Basic Functions in Documents

Here are the basic functions that can be performed in the Documents module.

Autoscan Documents

Autoscan is a process in which every document that has been emailed or uploaded goes through an automatic data-capturing process. The documents in Zoho ERP will be scanned accurately, and the line item details will be extracted quickly. The Autoscan feature is available by default to all Zoho ERP users across all plans. Once the free scans are used, you will need to purchase the Document Autoscan Add-on to continue autoscanning documents.

As the documents get autoscanned, you will be able to observe the following status of the documents:

Upload Documents

To upload files such as images, PDFs, or spreadsheets to the Documents module:

• Select the Documents icon on the widgets pane.
• Click Upload File or the dropdown next to it, and select the appropriate option.

View Uploaded Documents

In the Documents module, you can view all the documents you have uploaded, including those that have not yet been associated with a transaction such as an expense or a bill, in the All Documents section.Here’s how:

• Select the Documents icon on the widgets pane.
• Navigate to All Documents in the left pane. This section contains all documents that have been uploaded or emailed by your contacts. After the documents are uploaded, they will be autoscanned and the data captured from them will be auto-populated when creating new transactions.

In the Files section, you can find the documents in the Inbox that are yet to be attached to a transaction. Once the documents are scanned, they will appear in this section based on their time of arrival. This section serves as a reminder to associate the documents to their respective transactions.

In the Bank Statements section, you can auto forward your bank statements and associate them to your bank account in Zoho ERP.

Configure Unique Email Address for Document Forwarding

Zoho ERP’s Documents module generates a unique email address for your organisation, allowing your customers, vendors, and accountants to email documents directly to your Documents Inbox. You can also forward the receipts or bills you receive from your vendors to this email address.

To configure the unique email address:

• Select the Documents icon on the widgets pane.
• Navigate to Files under Inboxes.
• Click Configure at the top of the page.
• In the Email receipts, bills, and documents pop-up select Enable Now.
• You can either use the system-generated email address or enter a customized email address in the text box under Confirm your document forwarding address.
• Click Save.

Once you’ve configured the unique email address for your organisation, you or your contacts can email files to that address, and they will be delivered to your Inbox.

Auto-Forward Bank Statements

Downloading bank statements from your email and importing them into Zoho ERP each time can be time-consuming. Instead of importing statements individually, Zoho ERP allows you to automatically forward bank statements from your email. The forwarded emails will then appear under Bank Statements in the Documents section of Zoho ERP.

Enable Auto-Forwarding in Zoho ERP

Your bank statements will be automatically forwarded from your email service provider once you enable auto-forward bank statements.

To do this:

• Select the Documents icon on the widgets pane.
• Navigate to Bank Statements under Inboxes.
• Click Enable Now. Once you enable auto-forward bank statements, Zoho ERP will generate a unique email address. This email address can be used to forward your bank statements to Zoho ERP from your email service provider automatically.

You can also customize this email address to an extent by clicking the Edit option.

Configure Auto-Forwarding of Bank Statements from Your Email Provider

Once you enable auto-forward bank statements in Zoho ERP, you can set up auto-forwarding from your email service provider (such as Zoho Mail or Gmail) to send your bank statements to the unique email address generated by Zoho ERP. We have provided the steps for some email service providers. For other providers, you can follow a similar process or refer to their help documentation for more details.

Zoho Mail

To auto-forward bank statements from Zoho Mail:

• Log in to your Zoho Mail account.
• Go to Settings in the top right corner.
• Select Filters under the Mail pane.
• On the Filters page, navigate to the Incoming Emails Filter tab and select + New Filter.
• Enter the Filter name.
• Select the Condition type as All the conditions (AND).
• Configure Conditions to filter emails from your bank by selecting From in the first dropdown, contains in the second dropdown and enter the email address of your bank from which you receive the bank statements in the third dropdown.
• Click the Plus icon to add an additional condition.
• Select Has attachment in the first dropdown and select true in the second dropdown to filter emails that have an attachment.
• Select Forward email to under Actions and enter the unique email address generated by Zoho ERP.
• Click Save.

Now, the bank statements received in Zoho Mail will be auto-forwarded to the Bank Statements section in Zoho ERP.

Gmail

To auto-forward bank statements from Gmail:

• Log in to your Gmail account.
• Go to Settings and click See all settings.
• Navigate to the Forwarding and POP/IMAP tab and click Add a forwarding address.
• In the Add a forwarding address pop-up, enter the unique email address generated by Zoho ERP and click Next.
• Click Proceed in the new tab that opens.

Gmail will send a verification link to the Bank Statements section in Zoho ERP for confirmation. To complete the verification:

• Select the Documents icon on the widgets pane.
• Navigate to Bank Statements.
• Open the PDF document sent from Gmail and click the verification link.
• Click Confirm in the following page.

To create a filter for bank statements in Gmail:

• Log in to your Gmail account.
• Go to Settings and click See all settings.
• Navigate to the Filters and Blocked Addresses tab.
• Click Create a new filter.
• In the pop-up that appears:
  • Enter your bank’s email address from which you receive bank statements in the From field.
  • Enter the email address where you receive your bank statements in the To field.
  • Enter the Subject for the filter you are creating.
  • Specify the Size of the attachment.
  • Check the Has attachment option to filter only emails with attachment.
  • Click Create filter.
  • Mark the Forward it to option and select the forwarding address from the dropdown and click Create filter again to finish setup.

Now, the bank statements received in Gmail will be auto-forwarded to the Bank Statements section in Zoho ERP.

Outlook

To auto-forward bank statements from Outlook:

• Log in to your Outlook account.
• Go to Settings.
• Navigate to the Rules tab under the Mail section.
• Click + Add new rule.
• Enter the rule name in the Name your rule section.
• In the Select a condition section, choose From and enter the email address of your bank from which you receive the bank statements.
• Click Add another condition and select Has attachment.
• Select Forward to under Add an action section and enter the unique email address generated by Zoho ERP.
• Click Save.

Now, the bank statements received in Outlook will be auto-forwarded to the Bank Statements section in Zoho ERP. You can also set up auto-forwarding of bank statements for other email services such as Yahoo Mail, iCloud Mail, and AOL Mail.

Associate Bank Statements with a Bank Account in Zoho ERP

Once your bank statements have been forwarded or uploaded to the Bank Statements section, you can associate them with your bank account.

To do this:

• Select the Documents icon on the widgets pane.
• Navigate to Bank Statements under Inboxes.
• Hover over the bank statement and click Add to Bank.
• In the Import Statements page:
  • Select an account for import.
  • Select the Bank Name with which you would like to associate the bank statement.
  • Check the I agree to the Terms and conditions option.
  • If the bank statement is password protected, Check the This file is password protected option and enter the Password.
  • Click Import.

Once the import is completed, your bank statement will be associated with the selected bank account.