Hello all!
I have a bit longer problem and will be indescribably grateful to anybody who takes his time to give me some hints!!
I'm on trial with Zoho Books and I'm not sure if I'm missing something or it can't give me what I need, so I would be happy to know how much - and how - I can adjust it for our companies needs.
Needs: We have different partners who we most of the time pay in 3 different currencies. We're ordering bigger amounts of currency at once, to try to get the good timing depending on the exchange rate and not to have to pay for exchanging it all the time. We are paying our partners gradually (sometimes we get the bill now, but it only has to be paid in 6 months). (For description of what our business is, see at the bottom, maybe then it is a bit more clear what we need)
- we need a system which allows us to see in total the sum of the bills in a single currency (let's say USD) until "today" - our day of ordering money. So if we have bills for USD 50.000 by now for the res of the year already and we think that currency exchange rate is good, we know that we can order at least USD 50.000 already now.
- we need a system where we can sort our payments by:
- our partner &
- duration of a month (let's say only August) and there our payables should be written in the currency in which we have to pay our partner and not in our currency. Because we might have 10 different bills for the same partner in EUR and we only want to do 1 transaction, so all the bills which have due date in August, we can pay together.
I was almost close on Zoho Books, but:
- Purchases --> Bills: Give me an information I need, with due date and in currency it has to be paid, but I can't sort them by due date & I can't export it to Zoho Sheet View or into Excel, to at least then sort them by the date and make a sum of all the payments in one month
- Reports --> Payables --> Bills Details:
- I can only view open & partially paid, which is great,
- I can sort them by the Due Date, which is also great,
- And by a certain month, which is super!
- but it would be even nicer if I could have the amount written in currency we have to pay and not our currency - as then I could then see how much "USD" we have to pay to our "Partner 1" in August and how much "EUR" to our "Partner 2" in August. and how much "USD" to "Partner 3" in August ..
- If currency would be written like this, I could also select the rest of the year and know how many "USD" we have to order now, as we ran out of money, for the rest of the year
- (should be 3.) Reports --> Payables --> Vendor Balances:
- Now I finally have it written with the currency I need to know and I can sort it by "Balance" and get the idea of how much "USD" we have to order for the rest of the year, BUT I don't know how much I have to pay in August. :(
Is there anything I can do about all that? Zoho CRM seem to be very flexible, one can change it a lot for own needs, but here I don't see any way of adapting it for our needs ... or am I missing something?
* more about what we do: So we have clients who travel, some book now for next year, some book now for September aso. Every time we run out of a currency, we order a bigger amount, if we think it's a good deal. We have to know how many bookings we have so far, so then we know how much money will we definitely put into traffic (so we don't order 100.000 USD, when we only have bookings for 20.000 USD). The bookings that come after the order, are usually paid from already ordered money, but then we also have to keep the track of how much USD we still have and which bookings came later, so we can order an appropriate amount of USD next time and we can pay all the bills and we don't order way too much --> about this I didn't even ask, but it doesn't seem possible to make this in Zoho. Would already be great to have just a little field in Report with a check box (ordered money), then I could sort it by this value for next order) ..
So and then we have different partners and say, that Lisa, Mario, Maria and Jenny all booked at different times, but will all travel in September and are all traveling with Partner 1. So instead of paying our partner 4 times in August (let's say we have to pay the bills 1 month in advance), we want to pay it all together. So I have to have a chance of sorting out the bills for each partner in his currency for specific time range, to know how much do we have to pay to who in certain month.
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ok I hope it is all understandable and I hope somebody still had some patience to read until here ... I will appreciate any help greatly and if Zoho can't do that, I will also very much appreciate ideas of which other bookkeeping program I could take into consideration instead ...
Thank you so much for all your feedbacks and wish you a wonderful Monday!
Stela