CRM Help

Managing Inventory Templates

With the Zoho CRM - Inventory Templates functionality, you can customize the Quote, Purchase Order, Sales Order and Invoice print layout as per your business requirements. As part of the template customization, you can change the fields in the print layout, position of the company logo, look & feel of the layout and alignment of the line items (SKUs).

Availability

Profile Permission Required: Users with the Manage Inventory Templates permission can access this feature.

Create Inventory Templates

You can create Inventory templates for sending customized quotes, sales orders, invoices, and purchase orders to customers and your suppliers.

Inventory Modules

You can select the following primary modules and create templates by linking with other secondary modules:

  • Quotes: Quotes, Products, Users, Organization, Accounts, Contacts, and Potentials.
  • Purchase Orders: Purchase Orders, Products, Users, Organization, Vendors, and Contacts.
  • Sales Orders: Sales Orders, Products, Users, Organization, Accounts, Contacts, and Potentials.
  • Invoices: Invoices, Products, Users, Organization, Accounts, Contacts, and Potentials.

Special Instructions

  • In the Inventory Template, "Product Name" is a mandatory field. If you are not adding this field products will not be listed.
  • Ensure that tags for line items are present within <tbody id="lineItem"> and </tbody> tags.
  • Use the ${companyLogo} tag for embedding your Company Logo in a template.
  • In addition to Inventory modules, you can merge fields from Users, Organization, Accounts, Vendors, Contacts, and Potentials modules in the template.
  • A default template will be used in Print Preview, Export to PDF and Send Mail functions of Quotes, Orders, and Invoices.

Inventory Template Tags

While creating a template, you can use various tags from Users, Organization, Accounts, Contacts, Potentials, Vendors, Quotes, Sales Orders, Invoices, and Purchase Orders modules.

List of Standard Fields
Field Name Tag Description Data Type
First Name ${User.First Name} Specify the first name of the user. Text box
Last Name ${User.Last.Name} Specify the last name of the user. This field is a mandatory field. Text box
Email ${User.Email} Specify the official E-mail ID of the user. This is a mandatory field. URL
Phone ${User.Phone} Specify the official phone number of the user. Pick list
Mobile ${Mobile} Specify the mobile phone number of the user. Text box, integer value
Fax ${User.Fax} Specify the FAX number of the user. Text box
Street ${User.Street} Specify the primary address of the Zoho CRM user. Text box
City ${User.City} Specify the name of the city where the user lives. Text box
State ${User.State} Specify the name of the state where the user lives. Text box
Zip ${User.Zip Code} Specify the postal code of the user's address. Text box, integer value
Country ${User.Country} Specify the name of the user's country. Text box
List of Organization-Related Tags
Field Name Tag Description Data Type
Name ${Organization.Organization Name} Specify your company name. Text box
Phone ${Organization.Phone} Specify the official phone number of your company. Text box
Mobile ${Organization.Mobile} Specify the mobile number of your company. Text box
Fax ${Organization.Fax} Specify the FAX number of your company. Text box
Website URL ${Organization.Website} Specify your company Website URL. URL
Street ${Organization.Street} Specify the primary address of your company. Text box
City ${Organization.City} Specify the city in which your company is located. Text box
State ${Organization.State} Specify the state in which your company is located. Text box
Postal Code ${Organization.Zip Code} Specify the postal code of your company address. Text box
Country ${Organization.Country} Specify the name of the country in which your company headquarters is located. Text box
Company Logo ${companyLogo} Upload your company logo, which can be used as header in your quotes, orders, and invoices similar to letterhead. Maximum allowed size 188 x 80 px. Browse Image
Description ${Organization.Organization Description} Specify your company information. Text Area

Customize Inventory Template

To customize an inventory template

  1. Click Setup > Templates > Inventory Templates.
  2. In the Inventory Templates home page, click New Template.
  3. In the Select Template Module page, select the module from the Record Type drop-down list.
  4. In the New Templatepage, do the following:
    • Specify the Name of the Inventory template.
    • Select Folder from the drop-down list.
    • Select Set as Default check box, if required.

    • Create the Template by incorporating the fields from modules. In the Template Bodyfield, specify the following:
      • Select the type of field from the Field Type pick list. You can select fields related to the module.
      • Select the required fields from the Available Merge fields drop-down list.
      • Copy the fields (for example, ${Quotes.Account Name}) from the Select Field drop-down list. Copy the field value displayed in Copy Merge Field value text box and paste in Template Body text area.

        Note:

        • You can create a template with less than 32000 characters. If the template contains more than 32000 characters, extra characters will be truncated.
  5. Click Save.

Delete Templates

Occasionally, you may need to remove some of the unnecessary inventory templates from the Zoho CRM system for a better user experience. You may consider removing inventory templates that are not useful for future reference.

To delete an inventory template

  1. Click Setup > Templates > Inventory Templates.
  2. In the Inventory Templates page, delete the required template by clicking the Del link.

Manage Template Folders

You can store all of the inventory templates in easy to access folders, which can be shared with other users.

To create an inventory template folder

  1. Click Setup > Templates > Inventory Templates.
  2. In the Inventory Templates page, click New Template Folder.
  3. In the Folder Detailsdo the following:
    • Enter the Folder Name.
    • Specify additional information about folder in the Description text box.
    • Under Accessibility Details select one of the following options:
      • All Users are allowed to view this Template Folder: Select if you would like to enable the folder access for all the users.
      • Show this Template Folder only to me: Select if you would like to enable the folder access only to you.
      • Allow the following users to view this Template Folder: Select the users or user roles that can access the folder.
  4. Click Save.

Recognize Unsupported Merge Fields

Unsupported fields are those fields that no longer exist in Zoho CRM for various reasons. If you try to create an inventory template with the merge field values of such unsupported fields, a popup prompts you to Remove Unsupported Merge Fields before you can save the template.

The list of unsupported merge fields are displayed in the popup window. If Zoho CRM is unable to identify the exact merge field that is no longer supported, that field will simply be displayed as ${Unsupported_Field}.

Following are specific instances when merge fields get unsupported in Zoho CRM.

Custom field deleted

If your inventory template continues to have the merge field value of a deleted field, it will be listed as an unsupported merge field.

Custom fields of a look-up module deleted

If your inventory template has a merge field inserted from a [Module] lookup and then the field gets deleted, it will be listed as an unsupported merge field.

That is, assume you have a Lead-lookup in the Potentials module. An inventory template you have created for the Potentials module includes a merge field value from the Leads module, populated via the look-up. Now if you delete that field from Leads, then it will be listed as an unsupported merge field.

Field not related to the selected module

If you have used a merge field that is not related to the module for which you are creating the template, then it will be listed as an unsupported merge field.

For example, if you insert the merge field value ${Leads.Lead Id} in an inventory template for the Potentials module, it will be listed as an unsupported merge field.

Integrations/Features disabled

When a feature or integration has been disabled for your account, the fields that were created as part of the integration will also not be available for the account post the deactivation. If a merge field value of such a field has been inserted in your inventory template, it will be listed as an unsupported merge field. This is applicable to the following features/integrations.

  • Google AdWords Integration - Google AdWords fields that are no longer available due to deactivation will not be supported in the template.
  • Visitor Tracking (Zoho SalesIQ Integration): Visitor Tracking fields that are no longer available due to deactivation will not be supported in the template.

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