Customers and Vendors - Operations

View Recent Activities

You can view all the recent activities you have performed with your customers and vendors in Zoho ERP. Here’s how:

• Go to Sales on the left sidebar.
• Select Customers in the module bar.
• Select the customer for whom you want to view the recent activities.

You can view the recent activities as a timeline at the bottom of the customer’s Details page. Similarly, you can also view your vendor’s recent activities.

Multiple Addresses For Customers and Vendors

By default, each customer and vendor in Zoho ERP has one billing and shipping address. However, you can add more. To do this:

• Go to Sales on the left sidebar and select Customers in the module bar.
• Select a customer to add their address.
• In the customer’s Details page, under Address, click Add additional address.
• In the Additional Address pop-up, fill in the required details and click Save.

The address will be added. Similarly, you can also add addresses for your vendors.

Manage Additional GSTINs

If your business is eligible for multiple GSTINs, you can associate a GSTIN with your customer or vendor and track taxes. To do this:

• Go to Sales on the left sidebar and select Customers in the module bar.
• Select a customer to add their address.
• In the customer’s Details page, under Address, click Add additional address.
• In the Additional Address pop-up, fill in the required details and click Save.

The GSTIN details will be added to the respective customer. Similarly, you can add this to a vendor in Zoho ERP.

Add Comments

You can add comments for your customers and vendors for internal use. Here’s how:

• Go to Sales on the left sidebar.
• Select Customers in the module bar.
• Select the customer to add comments.
• Navigate to the Comments tab in the customer’s Details page.
• Enter the required comment and click Add Comment.

The comment will be added. You can view all the comments you added in the All Comments section. Similarly, you can also add comments for your vendors.

View Associated Transactions

You can view the list of transactions associated with your customers and vendors. Here’s how:

• Go to Sales on the left sidebar.
• Select Customers in the module bar.
• Select the customer to view associated transactions.
• Navigate to the Transactions tab in the customer’s Details page.

The list of transactions will be displayed. Similarly, you can also view the list of transactions associated with your vendors.

Customer and Vendor Emails

Emails that you send your customers or vendors will consist of a specific template. To view or edit this template:

• Go to Settings.
• Under Organization Settings, select Email Notifications under Customization.
• In the Templates pane, select the type of email notification you want to view or edit (for example, an invoice template).
• Click Show Mail Content.
• Make the necessary changes and click Save.

To view the mail activities between you and your vendor:

• Go to Sales on the left sidebar.
• Select Customers in the module bar.
• Select the customer to view emails.
• Navigate to the Mails tab in the customer’s Details page.

The emails will be displayed. Similarly, you can also view the emails between you and your vendor.

View Customer and Vendor Statements

You can view the statements of your customers and vendors based on all the transactions that are recorded in Zoho ERP. Here’s how:

• Go to Sales on the left sidebar.
• Select Customers in the module bar.
• Select the customer to view statements.
• Navigate to the Statement tab in the customer’s Details page.
• Select the date range in the first dropdown for which the statement is to be generated. Note that you can generate statements based on locations.

The statement will be generated for the respective customer. Similarly, you can also view the vendor statements.

Edit Customers and Vendors

To update the details of a customer or vendor in Zoho ERP:

• Go to Sales on the left sidebar and select Customers in the module bar.
  • Or, go to Purchases on the left sidebar and select Vendors in the module bar.
• Select the customer or vendor you want to edit.
• In the details page, click Edit in the top right corner.
• In the next page, make the required changes.
• Click Save.

The customer or vendor will be updated.

Attach Files to Customers and Vendors

You can attach files to your customer or vendor. Here’s how:

• Go to Sales on the left sidebar.
• Select Customers in the module bar.
• Select the customer to attach files.
• Click the Attach icon in the top right corner of the page.
• Click Upload your Files and select the required file to be attached. Note that you can attach a maximum of ten files, with 10 MB each.

The files will be attached for the respective customer. Similarly, you can also attach files for vendors.

Filter Customers and Vendors

You can filter customers and vendors in Zoho ERP based on their type. To do this:

• Go to Sales on the left sidebar and select Customers in the module bar.
• Click the All Customers dropdown at the top of the page, and select the required filter.

The customers will be filtered. Similarly, you can also filter vendors.

Custom Filters

If you’re looking for filters that are not present in your Zoho ERP organisation, you can create one to meet your business requirements. For example, if you want to filter customers based on their company name, you can create it as a new filter. To do this:

• Go to Sales on the left sidebar and select Customers in the module bar.
• Click the All Customers dropdown at the top of the page, and select + New Custom View.
• In the New Custom View page, fill in the required details and click Save.

The custom view will be created, and the customers will be filtered based on the selected filter. Similarly, you can also create custom views to filter vendors.

Stop All Reminders

If you’ve configured reminders for your customers and vendors, you can disable them. Here’s how:

• Go to Sales on the left sidebar.
• Select Customers in the module bar.
• Select the customer to stop their reminders.
• Click More in the top right corner of the details page and select Stop All Reminders.

The reminders will be disabled. To continue setting up reminders, select Enable All Reminders from the dropdown.

Similarly, you can also stop reminders for your vendors.

Clone Customers and Vendors

If you want to create a customer whose details are similar to the existing one, you can clone the existing customer. Here’s how:

• Go to Sales on the left sidebar.
• Select Customers in the module bar.
• Select the customer you want to clone.
• Click More in the top right corner of the details page and select Clone.
• In the New Customer page, fill in the required details.
• Click Save.

The customer will be cloned. Similarly, you can also clone vendors.

Bulk Actions

You can perform bulk actions to update multiple customers and vendors at once. Here’s how:

• Go to Sales on the left sidebar.
• Select Customers in the module bar.
• Select the customers you want to update, and select the required action at the top of the list page.

The selected action will be performed. Similarly, you can also update multiple vendors at once.

Mark Customers and Vendors as Inactive

To mark a customer as inactive:

• Go to Sales on the left sidebar.
• Select Customers in the module bar.
• Select the customer you want to mark as Inactive.
• Click More in the top right corner of the details page and select Mark as Inactive.

The respective customer will be marked as Inactive. To make the customer active again, click Mark as Active from the dropdown.

Similarly, you can also mark vendors as inactive in Zoho ERP.

Delete Customers and Vendors

If you no longer want to perform any transactions with a customer or vendor, you can delete them. However, ensure that you delete all the transactions associated with them before you delete a customer or a vendor.

To delete:

• Go to Sales on the left sidebar.
• Select Customers in the module bar.
• Select the customer you want to delete.
• Click More in the top right corner of the details page and select Delete.
• In the confirmation pop-up, click Delete again.

Similarly, you can also delete vendors.

Export Customers and Vendors

You can export all the customers and vendors, along with their contact persons. Here’s how:

• Go to Sales on the left sidebar.
• Select Customers in the module bar.
• Click the More icon in the top right corner, hover over Export, and select Export Customers.
• In the pop-up that appears, fill in the following fields:
  • Select the module to export i.e., Customers.
  • Choose if you want to export the Customers, Customer’s Contact Persons, or Customer’s Addresses.
  • Choose if you want to export All Customers or export customers only from a Specific Period.
  • Select the export file format under Export As.
  • To export any Personally Identifiable Information (PII), check the box Include Sensitive Personally Identifiable Information (PII) while exporting.
  • Enter a Password if you want to protect your file.
  • Click Export.

The customers will be exported in the preferred file format. Similarly, you can also export vendors.

Export Current View

To export the current view of customers:

• Go to Sales on the left sidebar.
• Select Customers in the module bar.
• Click the More icon in the top right corner, hover over Export, and select Export Current View.
• In the pop-up that appears, fill in the required details.
• Click Export.

The selected view of customers will be displayed. Similarly, you can also export a specific view of vendors.