Estimate to a Purchase Order immediately.

Use Case 5: Peter creates a custom field to record particular data. He immediately creates a custom button with a default value and applies them only to certain transactions.

Create Custom Buttons

To create a custom button:

New Custom Button

Warning: The name of the custom button cannot exceed 25 characters.

Create Custom Button

Insight: Deluge (Data Enriched Language for the Universal Grid Environment) is an online scripting language integrated with Zoho Services. It enables you to write your own functions that lets you modify the application to suit your needs, incrementally, making it more powerful and robust.

Note: The ID is a combination of numbers that can be found in the URL of a particular Transaction/Contact/Item.

Execute Custom Actions

To view and execute the custom button:

Execute Custom Button

Zoho Books allows you to open external links from your application by attaching links to the button you create. You can also insert placeholders in the links and drill down to the details.

Use Case 1: Peter sells his goods on an e-commerce website. He would like to link the e-commerce website’s URL with his items in Zoho Books. He immediately adds the custom button for the Items module with a link to the e-commerce site and views them.

Use Case 2: Peter has an external software with all the details of his customers. When customers request for his services, he refers his data base for details about all the previous services. Looking up for such data and identifying a customer can be pretty tedious. He creates a custom button with the Customer ID as a placeholder to his external application’s link. He clicks the button in his contact details page to open an external link with the specific contact’s details.

New Custom Link Create Custom Link

To open external links:

Open Custom Link

Edit/Delete Custom Buttons and Links

To edit/delete a custom button or link that you had created:

Edit or Delete

Insight: In case you had created a button with a custom link, then the Link Icon will be displayed to the right of the button’s name.

Was this document helpful?
Yes
No
Thank you for your feedback!
Want a feature?
Suggest
Switch to smart accounting software. Switch to Zoho Books.   Start my free 14-day trial
Zoho Books

Online accounting software
for small businesses.

Maybe Later