Basic Functions

Associate Templates to Customers and Vendors

In Zoho ERP, you can personalise PDFs to a specific customer or vendor and associate templates with them as well. Here’s how:

• Go to Sales on the left sidebar.
• Select Customers in the module bar.
• Select the customer you want to configure templates for.
• In the Details page, click More at the top right corner of the page, and select Associate Templates from the dropdown.
• In the pop-up that appears, select the dropdown next to the module whose template you want to change and select the new template from the dropdown.
• Click Save.

Now, every time you create a transaction for this customer, the corresponding template that you’ve assigned will be used. Similarly, you can also configure templates for your vendors.

Configure Customer and Vendor Portals

You can provide the portal access for your customers and vendors, so that they can view and manage their transactions. Here’s how:

• Go to Sales on the left sidebar.
• Select Customers in the module bar.
• Select the customer you want to configure portal access for.
• Click the More icon in the top right corner of the page and select Configure Customer Portal.
• In the pop-up that appears, check the required customer and contact persons.
• Click Save.

The portal access will be configured for the required customers and contact persons. Similarly, you can also configure portal access for your vendors.

Link Customers and Vendors

Some businesses have customers, who are also their vendors. For example, Company A provides accounting services to Company B, which deals with food services. Company A, in turn purchases food services from Company B. In this case, we can see how a contact is both a customer and a vendor.

In such cases, you can link that customer and vendor. Here’s how:

• Go to Sales on the left sidebar and select Customers in the module bar.
• Select the customer you want to link with a vendor. Ensure that both the customer and the vendor have the same name.
• Click More in the top right corner of the customer’s Details page, and select Link to Vendor.
• In the pop-up that appears, select the required vendor and click Link.

The customer and vendor will be linked. Similarly, you can navigate to the Vendors module, and link a vendor with a customer.

Record Consolidated Amount

If you’re creating an invoice and a bill for a contact, who is a customer as well as a vendor, you might want to record the payment as a consolidated amount for the difference amount.

To record a consolidated amount:

• Go to Accounting on the left sidebar.
• Select Banking in the module bar.
• Select the bank account you had chosen to record payments for the invoice and the bill.
• Navigate to the Uncategorized Transactions tab.

 Select the bank statement which corresponds to the difference amount that you have to receive from your customer.

• Click the Filter icon and select the Date Range for which you have to filter out the transactions.
• Check the box Include Withdrawals, and click Search.

 Select the customer payment (for the invoice) and the vendor payments (for the bill) that is to be matched.

• If there are any pending transactions at the bottom of the page, click + New Transaction near the pending amount and record the adjustment under an account.

Add Adjustment

To add an adjustment to the pending amount:

• Click + Create New Transaction near the pending amount.
• In the Create New Transaction pop-up, fill in the following fields:
  • Choose the type of transaction for which you want to apply the adjustment in the Apply To field.
  • Select an Account to track this adjustment.
  • Enter the required Amount.
  • Click Save.

The adjustment amount will be recorded.

Unmatch Transactions

You can unmatch the transaction statements you’ve matched in Zoho ERP. Here’s how:

• Go to Accounting on the left sidebar.
• Select Banking in the module bar.
• Select the bank account you used to match the transactions.
• Click the All Transactions tab and select Matched from the dropdown.
• Select the transaction statements you want to unmatch and click Unmatch in the right pane.
• In the pop-up that appears, click Yes, Unmatch.

Alternatively, you can also multi-select the transaction statements and click Unmatch at the top of the page.

Merge Customers or Vendors

Sometimes, you would want to merge customers or vendors when you have multiple customers or vendors with the same name. To merge customers or vendors:

• Go to Sales on the left sidebar.
• Select Customers in the module bar.
• Select the customer you want to merge.
• Click the More icon in the top right corner of the customer’s Details page and select Merge Customers from the dropdown.
• In the pop-up that appears, select the Master Customer from the dropdown and click Continue.
• In the confirmation pop-up, click Confirm.

The customers will be merged. Similarly, you can also merge vendors in Zoho ERP.