Zoho ERP Integration for Zoho Projects

Zoho ERP Integration for Zoho Projects

Zoho ERP integration enables users to manage Quotes, Invoices, Sales Order, Purchase Order, Bills, Budgets, and Expenses from within Zoho Projects. Finance and Expense features are available as separate tabs within a project.
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This Feature is only available in IN DC.
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Prerequisites  
  1. Zoho Finance Suite integration must be disabled, if integrated.
  2. Zoho ERP integration must be enabled
  3. In Zoho ERP:
    1. Employees module must be enabled
    2. Travel & Expense module must be enabled
    3. Users will be synced as Employees only when the required modules are enabled in Zoho ERP.

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Supported Modules  
  1. Quotes
  2. Invoices
  3. Budgets

  4. Sales Order

  5. Purchase Order

  6. Bills

  7. Expense Claims
  8. Expense Reports

Enable and Configure Integration  

  1. Click > Marketplace > Zoho Apps.
  2. Select Zoho ERP and click Enable Integration.
  3. Navigate to the Configuration tab and select a date under Invoice Time Log From.
  4. Select profiles under Finance Permission.
  5. Enable:
    1. Manage Expense
    2. Invoice Milestones & Tasks
    3. Expense Claims & Expense Reports
    4. Enable Restrict Project Creation (Optional).
  6. Click Next to go to Sync Preferences tab.

Set Sync Preferences  

  1. Navigate to the Sync Preferences tab.
  2. Select Customer Duplication Preference:
    1. Overwrite or Clone
  3. Select Contact Duplication Preference and review field mapping.
  4. Click Save.

Manage Finance  

Create a Quote  

  1. Navigate to your project.
  2. Click Finance > Quotes > Create Quote.
  3. Enter details and recipients.
  4. Click Save.

Create an Invoice  

  1. Navigate to your project.
  2. Click Finance > Invoices > Create Invoice.
  3. Select the Bill up to date and choose required fields.
  4. Click Save.

Create Invoice from Task or Phase

  1. Open the required project and click Tasks or Phases tab.
  2. Select a record > Create Invoice.
  3. Select the date range.
  4. Enter the details and click Save.


Create Invoice for Multiple Tasks  

  1. Open the required project and click Tasks tab.
  2. Select multiple tasks in list view and click Create Invoice.
  3. Select date range.
  4. Enter the details and click Save.

Edit or Delete an Invoice  

  1. Navigate to your project and click Finance tab > Invoices.
  2. Select an invoice and click Edit to update or Delete to remove.
  3. Confirm your action.

Invoice Conditions  

  1. Only billable time logs are invoiced
  2. Only approved logs are invoiced (if approval is enabled)
  3. Primary customer must be set
  4. Project must be synced
  5. “Bill up to” date is mandatory
  6. Maximum of 100 tasks can be invoiced

Create Sales Order 

  1. Navigate to the Finance tab of your project.
  2. Click on the Finance Modules drop-down and select Sales Orders.
  3. Click Create Sales Order.
  4. Enter details and click Save as Draft to draft the sales order, or Save and Send to send the sales order to a recipient.
The Sales Order will show up on the Sales Order list view.

Edit Sales order 

  1. Navigate to the Finance tab of your project.
  2. Click on the Finance Modules drop-down and select Sales Orders.
  3. Hover over the sales order you want to edit, click  and select Edit.
  4. Make required changes and click Save.
Alternatively, access the sales order's details page and click Edit below the sales order Id.


Convert  Sales Order

A drafted sales order can be converted to an invoice or a purchase order.
  1. Navigate to the Finance tab in your project and select Sales Order from the Finance module drop-down.
  2. Access the sales order details page and click .
  3. Select Convert to Invoice or Convert to Purchase Order.

 Delete Sales Order 

  1. Hover over the Sales Order you want to delete and click .
  2. Select Delete.
  3. Confirm your action and click Delete.
Alternatively, click  on the Sales order details page and select Delete.

Attach Files to Sales Order

  1. Navigate to the Finance tab of your project.
  2. Click on the Finance Modules drop-down and select Sales Orders.
  3. Open the details page of the specific sales order and click the .
  4. Select files to upload.
The uploaded files can be viewed by clicking 

 

 Add/ view Comments  to Sales Order

  1. Navigate to the Finance tab of your project.

  2. Click on the Finance Modules drop-down and select Sales Orders.

  3. Open the details page of the specific sales order and click .

  4. Enter comment and click Add comment.
    All comments can be viewed by clicking .

 

 More Actions for Sales Order 

  1. Clone a sales order from th  e sales order details page. 
    Click  and select Clone.

  2. Update a sales order as Mark Shipment as fulfilled from the sales order details page. 
    Click  and select Mark Shipment as fulfilled.

  3. For drafted sales order, click Mark as Confirmed to update the sales order status to Open.

  4. Lock a sales order to disable further editing of the quote. 
    Click  and select Lock, enter a reason for locking and click Lock.

  5. Unlock a sales order to re-enable editing.
    Click  and select Unlock, enter a reason for unlocking and click Unlock.

  6. Click Send Email to forward a sales order via Email.

  7. Click PDF/ Print to download a quote or print it.

  8. Select Cancel items to cancel sales order items from the details page.
    Click  and select Cancel Items. Select the items and quantity and click Cancel.

  9. Create Instant invoice from within Sales Order. Sales orders with open status can be converted to an invoice with modifications. or you can create instant invoice with same details, skipping the invoice creation step.

 

 Create Purchase Order 

  1. Navigate to the Finance tab of your project.

  2. Click on the Finance Modules drop-down and select Purchase Orders.

  3. Click Create Purchase Order button.

  4. Enter details and click Save as Draft to draft the sales order, or Save and Send to send the sales order to a recipient.

The Purchase Order will show up on the Purchase Order list view.

 Edit Purchase Order 

  1. Navigate to the Finance tab of your project.

  2. Click on the Finance Modules drop-down and select Purchase Orders.

  3. Hover over the purchase order you want to edit, click  and select Edit.

  4. Make required changes and click Save.

Alternatively, access the purchase order details page and click Edit below the purchase order Id.

 Delete Purchase Order 

  1. Hover over the Purchase Order you want to delete and click .

  2. Select Delete.

  3. Confirm your action and click Delete.

Alternatively, click  on the Purchase order details page and select Delete.

 Attach Files  to Purchase Order

  1. Navigate to the Finance tab of your project.

  2. Click on the Finance Modules drop-down and select Purchase Orders.

  3. Open the details page of the specific purchase order and click

  4. Select files to upload.
    The uploaded files can be viewed by clicking .

 

 Add/ view Comments  to Purchase Order

  1. Navigate to the Finance tab of your project.

  2. Click on the Finance Modules drop-down and select Purchase Orders.

  3. Open the details page of the specific purchase order and click .

  4. Enter comment and click Add comment.
    All comments can be viewed by clicking .

 

 More Actions for Purchase Order 

  1. Set an Expected Delivery Date for a purchase order.
    Click    on the details page and select Expected Delivery Date.

  2. Clone a purchase order from th  e purchase order details page. 
    Click    and select Clone.

  3. Update a purchase order as Mark as Received, Mark as Unreceived, or Mark as Canceled from the purchase order details page. 
    Click    and select Mark as Received, Mark as Unreceived, or Mark as Canceled.

    Once a purchase order is marked canceled, it cannot be used to create any transactions. To create any transaction, you need to reopen it.

  4. For drafted purchase order, click Mark as Issued to update its status to Open.

  5. Click Send Email to forward a purchase order via Email.

  6. Click PDF/ Print to download a quote or print it.

  7. Select Cancel items to cancel purchase order items from the details page.
    Click    and select Cancel Items. Select the items and quantity and click Cancel.

 

 Create Bills 

  1. Navigate to the Finance tab of your project.

  2. Click on the Finance Modules drop-down and select Bills.

  3. Click Create Bill button.

  4. Enter details and click Save as Draft to draft the bill, or Save and Send to send the bill to a recipient.

The bill will show up on the Bills list view.

 

 Edit Bills 

  1. Navigate to the Finance tab of your project.

  2. Click on the Finance Modules drop-down and select Bills.

  3. Hover over the bill you want to edit, click    and select Edit.

  4. Make required changes and click save.

Alternatively, access the bill details page and click Edit below the bill Id.  

 

 Delete Bills 

  1. Hover over the bill you want to delete and click   .

  2. Select Delete.

  3. Confirm your action and click Delete.

Alternatively, click    on the bill details page and select Delete.

 Attach Files  to Bills

  1. Navigate to the Finance tab of your project.

  2. Click on the Finance Modules drop-down and select Bills.

  3. Open the details page of the specific bill and click 

  4. Select files to upload.
    The uploaded files can be viewed by clicking .

 

 Add/ view Comments  in Bills

  1. Navigate to the Finance tab of your project.

  2. Click on the Finance Modules drop-down and select Bills.

  3. Open the details page of the specific bill and click .

  4. Enter comment and click Add comment.
    All comments can be viewed by clicking  .

 

 More Actions for  Bills

  1. Set an Expected Payment Date for an overdue bill.
    Click   on the details page and select Expected Payment Date. It can be viewed in the comments.

  2. Clone a bill from th  e details page. 
    Click   and select Clone.

  3. Convert to Open drafted bills.
    Navigate to the drafted bills details page, click Convert to Open.

  4. Select Record Payment to manually record payment & Save as Paid.
    Navigate to the bills details page, click Record Payment, enter details and click Save as Paid.

  5. View Journal to track the progress of the bills since it was saved and sent.
    Journal entries will not be available for Bills in the Draft state.

  6. Update the bills which are cancelled before being closed with payment as Void. 
    Navigate to the bills details page, click   and select Void.

  7. Click PDF/ Print to download a quote or print it.

 

 Add Expense 

  1. Navigate to the Finance tab of your project.

  2. Click on the Finance Modules drop-down and select Expenses.

  3. Click Create Expense button.

  4. Enter details, select Billable if applicable.

  5. Click Save as Draft to draft the expense, or Save and Send to send the sales order to a recipient.

The Expense will show up on the Expense list view.

 Edit Expenses 

  1. Navigate to the Finance tab of your project.

  2. Click on the Finance Modules drop-down and select Expenses.

  3. Hover over the expense you want to edit, click   and select Edit.

  4. Make required changes and click save.

Alternatively, access the expense details page and click Edit below the expense Id.  

 Delete Expenses 

  1. Hover over the expense you want to delete and click  .

  2. Select Delete.

  3. Confirm your action and click Delete.

Alternatively, click   on the expense details page and select Delete.

 Attach Files  to Expense

  1. Navigate to the Finance tab of your project.

  2. Click on the Finance Modules drop-down and select Expenses.

  3. Open the details page of the specific expense and click 

  4. Select files to upload.
    The uploaded files can be viewed by clicking .

 

 Add/ view Comments  to expense

  1. Navigate to the Finance tab of your project.

  2. Click on the Finance Modules drop-down and select Expenses.

  3. Open the details page of the expense bill and click .

  4. Enter comment and click Add comment.
    All comments can be viewed by clicking  .

 

 More Actions for  Expenses

  1. Set an Expected Delivery Date for a Expense.
    Click on the details page and select Expected Delivery Date.

  2. Clone an expense from th  e expense details page. 
    Click    and select Clone.

  3. For drafted expense, click Mark as Issued to update its status to Open.

  4. Click Send Email to forward a purchase order via Email.

  5. Click PDF/ Print to download a quote or print it.

  6. Select Cancel items to cancel purchase order items from the details page.
    Click   and select Cancel Items. Select the items and quantity and click Cancel.



Record an Expense

  1. Navigate to your project.
  2. Click Finance and select Expenses section.
  3. Click Create Expense and enter the required details.
  4. Add notes and attach receipts if required.
  5. Select Billable if applicable.
  6. Click Save.

Edit Expense  

  1. Navigate to your project.
  2. Click Finance and select Expenses section.
  3. Click on the required expense and click Edit.
  4. Update the required details and click Save.

Delete Expense  

  1. Navigate to your project.
  2. Click Finance and select Expenses section.
  3. Click on the required expense and click Delete.
  4. Confirm your action.

Include Expenses in Invoice  

  1. Navigate to your project and click Finance tab > Invoices.
  2. Select the required date range.
  3. Enable Include all unbilled expenses of the selected customer.
  4. Click Save.

Manage Expenses

The Expense tab is used to manage employee expenses and reimbursements. Unlike expenses under the Finance tab, expense entries created here:
  1. Support approvals
  2. Can be grouped into reports
  3. Are used for reimbursement tracking 

Create Expense Claims   

  1. Navigate to your project and select Expense tab.
  2. Select Expense Claims and click New Expense.
  3. Enter the Date and the Merchant details.
  4. Select the Category of the expense from the drop-down and enter the Amount.
  5. Enter the Description, Customer, and Reference if required.
  6. Add to Report by selecting an existing report or creating a new report.
  7. Attach receipts from your computer or cloud.
  8. Click Save and Close or Save and New.

Edit Expense Claims   

InfoApproved expenses cannot be edited.
  1. Navigate to your project and select Expense tab.
  2. For Unreported Expenses:
    1. Click More options and select Edit.
    2. Make the required changes and click Save and Close.
  3. For All Expenses:
    1. Open the required expense.
    2. Click Edit in the top-right corner.
  4. Make the required changes and click Save and Close.

Merge Expense Claims   

  1. Navigate to your project and select Expense tab.
  2. Under Expense Claims, select any two expenses.
  3. Click  and select Merge.
  4. Select a master expense.
  5. Click Continue.  

Delete Expense Claims    

  1. Navigate to your project and select the Expense tab.
  2. Under Expense Claims, select an expense.
  3. Click  and select Delete.
  4. Confirm your action.

Create Expense Reports   

  1. Navigate to your project and select the Expense tab.
  2. Select Expense Reports and click New Report.
  3. Enter the Report Name, Business Purpose, and Duration.
  4. Click Submit.

Submit Expense Reports   

  1. Navigate to your project and select the Expense tab.
  2. Select Expense Reports.
  3. Open the required report.
  4. Click Submit in the upper-right corner.
  5. Select the approver and click Submit.

Edit Expense Reports   

InfoApproved expense reports cannot be edited.
  1. Navigate to your project and select the Expense tab.
  2. Select Expense Reports.
  3. Open the required report.
  4. Click Edit in the upper-right corner.
  5. Make the required changes and click Save.

Delete Expense Reports   

  1. Navigate to your project and select the Expense tab.
  2. Select Expense Reports.
  3. Open the required report.
  4. Select the expense/report.
  5. Click Delete and confirm your action. 

View Project Profitability  

  1. Navigate to your project.
  2. Click Dashboard.
  3. View the Profitability Summary.
  4. Switch between Accrual and Cash view.

Delete Integration  

  1. Click > Marketplace > Zoho Apps.
  2. Select Zoho ERP.
  3. Click Disable Integration and then click Delete Integration.