Zoho Inventory

Help Docs

Managing Customers & Vendors

Let’s learn how to best utilise the options available to manage your network of customers and vendors.


Applying filters to narrow down contacts

To filter your contact list:

Screen shot of filtering contacts - the way they can be sorted


The Contacts Page

The Contact Page includes contact details such as addresses, contact persons, transaction synopsis and recent activities.

This page also provides for actionable options or quick links for creating a new transaction, recording payments, sending emails or customer statements.

To view the contact page, of each individual contact, go the Contacts tab and select the desired contact from the contacts panel by clicking on it.

Overview

image of the contacts page

Below are the list of fields that constitute the overview section of the contact page.

Contact Persons

A contact person is someone who is associated with the primary contact and can be reached in case of business related queries.

You can add a contact person by:

screen shot of adding contact persons

Transactions

A list of recent transactions to and from this contact is provided in the Transactions tab. You can filter the list based on the following transaction type options:

Image of transactions

Recent History

Image of recent history in contacts

CRM Details

Editing a contact

To edit a contact, please follow these steps:

Image of edit button to edit a contact

Image of the edit contact page

A Handy Option: When you update the billing address or the shipping address of a contact, you have the choice of updating these changes across all draft orders and transactions.


Multiple Addresses for a contact

There can be cases where you wish to get in touch with a contact at different addresses at different points of time. To aid this, Zoho Inventory allows you to add multiple addresses to a contact.

Note: To be able to add an additional address, Billing and Shipping addresses should not be left blank.

To add an additional address, follow these steps:

Multiple Address step 1

Multiple Address step 2

Note: You can add upto a maximum of ten additional addresses, excluding the default billing and shipping addresses.

Multiple Address step 3

Now that you have added the address, let us walk through how to add it to your transactions:

Multiple Address step 4

Multiple Address step 5

Note: If you select the additional address as billing or shipping while creating a transaction, it won’t be made as the default billing or shipping address for the contact.

Multiple Address step 6


Changing the type of a contact

During the process of editing a contact, you also have the option of changing the type of the contact.

Speaking of contact types, we have two types: customers and vendors.

But this will work only for contacts that do not have any transactions(orders, invoice/bills etc.) associated to them.

To change the type of a contact:

Image of edit button to edit a contact


Deleting a contact

To delete a contact, follow the steps below:

Image of accessing the delete button from contacts main page

Alternatively you can also delete a contact from within its page. To do so:

image of accessing the delete button inside the specific contact

Important Note:


De-activating a contact

If you don’t want to permanently delete a contact but would like to shelf the contact for the time being, you can change the contact’s status to inactive. This ensures that the contact can no longer be used in the various Zoho Inventory modules, but still remains listed as a contact.

To do so:

Screen of marking inactive contacts in zoho inventory

Screen shot of activating inactive contacts


Exporting contacts

You might also want to export your Zoho Inventory Contacts and store it on your computer.

To export your list of Zoho Inventory contacts, please follow the steps below

Exporting Customers and their contact persons from Zoho Inventory

Image of the menu icon drop down highlighting the export option

Image of the contacts export page

Exporting Vendors and their contact persons from Zoho Inventory

Image of the menu icon drop down highlighting the export option

Image of the contacts export page


Merge Contacts

This is one of the few functions in Zoho Inventory that can be done to more than one contact at a time. If however, a couple of contacts are required to be merged, it also can be done from the individual contact page.

Prerequisite to Merge Contacts:
Methods of Merging Contacts:

Method 1: From Contacts page.

Selecting contacts to be merged

Master contact

Merge confirmation

Method 2: From within a contact.

merging a contact from within the contact

choosing a MASTER CONTACT

Merge confirmation

End result of a merger:

The master contact stays active, while the non master contact(s) become inactive and all transactions associated to the non-master contact(s) in the merge operation will be transferred to the master contact.

Post merge scenario

The merge operation is recorded in the Recent history section of the Contacts module.

recent history


Attaching files to a contact

It is possible to attach files to contacts in Zoho Inventory. To do so:

Attach File

Attached File

NOTE: A maximum of 5 files (not exceeding a size of 5 MB each) can be attached to a single contact.


Updating a specific contact from Zoho CRM

On integrating your Zoho Inventory organization with your Zoho CRM account, you have an option called Fetch this contact from Zoho CRM that will allow you to update a specific contact.

Let’s see the case where in your sales team updates the primary information of an account inside Zoho CRM and informs your warehouse team of the change.

The once every 2 hour sync will normally update the information into Zoho inventory. But you can also update a specific contact right away using this method:

Fetch from crm option

confirmation pop-up

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