FAQs: Inventory Management

FAQs: Inventory Management

How can I create inventory templates?

Zoho CRM has a gallery of predefined inventory templates, you can choose any sample and use it for your business purpose. Alternatively, you can build a template of your own and customize it as needed. 

Follow the steps below to create a template:
  1. Click Setup Customization > Templates Inventory.
  2. Click + New Template
  3. Select the module (Quotes, Sales Orders, Purchase order, Invoices) for which you want to create an inventory template.
  4. Click Next for the Template Gallery page.
    And choose a blank or pre-designed template.
Read more about previewing the templatesorganizing them, creating template folders and more.

How to customize the Terms & Conditions for Invoices, Quotes or Orders?

Terms & Conditions is a system defined field under the special fields category that is exclusively provided for the Inventory modules. It allows you to include the rules and guidelines followed by your organization in the Invoices, Quotes, Sales orders , and Purchase orders before sharing with the business associates. 

You can customize the field value by following the steps below: 
  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Customization > Modules and Fields > Quotes/Invoices/Sales order/Purchase order.
  3. In the Terms and Conditions field, click the More icon > Settings > Edit Properties.
  4. In the Edit Properties page, specify the terms in the Value text box.
  5. Click Done.

What type of different templates I can create using Inventory Templates?

Using the Inventory template feature you can create personalized templates for quotes, sales order, invoices, and purchase orders. Read more about creating the templates from the below resources:

Can I change the autonumber field for quotes and invoices?

No, you cannot change the auto number field for quotes and invoices. However, you can create your own auto number field and hide the Quote Number and Invoice Number fields. You can use the custom field that you create in the quotes or invoice email template. See Also Inventory Templates

To create auto number field for a given module,
  1. Log in to Zoho CRM with Administrator privileges.
  2. Go to Setup Customization > Modules and Fields > Modules.
  3. Choose the Module that you want.
  4. If the module has multiple layouts, click Layout.
  5. In the Layout page, drag and drop the auto-number field. Update the numbers/values that you want in that field.
  6. Click Save Layout.
Note: The auto number field is hidden when you create or edit a record.

Here is a screenshot of the Auto Number field for Quotes. You can follow these steps for Invoices as well.

To hide fields
  1. Log in to Zoho CRM with Administrator privileges.
  2. Go to Setup > Customization > Modules and Fields > Modules.
  3. Choose the relevant module and click Layout.
  4. In the Layout page, hover the mouse over the field which you want to hide.
  5. Click on the Settings (gear icon)  on the right hand side of the field.
  6. Click Module Permission and set the necessary permission by selecting the profiles that should have access to the module.
  7. Select Don't Show for the fields that you want to hide from a specific user's profile. 
         8. Click Save.

Note: Those fields which have been defined as mandatory by the system can't be hidden.

How do I add common Terms and Conditions for the Inventory records?

Some orgs use common set of guidelines and terms of service for every service or product they sell. It will be logical to set a common value in the Terms and Conditions field that applies across the organization.

To set common value for the terms and condition field:
  1. Go to Setup Customization Modules and Fields > Quotes.
  2. Move your mouse over Terms and Conditions > Edit Properties.
  3. In the Edit Properties page, click the Edit link corresponding to the Terms and Conditions field.
  4. Specify the terms and conditions in the Values text box under Multi-Line Properties.
      5. Click Done.

You can do this for Purchase Orders, Invoices, Quotes and Sales Orders. By doing this all the records in the module will have the default Terms and Conditions that you specified.

Where can I find the Unit Price, Quantity in Stock, and Total After Discount details in the line item?

Once a line item is added to the Quotes, Invoices, and Orders, the Quantity in Stock and Unit Price of the product can be seen by hovering over the Product NameProduct Code in the line item.

To view the Total amount after Discount in the line item, hover over the 

How does the Stock Information of a product get updated automatically?

The sales reps need to be cogniance of the available stock in the inventory before confirming a booking with the customer. When a booking is done manually they can check and update the customer and the inventory management team if the stock is running low. But, in cases where the order processing is done through automated systems it is important to have a way in which there is no dependency on manual updations and the system automatically stocks the inventory based on different factors. 

To facilitate this, we have an automatic system to update the stock information based on these three factors:
  1. quantity in stock
  2. quantity in demand
  3. quantity ordered
Quantity in Stock
The Quantity in stock adjusts according to the details in Invoice and Purchase Order, like this:
  1. Quantity in stock increases when a purchase order is delivered.
  2. Quantity in stock decreases when an already delivered purchase order is cancelled.
  3. Quantity in stock decreases with an invoice creation (this includes when a quote or sales order is converted to an invoice).
  4. Quantity in stock increases with an invoice cancellation.
Quantity in Demand
The quantity in demand adjusts according to the fate of the sales orders, like this: 
  1. Quantity in demand increases when a sales order is created.
  2. Quantity in demand decreases when a sales order is delivered or cancelled.
  3. Quantity in demand also decreases when a sales order is converted to an invoice. The status of the sales order thus converted automatically changed to "delivered".
The ordered quantity adjusts according to the fate of the purchase orders, like this: 
  1. Quantity ordered increases when a purchase order is created.
  2. Quantity ordered decreases when a purchases order is delivered or cancelled.
Read this example to understand the above logic clearly.

How do I add products to a quote, invoice, or order?

You can add Product details to a quote, invoice and order by adding line items to the records in these modules respectively. The products that are listed in the Products module will be displayed from where you can select the right product. You can also create a new product from here.

You can follow the same steps to add products to a purchase order, sales order or an invoice.

How do I search for products while adding line items?

To create an order, invoice or quote for a product, you add them to the Line items. While adding a product you can easily find the desired product from the huge list by entering at least 1 character of the Product Name or Product Code in Choose products. 

Read more about adding line items in sales orders, invoicespurchase orders, and quotes.

Can I edit the tax or discount values for an item added to a product line?

Yes, you can.
To edit tax or discount, point the mouse to the value and click on the Edit icon that appears on mouse over and change the values. Changing a product's value automatically results in the change of related values accordingly.

Can I change the order of the line items in a quote or a purchase order?

Yes, you can reorder the line items in an inventory module at any time. To reorder the line items, simply drag and drop the items where required.

I want to include a price book's list price for a product in a quote. How can I do this?

To include a price book's list price for a product in a quote, follow these steps:
  • Point your mouse to the List Price value and click the Price-book look-up icon.
  • Choose the price book required and click Add.
The discounts and corresponding list price will be added to the product.

How many line items can be added to a quote or any other inventory module?

You can add a maximum of 200 line items to a quote, purchase order, sales order or an invoice.

How do I edit the discount value or percentage?

To edit a discount, point your mouse to the discount value and click on the Edit icon that appears on mouse-over.

To edit a discount value in the grand total, click on the 
Discount text box rather than the label "Discount".

How do I make negative adjustments to the total?

To make negative adjustments to the total, simply type the value preceded by a minus sign (-). For example (-1500)

Can I edit the round-off decimal places that appear in any currency value?

Yes, you can edit the round off decimal places that appear in a currency value by changing the corresponding currency settings.
  1. Click Setup > General > Company Settings Currencies.
  2. Click Customize beside the Format textbox and change the decimal places.

I have other fields added to the Product details section. Will the new updates in the inventory module affect this data?

No. The updates in the inventory modules will not affect any of your existing data. But note that you will not be able to add further sections to the Product Details section in the future.

How can I see additional information about a product, while adding it to an inventory line item?

When you add line items in the Choose Products window, you have to type in at least one character of the product name or product code to search for the desired product.
As you search for it, point your mouse to the Info icon next to the product. You will see a business card view which displays additional information about the product.

How can I create quotes in different currencies?

You can create quotes in different currencies only if you have the multi-currency feature activated in your account. See Also Multi-Currency

To add currencies :
  1. Log in to Zoho CRM with Administrator privilege.
  2. Go to Setup > General > Company S.
  3. In the Company Details page, click Currencies.
  4. Under the Currencies section, click Add
  5. select the country form the drop-down.
  6. Click Save.

Why am I unable to delete a Product?

You cannot delete a product if it is linked to an Invoice or Quote record. To delete products, you must disassociate products from the existing quote or invoice.

Can I convert a Sales Order to a Purchase Order?

No, you cannot convert a sales order to purchase order.

You are allowed to convert a sales order to Invoice. Read more about how to convert a sales order to invoice.

Can I create a pro forma invoice from Zoho CRM?

A pro forma invoice, also known as a sales quote, can be sent from Zoho CRM's Quotes module. A pro forma invoice or sales quote is a legally binding agreement between the customer and the company to deliver the requested products within the stipulated time at the finalized price. You can create quotes for different products, services, or vendors and store them in the Quotes module.

You can create quotes as follows:
  1. Click Create Quote in the Quotes module.
  2. Enter the details of the quote in the Create Quote page.
  3. Click Add Line Items in the Product Details section.
  4. Search for the required product in the dropdown in the Choose Products pop-up.
  5. Enter the desired quantity for your chosen product.
  6. Once you have added all product lines, click Add Products to add them to the quote. All the details required for the chosen line item, including taxes, price book discounts, and product descriptions, will be populated automatically.
  7. Click Save.

How can I create and send invoices?

An invoice is a bill issued by a vendor to a customer with the goods or services they ordered. It usually contains the purchase order reference number, date, billing address, shipping address, terms of payment, and line items (products or services) with quantities and prices for each
You can create an invoice in CRM by either cloning an existing invoice or filling in the details in the invoice creation form. 

 To create an invoice manually

    1. Click the (+) Create Invoice icon in the Invoices module.

    2. Enter the invoice details in the Create Invoice page.

    3. Click Add Line Item in the Product Details section.
    Note that you can add up to 200 line items to an invoice.

    4. Once you have added all the product lines, click Add Products to add them to the invoice. 

    5. Click Save. 

To clone an invoice

    1. Click on the invoice that you want clone on the Invoices tab.

    2. Click the More (... ) icon on the Invoices Details page and select Clone from the dropdown menu.

    3. Modify the required details in the Clone Invoice page.

    4. Click Save.

You can also convert a quote or sales order directly into an invoice by clicking on the Convert button in the quotes or sales order record details page. 

Once you have created the invoice, you can either export it to PDF or share it via email. 

How can we add our own invoice number in the Invoices?

You can add your invoice number by creating your own auto number field and hiding the existing Invoice Number field. You can then use this custom field in the invoice template to display the custom Invoice number. See Also Inventory Templates.

To create auto number field

  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup Customization Modules and Fields.
  3. Select the desired module from the drop-down list.
  4. In the List of Fields page, click + Create and Edit Fields.
  5. In the New Custom Field page, do the following:
    • In the Select Field Type section, select the Auto Number.
    • In Provide Field Details section, enter the field related details.
      You can create the fields for the existing records also.
  6. Click Save.
Note: You must create a field with a unique name.

To hide fields
  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Customization > Modules and Fields.
  3. Select the Module from the drop-down list.
  4. In the Page Layout page, drag and drop the fields to the List of Removed Fields section.
  5. Click Save.

Why is the Grand Total field in an Inventory template not showing the values from the record?

  1. Merge fields are used when the value for a particular field keeps changing. The Grand Total field is a system-defined field that displays data based on the value of the merge field in a record. If the value is not being successfully retrieved despite appearing in the record, ensure that the module does not have a custom field with the same name 'Grand Total'.

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