Organization Profile

The Organization Profile page lets you manage the core details of your business such as organization name, address, industry, and other such details. Any details that you entered while creating this organization will be auto-populated here. These details will also appear on your transaction PDFs and email notifications. In this document, you’ll learn how to edit and update them.

Set Up Organization Profile

Here’s how you can set up your organization profile:

Go to Settings in the top right corner of the page.
Click Profile under Organization.
On the Organization Profile page, fill out the necessary details. The fields that are marked with an asterisk (*) are mandatory.
The fields are grouped into the following sections:
Click Save to update your preferences.

Insight: If this Zoho Procurement organization is integrated with other Zoho Finance applications, altering any information on the Organization Profile page will automatically reflect in those apps as well.

For example, if you have the same organization in Zoho Procurement and Zoho Procurement, updating the organization address in Zoho Procurement will update the same in Zoho Procurement as well. This ensures consistency across all applications and saves you from the hassle of updating each app manually.

Basic Details

You can define your company’s primary information, including its name, logo, industry, and location.

Organization Name

You can update the organization name entered during quick setup, if required. Enter the full legal name of your organization in the Organization Name field. The name can contain up to 100 characters.

Organization Logo

You can upload your organization’s logo to display it in your transaction PDFs and email notifications sent from Zoho Procurement. This will help strengthen your brand identity and improve visibility.

Note:

Preferred image dimensions for the logo: 240px * 240px at 72 DPI.
Maximum file size: 1 MB.
Supported file formats: JPG, JPEG, PNG, BMP, or GIF.

To upload your organization logo:

Click Upload Your Organization Logo.
In the pop-up, select your image file and click Open.

The uploaded logo will automatically appear on your transaction PDFs and all email notifications sent from Zoho Procurement. This logo will also reflect in the Branding section under Organization.

To remove your organization logo:

Click the Delete icon next to the logo.
Click Delete in the pop-up to confirm your action.

Once removed, the logo will be removed from all transactions and email notifications in Zoho Procurement. However, it will still appear on any PDFs that were previously downloaded or sent.

Industry

Select or enter the industry sector in which your business operates in the Industry field. For example: Automotive, Construction, Financial Services, and the like.

Organization Location

The organization location is auto-populated based on the country selected during the initial setup process. Once set, the organization’s location cannot be changed. To use a different country, you’ll need to create a new organization with the desired location.

Address Details

You can edit and manage your organization’s address details.

Organization Address

The organization address is pre-filled based on the details provided during the initial setup process. To edit the organization address:

Scroll down to the Organization Address section on the Organization Profile page.
Click the Edit icon next to Organization Address.
Enter the new address in the Edit Organization Address pop-up and click Proceed.
Set your preference for how the updated address should apply in the organization:
- Update New Transactions: Applies the new organization address only to transactions created from this point onward.
- Update All Transactions: Applies the new organization address to both existing and future transactions.
Click Save Preference.

Contact Details

You can manage your organization’s contact details, including the primary contact person and the website URL.

Primary Contact

The primary contact displayed in the Organization Profile is the email address that you had provided while signing up for Zoho Procurement. It serves two key purposes:

Communication from Zoho: You’ll receive important updates related to your Zoho Procurement subscription, usage alerts, and account-related notifications at this address.
Default Sender Email: This address is also used as the default From field when sending transactions and other communications from Zoho Procurement, unless you manually change them.

If you want to use another email address as the primary contact in Zoho Procurement, you can change it. Here’s how:

Scroll down to the Primary Contact section.
Click the Gear icon next to the Email field and you’ll be redirected to the Sender Email Preferences page. Here, you can add a new sender email address, verify it, and mark it as the primary contact in Zoho Procurement. Once marked, all of your transaction-related communications will be sent from this email by default.

Warning:

Using an email with an unauthenticated domain as your primary contact in Zoho Procurement may cause your emails to be flagged as spam. In such cases, emails will be sent on your behalf via: message-service@sender.zohoprocurement.com. To send emails from your primary contact’s address, click Authenticate Now to verify your domain.
Likewise, if the email address belongs to a public domain (For example, Gmail, Yahoo), it will also be replaced with message-service@sender.zohoprocurement.com. To continue using public domains:
- Click Change Settings in the banner displayed.
- In the following pop-up, select either the Zoho Procurement Email Address or the Sender’s Email Address as the preferred sender.
- Click Save to update your sender preferences.

Website URL

Enter your company’s website in the Website URL field. This information is useful for anyone who wants to learn more about your business.

Regional Settings

You can configure your organization’s regional preferences such as base currency, fiscal year, time zone, and date format.

Base Currency

Changing your base currency is allowed only in the Global edition of Zoho Procurement. As mentioned in the initial setup, it cannot be changed if transactions are recorded. The currency you select when you sign up is displayed here. All transactions are recorded and all analytic reports are generated in this currency. All foreign currency transactions will be converted back to this base currency for reporting.

Prerequisites:

Delete all existing transactions: Go to each module and manually delete all transactions that have been recorded. Make sure you take a backup of your organization’s data.
Delete all custom accounts in the Chart of Accounts:
- Go to Chart of Accounts on the left sidebar.
- Click + New Custom View from the All Accounts dropdown.
- Set the filter criteria: Is System Accounts is False.
- Bulk select the custom accounts and click the Delete icon.

To change the base currency:

In the Base Currency dropdown, choose your preferred currency.

You can edit your currency settings to customize how your currency appears in transactions, such as the symbol, name, decimal places, format, and rounding method. Here’s how you can do it:

Click the Gear icon next to the Currency field.
In the following pop-up, you can update the following:
- Currency Symbol: Edit in this field to customize how your currency appears in transactions. (For example, you can edit ₹ and replace it with Rs)
- Currency Name: Edit the display name of the currency chosen.
- Decimal Places: Select the number of digits that should appear after the decimal point in monetary values from the Decimal Places dropdown. Most currencies use 2 decimal places (For example, 123.45).
- Format: Choose your preferred number grouping format from the Format dropdown (For example, 12,34,567.89).
- Rounding Method: Select how monetary values should be rounded off from the Rounding Method dropdown (For example, Round Half Up).
Click Save to update your currency preferences.

Fiscal Year

The fiscal year is the accounting period for your organization, which may differ from the calendar year. Different companies and businesses follow different fiscal years. Select the one that aligns best with your organization’s accounting practices and regulatory requirements.

To change the fiscal year:

Click the dropdown next to Fiscal year on the Organization Profile page. Select your desired month range. (For example, April-March)
Click the Start Date dropdown and choose the starting day of the month.
Review the updated period in the field below the Fiscal Year dropdown.

Time Zone

Zoho Procurement sets the time zone automatically based on the location you select during sign-up. You can edit if required. To change your time zone:

Click the dropdown next to Time Zone on the Organization Profile page.
Select the appropriate time zone from the list.

Date Format

Select the date format that is most commonly used in your country or specific to your organization from the dropdown. This format will be applied to all transactions you create and their PDFs. Here’s how:

Click the dropdown next to Date Format on the Organization Profile page.
Select your preferred format (For example, dd-MM-yyyy).
Also, choose the separator from the adjacent dropdown (For example, -, /, or .).

Additional Settings

You can store extra information about your organization.

Company ID

The Company ID is a unique identifier assigned to your business by the government or an official regulatory body. This field is a jurisdictional requirement and varies by country. For example, SIRET in France, ACN in Australia, BN in Canada, and the like.

Click the dropdown next to Company ID.
From the dropdown, select or enter the label (For example, SEC).
Enter the company ID number in the adjacent text box.

If you want to include this company ID in your transaction PDFs, you’ll need to include its corresponding placeholder in the Organisation Address Format. Now, it will appear along with your organization address.

Additional Fields

If you wish to record any extra information to your organization’s profile that isn’t available in the standard fields. These are user-defined label-value pairs. To add additional fields:

Click + New Field in the Additional Fields section.
In the Label Name field, enter the name for the additional field (For example, Parent Company).
In the Value field, enter the corresponding information (For example, Zylker Corporation Pvt. Ltd.).

If you want to include this additional field in your transaction PDFs, you’ll need to include its corresponding placeholder in the Organisation Address Format. Now, it will appear along with your organization address.