General

This section lets you configure your Zoho ERP organization based on your business requirements, and also the settings for various modules that include sales, purchases, projects, and more.

To configure the general preferences for your organisation:

Go to Settings.
Under Organization Settings section, select General under Setup & Configurations.
In the General page, configure the following preferences:

PAN Validation For Customers and Vendors

Enable this option to validate your customers’ and vendors’ PAN (Permanent Account Number) details using Signzy, a trusted third-party validation partner. Whenever you add a customer or vendor to Zoho ERP, you can click Validate PAN to check if the customer’s or vendor’s PAN details are accurate.

First Day Of Your Work Week

By default, Zoho ERP sets Sunday as the first day of the work week. You can change it based on your preference. When you update this, Zoho ERP adjusts the calendar view across the application. This helps you select dates accurately when you create transactions. For example, if you choose the first day as Monday, the calendar will start from Monday when you choose dates for invoices.

PDF Attachments

Choose one of the following preferences:

Attach PDF file with the link while emailing the invoice or quote?: Choose this option if you want to include the PDF of the corresponding transaction when sending it to a customer.
I would like to encrypt the PDF files that I send: Choose this option if you want to encrypt the transaction PDFs when sent to a customer. This way, the PDF cannot be edited, or cannot be converted into another format.

Discounts

You can apply discounts at different levels for your sales transactions, either at the line-item level, or at the transaction-level. Based on how you provide discounts to your customers, choose one of the following preferences:

I don’t give discounts: Choose this option if you don’t provide any discounts to your customers.
At Line Item Level: Choose this if you provide discount for each line item included in a transaction. Then, choose a preference on how the discount must be applied:
- Discount Exclusive of Tax: Select this option to apply discount on the line item, excluding the tax applied on it. For example, if the item costs ₹100 and tax applied is ₹10, a 2% will be applied as discount. So, the price of the item is ₹100 - ₹2 = ₹98 + ₹10 = ₹108.
- Discount Inclusive of Tax: Select this option to apply discount on the line item, including the tax applied on it. For example, if the item costs ₹100 and tax applied is ₹10, a 2% will be applied as discount. So, the price of the item is ₹100 + ₹10 = ₹110 - ₹2.2 = ₹107.8.
At Transaction Level: Select this if you provide discount for the entire transaction. Then, choose your preference on how the discount must be applied:
- Discount Before Tax: Choose this if you want to apply discount to the total amount before the tax is added. For example, if the transaction costs ₹500, and a 5% of discount is applied before ₹15 is added as a tax, then, the total amount for the transaction is ₹500 - 5% = ₹475 + ₹15 = ₹490.
- Discount After Tax: Choose this to apply discount to a transaction after the tax amount is added to its total. For example, if the transaction’s total amount is ₹500, and a tax of ₹15 is applied to it, the total amount becomes ₹515. Now, when you apply a 5% discount to the transaction, the total becomes ₹515 - 5% = ₹489.25.
At Line Item Level and at Transaction Level: Select this to apply discounts to both individual line items and the entire transaction. Note that the discounts will be applied to the line items and the transaction before tax is calculated.

Additional Charges

The Additional Charges lets you add extra amounts to your transactions art from the cost of line items and calculated taxes. You can use them to apply shipping charges or adjustment amounts, such as handling fees or rounding off differences, directly to transactions. The available options include:

Adjustments
Shipping Charges

Taxes Included in Item Prices

Choose how you want to apply taxes to items in the transactions. The available options include:

Tax Inclusive: The tax amount is included in the line item’s price.
- You can choose to round off tax amounts at the At Line Item Level and At Transaction Level.
Tax Exclusive: The tax amount is added to the line item’s price.
- You can choose to round off tax amounts at the At Line Item Level and At Transaction Level.
Tax Inclusive or Tax Exclusive: The tax amount will be added to the line item’s price based on the following preferences:
- At Line Item Level: The tax amounts will be rounded off for each line item.
- At Transaction Level: The tax amounts will be rounded off for all the items at the transaction level.
- Default System Preference: If the items are tax inclusive, the tax amounts are rounded off at the line item level. If the items are tax exclusive, the tax amounts off at the transaction level.

Rounding Off in Sales Transactions

Choose how you want to round off the total amounts in your sales transactions. The available options are:

No Rounding
Round off the total to the nearest whole number
Round off the total to the nearest incremental value.
- If you choose this option, click Configure. In the pop-up that appears, choose the required Rounding Increment, and click Apply.

The selected preference will be applied to your sales transactions.

Sales Tax Rounding Off Increment

Zoho ERP lets you automatically round off tax amounts in your sales transactions. By default, the selected preference is set to No Rounding. To configure this:

Click Configure.
In the pop-up that appears, select the required Rounding Increment. The available options are: 0.005, 0.05, 0.5, and No Rounding.
Click Apply.

The selected preference will be applied to your transactions.

Salespersons

If your organisation has salespersons, you can associate them with sales transactions such as invoices and sales orders to clearly identify who handled the sale. This helps you track ownership of transactions and maintain your sales processes accountable.

To assign a salesperson in Zoho ERP, select the I want to add a field for the salesperson option. Once assigned, you can monitor their activity using reports like Sales By Sales Person, which displays transactions handled by each salesperson.

Billable Bills and Expenses

Choose a default account to track billable bills and expenses when you associate them with invoices. Once you set this account, Zoho ERP automatically uses it to track amounts whenever you invoice billable bills and expenses.

Note that this account applies only to non-inventory items. For inventory-tracked items, Zoho ERP always uses the item’s sales account, even if you set a default tracking account.

Set a Default Markup Percentage for your billable bills and expenses to recover the costs incurred on behalf of your customers and earn additional revenue. For example, if you incur an expense of ₹100, you can either invoice the same ₹100, or apply a markup and invoice ₹105 to your customer.

Weekly Summary Report

The Weekly Summary report provides a clear overview of all the transactions recorded during the week. To enable it, check the Send Weekly Summary report option. Once enabled, the report is sent to all the admins in your organisation.

Note that if you’ve integrated Zoho ERP with Slack, the report is sent to the selected Slack channel every week.

Document Copy Label

Choose how you want to label and print transaction PDF copies in Zoho ERP. You can print up to five copies and set a custom label for the number of copies you want to print. Set the Default print preferences from one to five copies, or select I will choose while printing to decide the number of copies each time you print.

Organisation Address Format

You can customise how your organisation’s address must appear on all the transaction PDFs. You can rearrange the existing placeholders, or add new ones using the Insert Placeholders dropdown to match your preferred address format.

Once you configure the required preferences, click Save at the bottom of the page.