Activity Reports

The Activity Reports section in Zoho ERP includes a set of reports that help you track actions performed across various areas of your organisation. These reports provide clear visibility into operational, customer and system-level activities within your organisation.

System Mails

The System Mails report shows a record of all system-generated emails sent from your Zoho ERP organisation. These include emails sent to customers or contacts for invoices, quotes, retainer invoices, payment acknowledgements, and reminders.

Here’s how you can view the System Mails report:

• Go to Reports on the left sidebar.
• Select Activity under Report Category and select System Mails.

Now, let us take a look at the different sections that this report contains:

Activity Logs & Audit Trail

Activity Logs

The Activity Log is a detailed record of all actions performed within your organization during a specific period. It captures the date and time of the action; the action performed, such as creating an invoice or updating a bill; the module in which the action occurred like Invoices and who performed the action, providing a complete audit trail of organizational activity.

Activity logs in Zoho ERP lets you monitor all performed actions and review them to detect potential fraud in your organisation. They also track user activities, changes to records, and timestamps for comprehensive oversight.

Here’s how you can view the Activity Log report:

• Go to Reports on the left sidebar.
• Select Activity under Report Category and click Activity Logs & Audit Trail.
• Click the Date Range filter and select a period of your choice.
• Click Run Report.

Now, let us take a look at the different sections that this report contains:

View History of Changes with Audit Trail

Audit Trail in Zoho ERP lets you view and track the history of changes made to any transaction. You will able to compare the versions to view exactly by whom and when a change was made.

You can access this feature in the activity logs. To do this:

• Go to Reports on the left sidebar.
• Select Activity under Report Category and click Activity Logs & Audit Trail.
• Click View Audit Trail on the right side of the activity that you’d like to check.

This will fetch the current version of the transaction along with a list of all the previous versions on the right.

To find out what has changed between two versions of a transaction, you can choose to compare them. This can be done with ease:

• Click Compare in the top right corner.
• Select any two versions of the transaction that you’d like to compare.
• Click Compare.

The two versions are listed side by side. You will be able to view the differences in the values highlighted in three different colours.

• Yellow - Data has been edited/modified.
• Pink - Data has been removed/deleted.
• Green - Data has been added newly.

Exception Report

When certain actions that deviate from the standard workflow such as editing a sent invoice or voiding an invoice are performed, Zoho ERP will prompt you to provide an exemption reason. The Exception Report is where we can find a detailed record of who performed the action that deviates from the standard workflow, when it was done, what was done, which transaction was affected, and the reason given.

Here’s how you can view the Exception Report:

• Go to Reports on the left sidebar.
• Select Activity under Report Category and click Exception Report.

Now, let us take a look at the different sections that this report contains:

Portal Activities

The Portal Activities report in Zoho ERP provides a record of all Customer Portal related actions, ranging from customer logins to portal updates. This report helps you track activities performed by customers in their respective portals, such as viewing a quote, commenting on a sales order, or updating their details in the Customer Portal.

Here’s how you can view the Portal Activities report:

• Go to Reports on the left sidebar.
• Select Activity under Report Category and click Portal Activities.

Now, let us take a look at the different sections that this report contains:

Customer Reviews

The Customer Reviews report in Zoho ERP gives an overview of the ratings submitted by customers through the Customer Portal. It displays the count of 5 star, 4 star, and below 4 star reviews; the average rating for a selected period and the names of customers who provided feedback.

It helps you understand how customers perceive your products and services. You can identify trends in customer satisfaction, reach out to customers who gave lower ratings to understand their concerns, and take corrective actions to improve your performance and overall ratings.

Here’s how you can view the Customer Reviews report:

• Go to Reports on the left sidebar.
• Select Activity under Report Category and click Customer Reviews.

Now, let us take a look at the different sections that this report contains:

API Usage

The API Usage report provides detailed insights into which users made API calls, the IP addresses from which those calls originated, and the total number of calls made by each user. It also shows the total API call limit, the number of calls used, and the remaining available calls, helping admins monitor usage, identify unusual activity, and manage integrations securely and efficiently.

Here’s how you can view the API Usage report:

• Go to Reports on the left sidebar.
• Select Activity under Report Category and click API Usage.

Now, let us take a look at the different sections that this report contains:

If you want detailed insights into the API usage across modules, applications, users and IP addresses you can visit the API Usage Dashboard in Settings.

Pending Inventory Valuations

The Pending Inventory Valuations report in Zoho ERP displays transaction details of bills, invoices, or credit notes whose impact on inventory value has not yet been fully calculated by the system.

Whenever a transaction involving an inventory-enabled item is created, modified, or deleted, Zoho ERP runs the inventory valuation process in the background to keep inventory quantities and values accurate. Until this process is complete, inventory values may be temporarily inaccurate. To check whether inventory valuations are still in progress, you can use the Pending Inventory Valuations report. If the Valuation Status is shown as Scheduled, it means the process is still running and you need to wait for it to complete. Once the process is finished, the status will change to Completed.

Here’s how you can view the Pending Inventory Valuations report:

• Go to Reports on the left sidebar.
• Select Activity under Report Category and click Pending Inventory Valuations.

Now, let us take a look at the different sections that this report contains: