Zoho Inventory

Help Docs

Preferences

The preferences section is where you can customize the modules in Zoho Inventory to match your business workflow.

To access this section, click the Settings icon in the top-right corner of the app and go to Preferences.

Image of accessing preferences

General Preferences

This section consists of generic functions provided in the modules which can be customized.

Discounts

General Preferences - Discounts

Tax On Item Prices

Under this section, you can choose the tax preferences for your items. The available preferences are Tax Inclusive, Tax Exclusive and Tax Inclusive or Tax Exclusive.

General Preferences - Taxes

Additional Charges

Select the additional charges you’ll like to add:

General Preferences - Additional Charges

Sales Persons

General Preferences - Sales persons

Transaction Approval

This option allows you to verify and approve the Sales and Purchase transactions that your employees create.

General Preferences - Transaction Approval

Mode of Stock Tracking

Zoho Inventory provides two methods based on which you can track your stock on hand. Choosing an option will help you control the method of documenting the incoming stock and the outgoing stock.

General Preferences - Stock Tracking Method

Rounding Off Sales Total

The total amount in your sales transaction is rounded off to the nearest whole number.

General Preferences - Round Off Total General Preferences - Round Off Total Examples

Address Format

Set the address format for your organization from the placeholders provided. To add more placeholders, click the Insert Placeholder dropdown menu and choose the field you’d like to add to the address format.

This address will be displayed in the PDF only.

General Preferences - Org Address Format

Branding

Preferences - Branding
Zoho Branding

Contacts

The following preferences can be configured for the Contacts module:

Duplicate Contact Names

The contact display name is generally unique for each contact in Zoho Inventory. However, you’ll be able to create contacts with the same display name upon enabling this option.

This is especially useful when your customer and vendor are one and the same.

Contact Preferences - Duplicate Contact

Customer Address Format

Under the Customer Address Format, you can insert placeholders(for additional data) and customize the format of your customer’s address on PDF templates.

You can also create custom fields for contacts and use them as a placeholder in the address.

Contact Preferences - Contact Address Format

Items

Set Measurement Units

Choose the measurement units with which you’d like to record the dimensions and weight of your items.

UOM preferences

Composite Items & Price Lists

Composite items and price list module preferences

Advanced Item Tracking

Zoho Inventory provides two advanced inventory tracking methods:

Serial Number Tracking
Batch tracking

Note: The advanced inventory tracking features will be available only for Zoho Inventory organizations subscribed to Standard plan or above.

Batch and Serial tracking preferences

Low Stock Settings

Low stock preferences

Additional Information

This section contains the fields related to the items module which you can choose whether to show or not show on your PDF templates.

Items Additional Info Preferences

Here, you can also configure the scope of sales and purchase prices for each role in your organization. To do so:

The Admin will have complete access to all the fields.

Configuring permission to access sales/purchase price

Note: To hide the sales or the purchase price for a role, you must first restrict their access to those modules completely. Learn how you can configure the permissions for a role here.


Sales Orders

Configure the sales order module to keep up with your sales volume.

Sales order preferences Sales order preferences Sales Order Preferences

Package

Here, you can create additional fields for the packages module using custom fields. This will be reflected across all the new packages.


Shipment

In the Shipment preferences, you can choose whether or not to send notifications to your customers for manual and carrier shipments.

Shipment Preferences

Invoices

You can configure the following preferences for your invoices module.

Edit Sent Invoices
Invoice Editing Preferences
Payments
Invoice payment Preferences
Invoice Order Number

Choose whether you want to display the Sales Order Number or the Sales Order Reference Number as your Invoice Order Number.

Invoice Preferences
Terms & Customer Notes

Here, you can enter your business’ terms and conditions and additional notes. This will be displayed in all the invoices. You can also modify the content at the time of creating the invoice.

Custom Fields

You can also create custom fields to record additional information on your invoices. This will be reflected across all future invoices.


Payments Received

Configure the Payments Received module to express your gratitude.

Here, you can create custom fields to record additional information on your payment receipt. This will be reflected across all your future payment receipts.

Pro Tip: You can autogenerate the payment receipt number using the Auto Generate Number custom field. You can have only one custom field of this type.


Purchase Orders

Closing a Purchase Order

You can choose the action following which you want your purchase order to be closed in Zoho Inventory.

Purchase Order Preferences
Field Description
When Receive is recorded Your purchase order cycle will end once you record the receives of all items specified in it.
When Bill is created Your purchase order cycle will end when you associate a bill with it.
When Receives and Bills are recorded Your purchase order cycle will end when you record receives and associate bill(s) with it.
Terms & Conditions:

Enter the terms and conditions of your business to be displayed in your purchase order. This will be displayed in all the purchase orders created unless otherwise you change the content at the time of creating the purchase order.

Notes:

You can enter notes for your vendors and suppliers on your purchase orders.


Bills

Here, you can create custom fields to record additional information on your bills. This will be reflected across all your future bills.


Payments Made

Here, you can create custom fields to record additional information on your payments made. This will be reflected across all your future bill payments.


Custom Fields

The custom fields are additional fields that you can introduce to a module to enter more data.

To create a custom field for a module:

Note: You can have a maximum of 39 custom fields and each data type has its own limits.

Custom field data types

Types of custom fields supported by Zoho Inventory are as follows:

Text

Select the Text datatype to record additional information of your choice. You can enter a short text, numerical value or a combination of both up to 100 characters. Values allowed are A-Z, 0-9 and special characters.

Choose the PII sensitivity level of your custom field. Learn more about how you can configure the accessibility of PII data in Zoho Inventory.

Email

You can record additional email addresses using this field. Ex: fynn@hotmail.com.

Choose the PII sensitivity level of your custom field. Learn more about how you can configure the accessibility of PII data in Zoho Inventory.

URL

You can record and save website URLs using this field. Ex: www.zoho.com

Choose the PII sensitivity level of your custom field. Learn more about how you can configure the accessibility of PII data in Zoho Inventory.

Phone Number

This field allows you to record additional phone numbers of a contact. Ex: (123)-456-7890

Choose the PII sensitivity level of your custom field. Learn more about how you can configure the accessibility of PII data in Zoho Inventory.

Number

This field allows you to store numerical data(as whole numbers). Ex: 18, -18

Choose the PII sensitivity level of your custom field. Learn more about how you can configure the accessibility of PII data in Zoho Inventory.

Decimal

This field allows you to record decimal values. Ex: 2.38, -33.2

Amount

This field allows you to record amount along with the default currency code set for your organization. Ex: USD50, GBP76, AUD30 etc.

Amount
Percentage

Here, you can record values in percentages.

Percent
Date

In this field, you can record custom as well as relative date values. Ex: Custom Date - 19 Jun 2019, Relative Date - Today, Tomorrow, Starting Date of Month etc.

Date

Choose the PII sensitivity level of your custom field. Learn more about how you can configure the accessibility of PII data in Zoho Inventory.

Checkbox

Using the checkbox field you can confirm an action, answer a question or make a choice. Here, you can also choose to have the checkbox ticked by default or leave it unticked.

Checkboxes
Auto-generate Number

Using this field you can autogenerate values with prefixes of your choice. You can have only one custom field of this type.

Auto Generate Number

Useful for creating a drop-down type custom field where you can input standard choices and make a selection.

Drop-down

Note: You can only have one custom field of this type.

Multi-select

This custom field is similar to the drop-down field where you can input standard choices and select multiple options.

Multi-select custom field

Note:

Lookup

Using the Lookup datatype in custom fields, you can link data from one module with another. For example, let’s say you want to track the efficiency of your users and decide to track the sales orders they create for customers. For this, you can create a Lookup custom field in the Sales Orders module, select the module whose data you want to access (in this case, Users) and specify a list name which tracks the associations.

To add a custom field with the lookup data type: Go to Settings > Preferences and select the desired module. Click the Field Customization tab on top of the page. Click the + New Custom Field button, enter the required details, select the datatype as Lookup and save the custom field.

Lookup custom field
Multiline

The multiline or multiple line custom field is a textbox that allows you to enter descriptive text of up to 36000 characters.

You can only have a maximum of five custom fields of this type.


Custom Field Limitations

There are limitations to the number of custom fields you can have for each data type.

For easy understanding, let’s split the datatypes into four sections:

Section 1

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 20.

Section 2

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 12.

Section 3

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 4.

Section 4

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 3.

Hence, when combined, you can have a maximum of 39 custom fields in a module.


More Actions for Custom Fields

Edit/Delete/Mark Custom Field Inactive

If the custom field is no longer of use then you can mark it as Inactive.

Edit/Delete/Mark Custom Field Inactive

Note: The Mark as Inactive option will be visible only for the custom fields of the following modules: Contacts, Sales Orders, and Purchase Order. For the Items module, you need to deselect the custom field and it will become inactive.

Re-arrange the Order of Custom Fields

You can change the order in which the custom fields appear in your PDFs. To do so:

Change order for custom fields 1 Change order for custom fields 2

Custom Field Usage Stats

The Custom Field Usage stats option allows you to keep track of the number of custom fields you’ve created and the fields remaining for the particular module. This helps you to use the custom fields wisely based on the availability.

Custom Field Usage Option Custom Field Usage Stats
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