CRM Help

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). The drag and drop functionality makes it easier to create and edit Inventory Templates based on your needs. You can create Inventory templates for sending customized quotes, sales orders, invoices, and purchase orders to customers and your suppliers. Inventory templates in Zoho CRM can be created easily using the following ways.

To create a template

  1. Click Settings > Setup > Customization > Templates > Inventory.
  2. Click + New Template.
  3. Select the module from the drop-down list for which you want to create an inventory template.
  4. Enter the Name of the template.
  5. Create the Template by incorporating the fields from modules. In the Template Body, 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. When sent, the merge fields are automatically replaced with relevant data so that the template is personalized for each and every reciepient.
    • 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.
  6. Click Save.

Inserting HTML

  1. In Zoho CRM, click Settings > Setup > Customization > Templates > Inventory Template.
  2. In the Template click on the Insert HTML code / Plain text link.
  3. Click on the HTML icon, paste your HTML code and click Insert.
  4. Click Save.

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

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.
  • You can create a template with a maximum of 100,000 characters.

Organize Inventory Template

Preview Inventory Templates

You can preview the template by clicking on the template from the list of templates. You can view the preview of the template on the list page itself making it easier to view one template after another if needed.

Delete and move templates

At times you may want to delete templates that are not much in use, junk templates and templates that do not perform well. You can delete a template by selecting it and clicking on the Delete button.

You can move a template from one folder to another. This will be helpful in instances where you have to share a few templates with someone form your organization. You can move the needed templates into a folder and share them. You can move a template by selecting it and clicking on the Move to Folder button and choosing the appropriate folder form the drop-down list. You can also create a new folder and move the template to it if you want.

Sort and Search Inventory Templates

Sorting makes it easier for you to access the templates that you need by bringing them to the top of the list. For example, you can sort the templates in such a way that the most used templates appear at the top of the list. In Zoho CRM you can sort templates as well as search for them.

  • You have two options for sorting templates based on time.
    To sort it based on the last use time, click on the Last Used column. With the help of the Last Used column you can get to know which templates are used the most.
    To sort the template based on the modified time click on the Modified Time column.

You can also search and filter templates based on your needs.

  • You can search for a template by its name with the help of the search bar provided.
  • Choose the module from the drop-down list to display the templates related to that particular module.

Clone Inventory Templates

At times, there might be a slight change that has to be made to the content of an existing template before send them to another customer. Rather than having to go through the trouble of creating a whole new template, you can clone the old template, make the necessary changes and save it. To clone a template, click on a template and click the clone button that appears on the preview section of the template.

Marking Favorites

You may have templates that you frequently use and want them to appear at the top of the list at places where you select templates before sending them. For this purpose you have the option of setting templates as favorite by clicking on the star that appears before the template name.

Working With Template Folders

With template folders you can group similar templates together. When you have a large number of templates, searching for them can become exhausting. By grouping similar templates together, you can easily access all the similar templates in a single place.

Create a New Folder

By creating a new folder, you can categorize the templates by adding similar templates to the folder. You can create a folder only when you want to save a template or move templatesfrom one folder to another.

  1. Create a new template.
  2. Click on Save.
  3. While saving the template, you will be asked to save it to a folder. To create a folder, click on + New Folder.
  4. Enter the name of the new folder and choose with whom the folder should be shared.
    You can choose to share it with all users, specific users or just yourself.
  5. A new folder will be created and the template will get added to it automatically.
Note
  • If you want to create a folder when moving templates, click on the + New Folder after creating the template and enter the folder details and click Create.
  • You have default folders in Inventory Templates like All Templates, Favorites, Created by me and Shared with me.
    These folders cannot be deleted or Customized.

Share Template Folders

You can share template folders with other users when needed. When you want to share only specific templates, you can add them to a folder and share them. This might be helpful in cases where the user does not have permission to create templates, but has to send them to customers.

  1. Click on the more options that appear when you hover the mouse over the template folder.
  2. Click on Share.
  3. In the Share Folders section, choose if you want to share the folder with All Users, Only to me or specify the users you want to share with.
    In case you chose to select specific users, you can select the source type from the drop-down list and select the users.
  4. Click Done.

Reorder Folders

You would prefer to have the important folders at the top of the list. In order to do that, you need to reorder the folders by clicking on Folders Reorder button. After reordering click Done.

Using inventory templates

The inventory templates can be used in the following three instances:

  • Print preview
  • Export to PDF
  • Send mail

Merge Fields

Merge fields are used in places where the value for that particular text keeps changing. For example, you want to add the organization name in the inventory template. In such cases, the merge field retrieves data based on the value of the merge field. Here is a list of standard merge fields.

To add a merge field, all you have to do is select the appropriate vales from the drop-down list and copy them where ever needed in the template.

Note
  • Company logo is provided as a merge tag so that it can be easily inserted where ever needed.
  • Signature is now provided as a merge field. So the signature of the user can be added where needed, rather than having to configure it at the end of the template.

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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