Merchants

Merchants are the vendors or sellers from whom your employees buy goods and services. In Travel and Expense, merchants and vendors serve different purposes.

A merchant is the business or individual from whom an expense was made, such as a restaurant, hotel, fuel station, or online store. You may or may not purchase from the same merchant again, it can be a one-time or occasional transaction. A vendor is generally a supplier from whom your organization purchases goods or services on a regular or ongoing basis.

When your employees incur expenses from these merchants, you can record their details in Zoho ERP.

Add New Merchant

Here’s how you can add a new merchant:

• Click Settings in the top right corner of the page.
• Navigate to Merchants under Travel and Expense.
• Click + New Merchant.
• Enter the Merchant Name.
• Enter the Merchant Code.
• Click Save.

Add Merchant While Recording an Expense

Here’s how you can add the merchant while recording an expense:

• Go to Travel and Expense on the left sidebar.
• Select Expenses.
• Click + New Expense in the top right corner.
• Select the Merchant from the dropdown. If your expenses are autoscanned, the Merchant detail will be auto-populated from the expense you have uploaded.

Import Merchants

Here’s how you can import merchants:

• Click Settings in the top right corner of the page.
• Navigate to Merchants under Travel and Expense.
• Click the More icon at the top right corner.
• Select Import Merchants.
• Click Choose File and select the file you want to import. Or, drag and drop the file that you want to import.

• Select the Character Encoding and File Delimiter.
• Click Next.
• Check the mapping of the fields and click Next. If you want to save the existing mapping for future imports, mark Save these selections for use during future imports.
• Click Next.
• The data in the unmapped fields will not be imported into Zoho ERP. If you want to map those fields, click Previous and map the unmapped fields.
• Once you have mapped all the relevant fields, click Import.

Export Merchants

If you would like to send your merchant details to your accounting software or any other application, you can export them.

Here’s how you can export merchants:

• Click Settings in the top right corner of the page.
• Navigate to Merchants under Travel and Expense.
• Click the More icon at the top right corner.
• Select Export Merchants.
• Choose the Export File Format. You can choose from CSV, XLS, and XLSV.
• Enter the File Protection Password if you want to protect the export file.
• Click Export.

Merge Merchants

You can merge two merchants into a single record if you find duplicates in your merchant list.

Here’s how:

• Click Settings in the top right corner of the page.
• Navigate to Merchants under Travel and Expense.
• Select the two merchants that you want to merge.
• Click Merge at the top.
• Select the Master Merchant in the pop-up and click Continue. The selected merchants will be merged into one. Upon merging, all the transactions will be transferred to the master merchant and other merchants will be deleted.
• Click Continue.

Edit Merchants

If you want to update the details of a merchant, you can edit it.

Here’s how you can edit a merchant:

• Click Settings in the top right corner of the page.
• Navigate to Merchants under Travel and Expense.
• Hover over the merchant you want to edit and click the More icon.
• Select Edit.
• Make the necessary changes and click Save.

Delete Merchants

If you want to remove a merchant from your Zoho ERP organization permanently, you can delete it.

Here’s how you can delete merchants:

• Click Settings in the top right corner of the page.
• Navigate to Merchants under Travel and Expense.
• Hover over the merchant you want to delete and click the More icon.
• Select Delete.
• In the pop-up, click Delete again.