Merchants

Merchants refer to vendors or sellers from whom your employees buy goods and services. When your employees incur expenses from these merchants, you can record their details in Zoho Expense.

Add a Merchant

To add a merchant:

  1. Switch to Admin View.
  2. Go to Settings on the left sidebar.
    (OR)
    Click the Gear icon at the top right side.
    Add a Merchant
  3. Go to Modules under Customization.
    Add a Merchant
  4. Click Merchants.
    Add a Merchant
  5. Click + New Merchant at the top right side of the page.
    Add a Merchant
  6. Enter the merchant name and merchant code.
  7. Click Save to save your newly created merchant.
    Add a Merchant

You can now associate this merchant while creating the expenses incurred from them.


Merge Merchants

You can merge two merchants into one when there is a duplication in your merchant list.

Let’s take an example where your organization has a merchant named “Willpower Inc.”, and you’ve added that merchant in Zoho Expense. Now, if another admin in your organization adds the same merchant, then there will be two merchants with the same name. Under such conditions, you can merge both the merchants into one. To merge merchants:

  1. Switch to Admin View.
  2. Go to Settings on the left sidebar.
    (OR)
    Click the Gear icon at the top right side.
    Merge Merchants
  3. Go to Modules under Customization.
    Merge Merchants
  4. Click Merchants.
    Merge Merchants
  5. Select the merchants you would like to merge, using the check box.
  6. Click Merge on the top of the list.
    Merge Merchants
  7. In the page that opens, select the master merchant and click Continue. The selected merchants will be merged into one.
    Merge Merchants

Upon merging, all the transactions will be transferred to the master merchant and other merged merchants will be deleted. This merge cannot be undone.


Edit a Merchant

If you would like to change the merchant’s name, you can edit it and make the changes.

To edit a merchant:

  1. Switch to Admin View.
  2. Go to Settings on the left sidebar.
    (OR)
    Click the Gear icon at the top right side.
    Edit a Merchant
  3. Go to Modules under Customization.
    Edit a Merchant
  4. Click Merchants.
    Edit a Merchant
  5. Hover over the merchant you want to edit and click the More icon at the right corner of the merchant.
  6. Click Edit.
    Edit a Merchant
  7. Make the necessary changes and click Save. Edit a Merchant

Delete a Merchant

Prerequisite: You cannot delete a merchant that is already associated with an expense.

To delete a merchant:

  1. Switch to Admin View.
  2. Go to Settings on the left sidebar.
    (OR)
    Click the Gear icon at the top right side.
    Delete a Merchant
  3. Go to Modules under Customization.
    Delete a Merchant
  4. Click Merchants.
    Delete a Merchant
  5. Hover over the merchant you want to delete and click the More icon at the right corner of the merchant.
  6. Click Delete.
    Delete a Merchant
  7. In the popup that opens, click Delete again to delete the merchant.

Import Merchants

To import merchants:

  1. Switch to Admin View.
  2. Go to Settings on the left sidebar.
    (OR)
    Click the Gear icon at the top right side.
    Import Merchants
  3. Go to Modules under Customization.
    Import Merchants
  4. Click Merchants.
    Import Merchants
  5. Click the More icon at the top right corner of the page.
  6. Select Import Merchants.
    Import Merchants
  7. In the first step, drag and drop a file you want to upload or click Choose File to choose the import file from your desktop or a cloud account. If you want to upload another file instead of the selected file, click Replace File and choose another file.
  8. Click Next.
    Import Merchants
  9. In the next step, the best match to each field in Zoho Expense will be auto-mapped with the fields in the imported file. If there are unmapped fields, you can map them manually.  If you want to save the existing mapping for future imports, mark the Save these selections for use during future imports checkbox.
  10. Click Next.
    Import Merchants
  11. The data in the unmapped fields will not be imported into Zoho Expense. If you want to map those fields, click Previous and map the unmapped fields.
  12. Once you have mapped all the relevant fields, click Import to import merchants to Zoho Expense.
    Import Merchants

All the imported merchants will be listed under the Merchants module.


Export Merchants

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

To export merchants:

  1. Switch to Admin View.
  2. Go to Settings on the left sidebar.
    (OR)
    Click the Gear icon at the top right side.
    Export Merchants
  3. Go to Modules under Customization.
    Export Merchants
  4. Click Merchants.
    Export Merchants
  5. Click the More icon at the top right corner of the page.
  6. Select Export Merchants.
    Export Merchants
  7. Select the format (CSV or XLS (XLSX)) in which you want to export your merchant data.
  8. If you want to secure the file with a password, mark the I want to protect this file with a password option and provide a password in the Password field.
  9. Click Export to download the data to your computer.
    Export Merchants
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