Zoho Inventory

Help Docs

Preferences

In the Preferences section under Settings, you can customize certain functions of Zoho Inventory. This module will help you fine tune the way you want Zoho Inventory to work for you.

This help module is divided into two sections - Module preferences & fields and Types of custom fields

Guide Layout:

Module preferences & fields
Custom fields

Accessing preferences

To access preferences:

Image of accessing preferences


General

Configure your general preferences to have your organization follow your lead.

Screen shot of general in Preferences

Discounts

: * Do you give discounts?: * If you offer discounts to your customers, choose whether you offer discount At Individual Item level or At transaction level. * Selecting At transaction level will have options from the drop down for Discount Before Tax and Discount After Tax. * If you do not offer any discounts, choose I don’t give discounts.

Item prices inclusive/exclusive of tax:
Adding additional charges:
Sales persons:
Transaction Approval:
Mode of Stock Tracking:
Rounding Off Sales Total:

Select the checkbox next to the option ‘Round off total to the nearest whole number for sales transactions’. This will round off the total amount that is in decimal to the nearest whole number. For example, 99.5 becomes 100 and 80.45 becomes 80. Rounding off is useful when your customer usually pays you by cash.

Note: This is applicable for sales transactions only.

Address format:

Branding

Imprint your signature.

Branding in preferences

Zoho Branding:

Contacts

Fine tune your contacts module by optimizing preferences.

Screen shot of contacts in preferences

Allow duplicate contact display names:
Customer Address Format:
Custom Fields:

Contacts custom fields pop up

These custom fields can also be used as a placeholder in Customer Address Format under General preferences.


Items

Configure your item preferences to ignite your stock flow.

Screen shot of Items in preferences

No. of decimals in item quantity:

Composite items:

Price Lists:

Item Tracking

Zoho Inventory provides two advance inventory tracking methods:

Serial number tracking
Batch tracking

Important Note: The above advance inventory tracking features will be available only to Zoho Inventory organizations that have subscribed to Standard plan or above.

Out of stock warning:

Item Reorders:

Additional Information:

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

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

Configuring permission to access sales/purchase price

Insight:

  • The Read & Write option allows the user to view as well as edit the selling price or purchase price.
  • The Read Only option only restricts the user from editing the selling/purchase price.
  • The Hide Selling/Purchase Price option restricts the user from viewing or editing the selling/purchase price.

Note: Unless you have restricted access to all the sales or purchases module, you won’t be able to hide the sales or the purchase price for the particular role. Learn how you can configure the permissions for a role here.

Custom fields:

Item custom fields


Sales Orders

Configure the sales order preferences to close your deals.

Screen shot of sales orders in preferences

Terms & Conditions:
Customer Notes:

You can add additional notes for your customers on your sales orders. This section is the best place to keep your customers informed of upcoming offers and promotions.

Custom Fields:

sales orders custom fields pop up


Package

You can also add custom fields to your packages. For example, if you want to add fields like dimension, weight etc., to your package, you can create custom fields for the same.

To create a custom field for packages.

Package Custom Fields

Package Custom Fields


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

Configure the Invoices module to showcase your scale.

Screen shot of Invoices in preferences

Editing sent invoices:
Payments:
Invoice Order Number:
Terms & Conditions:{terms-conditions}
Customer Notes:

You can add additional notes for your customers on your invoices. This section is the best place to keep your customers informed of upcoming offers and promotions.

Custom Fields:

invoices custom fields pop up


Payments Received

Configure the Payments Received module to express your gratitude.

Payments Received in preferences

Adding Custom Fields:

Payments pop up

Important Note: Putting together all the types of custom fields available, you can have upto 19 custom fields in total for this module.

Auto generating payment receipt numbers

You can now automatically generate your payment receipt number as per your requirement by adding a special custom field called Auto Generate Number. You can have only one custom field of this type.

Payment receipt - Auto Generate Number


Purchase Orders

Configure the Purchase Order module to match your shrewdness.

Closing a Purchase Order

You can decide the action following which you want your purchase order to be closed in Zoho Inventory. To do so,

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 the 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 add additional notes for your vendors and suppliers on your purchase orders.

Custom Fields:

Got more data to record but short on fields? Worry not! Simply create a custom field.

To add custom fields to your purchase orders,

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

purchase orders custom fields pop up


Bills

Configure the Bills module to reflect your timeliness.

Bills in preferences

Custom fields

Bills pop up

Important Note: Putting together all the types of custom fields available, you can have upto 19 custom fields in total for this module.

Auto generating bill numbers

You can now automatically generate your bill number as per your requirement by adding a special custom field called Auto Generate Number. You can have only one custom field of this type.

Bill - Auto Generate Number


Custom field data types

Types of custom fields supported by Zoho Inventory are as follows: Text Email URL Phone number Number Decimal Amount Percentage Date Checkbox Auto-generate number Drop-down

Note: To demonstrate the fields, we have used the invoice payment receipts module for the examples shown below.

Text

Payment receipt - Text

Email

Emails

URL

URL

Phone number

Phone

Number

Number

Decimal

Decimal

Amount

Amount

Percentage

Percent

Date

Date

Checkbox

Check boxes

Auto-generate number

Type 11: Auto-generate Number - Useful for autogenerating values to track of a module internally. You can add prefixes of your choice too.

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

Auto Generate Number

Type 12: Drop-down - Useful for creating a drop-down type custom field where you can input standard choices. These can be chosen while adding a transaction or creating a record.

Note: You can only have one custom field 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.


Custom field actions

Marking it as Inactive

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

Re-arranging the order of custom fields

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

Change order for custom fields 1

Change order for custom fields 2

Other actions

NOTE: The Mark as Inactive option will be visible only for the custom fields of the Contacts, Sales Orders, and Purchase Order modules. If you wish to disable the custom field for an item, uncheck the Enable option for the custom field, and it will be marked as inactive.


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