Function #37: Create a Purchase Order from a Quote

Function #37: Create a Purchase Order from a Quote



Welcome back everyone!

Last week, we learnt how to calculate the total number of activities for a lead and further take note of the activity count for particular dates. For instance, from the period of Demo to Negotiation. This week, let's look at a function that lets you create a Purchase Order instantly from a Quote.

Business scenario:

In any form of business, one of the most important things to do is to document the transactions. Naturally, negotiation, signing an agreement, placing an order, the actual transaction, transaction confirmation, etc also need to be documented. Zoho CRM provides you different modules specific to the business process. For instance, Deals module is for Negotiation, Quotes is for finalizing an agreement, Purchase Order is for customers to place orders for procurement of products or services and Sales Order is for confirmation of the transaction.

Going by the usual business process, negotiation comes first, followed by setting up an agreement and then the customer placing an order. In other words, you need to create a deal, quote and then a purchase order. Repeating the same procedure for many leads takes up a lot of your time.

What if you can save that time by making the record creation automated? Of course, you can still have a certain degree of control. For example, you can set a button to create a Purchase Order with information from a quote. Wouldn't that make your life simpler and save time?

Getting started with the custom function:
  1. Go to Setup > Customization > Modules > Deals > Links and buttons > Create new button.
  2. Provide a name for the button. For example: "PO from Quote". Add a description(optional).
  3. Select the placement of the button as View page.
  4. Select the action to be performed as "Writing function".
  5. Copy the code given below.
  6. Click “Edit arguments”.
  7. Enter the name as “quote” and select the value as “Quote Id”.
  8. Click Save&Execute Script.
  9. Save the script.
  10. Select the profiles who can view this button.
  11. Click Save.
The Code:

respMap = zoho.crm._getRecordById("Quotes", input.quoteId.toLong());
productDet=ifnull(respMap.get("product"),"");
productList=productDet.toJSONList();
pdlist=List();
for each eachProd in productList
{
eachProdDet=eachProd.toMap();
productDesc=ifnull(eachProdDet.get("Product Description"),"");
quantity=ifnull(eachProdDet.get("Quantity"),"0");
listPrice=(ifnull(eachProdDet.get("List Price"),"0.0")).toDecimal();
netTotal=(ifnull(eachProdDet.get("Net Total"),"0.0")).toDecimal();
linediscount=(ifnull(eachProdDet.get(("Discount")),"0.0")).toDecimal();
total=(ifnull(eachProdDet.get("Total"),"0.0")).toDecimal();
productId=ifnull(eachProdDet.get("Product Id"),"");
linetax=(ifnull(eachProdDet.get("Tax"),"")).toDecimal();
mp=map();
mp.put("Product Id",productId);
mp.put("Quantity",quantity);
mp.put("List Price",listPrice);
mp.put(("Discount"),linediscount);
mp.put("Total",total);
mp.put("Tax",linetax);
mp.put("Net Total",netTotal);
pdlist.add(mp);
}
paramap=map();
paramap.put("Products",pdlist);
paramap.put("Subject",ifnull(respMap.get("Subject"),""));
paramap.put("CONTACTID",ifnull(respMap.get("CONTACTID"),""));
paramap.put("Terms and Conditions",ifnull(respMap.get("Terms and Conditions"),""));
paramap.put("Description",ifnull(respMap.get("Description"),""));
paramap.put("Tax",(ifnull(respMap.get("Tax"),"0.0")).toDecimal());
paramap.put("Adjustment",(ifnull(respMap.get("Adjustment"),"0.0")).toDecimal());
paramap.put(("Discount"),(ifnull(respMap.get(("Discount")),"0.0")).toDecimal());
paramap.put("Sub Total",(ifnull(respMap.get("Sub Total"),"0.0")).toDecimal());
paramap.put("Grand Total",(ifnull(respMap.get("Grand Total"),"0.0")).toDecimal());
createResp = zoho.crm._create("PurchaseOrders", paramap);
return "PO created successfully";

Note:
  • The code is zoho.crm._getRelatedRecords for Version 1.0 of APIs.
Found this useful? Try it out and let me know how it works! If you have questions, do not hesitate to ask! Share this with your team if you find it useful. Do check out other custom functions shared in this series here.

See you all next week with another interesting custom function. Ciao!

    • Sticky Posts

    • Function #46: Auto-Calculate Sales Margin on a Quote

      Welcome back everyone! Last week's function was about displaying the discount amount in words. This week, it's going to be about automatically calculating the sales margin for a particular quote, sales order or an invoice. Business scenario Where there is sales, there's also evaluation and competition between sales reps. A healthy rivalry helps to better motivate your employees to do smart work and close deals faster and more efficiently. But how does a sales rep get evaluated? 90% of the time, it's

    • Zoho CRM Functions 53: Automatically name your Deals during lead conversion.

      Welcome back everyone! Last week's function was about automatically updating the recent Event date in the Accounts module. This week, it's going to be about automatically giving a custom Deal name whenever a lead is converted. Business scenario Deals are the most important records in CRM. After successful prospecting, the sales cycle is followed by deal creation, follow-up, and its subsequent closure. Being a critical function of your sales cycle, it's good to follow certain best practices. One such

    • User Tips: Auto-Create Opportunity/Deal upon Quote Save (PART 1)

      Problem: We use quotes which convert to sales orders but Users / Sales Reps do not create opportunities / deals and go straight to creating a quote. This leads to poor reporting. Implementing this solution improves reporting and makes it easier for users.

    • Custom Function : Automatically send the Quote to the related contact

      Scenario: Automatically send the Quote to the related contact.  We create Quotes for customers regularly and when we want to send the quote to the customer, we have to send it manually. We can automate this, using Custom Functions. Based on a criteria, you can trigger a workflow rule and the custom function associated to the rule and automatically send the quote to customer through an email. Please note that the quote will be sent as an inline email content and not as a PDF attachment. Please follow

    • Function #50: Schedule Calls to records

      Welcome back everyone! Last week's function was about changing ownership of multiple records concurrently. This week, it's going to be about scheduling calls for records in various modules. Business scenario Calls are an integral part of most sales routines.. Sales, Management, Support, all the branches of the business structure would work in cohesion only through calls. You could say they are akin to engine oil, which is required by the engine to make all of it's components function perfectly. CRM

      • Recent Topics

      • Converting XML to JSON

        Hi! I need to convert a variable in XML to JSON. Can i do it without using an API on deluge? I looked into the documentation but couldn't get any answers to this. Thank you in advance!

      • 元問い合わせメールに返信したときの統合処理

        ワークフロー作成したので備忘録です。 Zoho Desk で作成したメールアドレス宛てに既存のメールアドレスにきた問合せ先メールを転送してチケット作成を行っています。 元の問い合わせメールに返信、転送した際にRe,RE,re,Fw,FW,fwが件名の頭に付くため、その度に新規起票が乱立します。 メールの頭にRe,RE,re,Fw,FW,fwがある時それを除いた件名と同じ件名が既にチケット作成されていれば統合するワークフローを作成しました。 条件が緩いので既存チケットの検索で完了済みや5日以上前に作成したものは除いてもいいとは思います。

      • Marketing Automation Demo Video

        I would like to see a video demo for Marketing Automation.  Do you have one statashed away somewhere?

      • is it possible to add more than one Whatsapp Phone Number to be integrated to Zoho CRM?

        so I have successfully added one Whatsapp number like this from this User Interface it seems I can't add a new Whatsapp Number. I need to add a new Whatsapp Number so I can control the lead assignment if a chat sent to Whatsapp Phone Number 1 then assign

      • Automate Backups

        This is a feature request. Consider adding an auto backup feature. Where when you turn it on, it will auto backup on the 15-day schedule. For additional consideration, allow for the export of module data via API calls. Thank you for your consideration.

      • How to record GST amount for Value of Service on Inward remittance charged by bank

        Hi please advice I have a situation.    1. I have HDFC bank account 2. I have a customer who has done inward remittance for purcahses from overseas. 3. HDFC is showing Value of Service say $100 and GST @ 18%. 4. Value of Service is not charged. But  CGST

      • Sort by Project Name?

        How the heck do you sort by project name in the task list views??? Seems like this should be a no-brainer?

      • Project Statuses

        Hi All, We have projects that sometimes may not make it through to completion. As such, they were being marked as "Cancelled". I noticed that these projects still show as "Active" though which seems counter intuitive. In fact, the only way I can get them

      • I have a requirement to integrate Zoho Books with Zoho Projects at both project and task levels.

        Currently, when i create transactions in Zoho Books (Expenses, Invoices, Bills), we can only map them at the project level. However, our requirement is to: Map records at both project and task levels Sync these transactions back to Zoho Projects under

      • What’s New in Zoho Inventory — Latest Features, Integrations & Updates | December 2025

        Zoho Inventory has evolved significantly over the past months, bringing you smarter, faster, and more connected tools to streamline your operations. Whether you’re managing multichannel sales, complex fulfillment workflows, or fast-moving stock, our newest

      • Add Multiple Modules in Automation

        Right now I am trying to automate sending customer statements in WhatsApp, if they have overdue invoices, since customer has multiple invoices overdue I don't want to send repetitive message for those. Right now in automation you can only select 1 module,

      • Feature Request in Zoho Books : Tracking Inventory for Service Items

        At the moment, ZOHO Books don't allow to track inventory of Service Items (I just talked with customer care executive for confirmation). MY PROBLEM: I resell services Digital Signatures Certificates ( SAC ‐ 998319) and other similar services, I purchase

      • Create Tasklist with Tasklist Template using API v3

        In the old API, we could mention the parameter 'task_template_id' when creating a tasklist via API to apply a tasklist template: https://www.zoho.com/projects/help/rest-api/tasklists-api.html#create-tasklist In API v3 there does not seem to be a way to

      • Audio Recording Button needs work

        People struggle to understand how to record the audio - the mic button is tiny and barely visible. Please make the recording option more prominent and obvious and the upload file function should be secondary... (not taking up the majority of the space).

      • Enhancing user experience with Audio/Video Upload in Zoho Forms

        Hello form builders! Today, interactive forms are an integral part of websites and applications. While text-based inputs serve a variety of purposes, audio and video uploads can open up a world of possibilities for businesses. Imagine you are a talent

      • Early Preview for an Upcoming Enhancement to Zoho One - App Adoption and Feature Discovery

        Hello, Enterprise Support Community, We're excited to give you an early sneak peak at an upcoming enhancement to the Zoho One platform: new App Adoption & Feature Discovery components, designed to help our customers adopt the right tools to enhance their

      • You cannot send this email campaign as it doesn't have any eligible contacts in the selected mailing list. You can try adding contacts or choose other mailing lists.

        please help

      • Add Days In Stage to Filter Options for Pipeline

        We use the days in stage to see how long a ticket has been in a certain stage. But there is no option to see this via filters. eg if i wanted to see how many tickets over 5 days in a stage, there no way to do this. Currently we have to export a report

      • Integration problem between zoho crm and zoho forms for an update in zcrm, with two mapped custom fields

        Hello everyone, I need to correct an existing integration between Zoho CRM and Zoho Forms: the use case is that a user needs to send an email to a contact, who will click on a button in this email, redirecting to a Zoho Forms. The contact can update or

      • Purchase Order Quantity Validation Not Enforced During Bill Approval

        Hello Team, I would like to report a potential issue in the Purchase Order to Bill workflow. Steps to reproduce: Create a Purchase Order for an item with Quantity = 100. Approve/sign the Purchase Order. Convert the Purchase Order into a Bill. Change the

      • How do I add multiple contacts in a deal

        How do I add multiple contacts in a deal

      • Blueprint Not Triggering When Lead Status Is Updated by Workflow (IndiaMART Integration)

        I have set up a blueprint that triggers when a lead’s status is “New Lead.” Our CRM is integrated with IndiaMART, and when leads are created from IndiaMART, their Lead Status is initially set to None. To handle this, I created a workflow that automatically

      • Add multiple users to a task

        When I´m assigning a task it is almost always related to more than one person. Practical situation: When a client request some improvement the related department opens the task with the situation and people related to it as the client itself, the salesman

      • Journey vs Campaign Confusions

        Hi there! I hope you're all doing great! I'm new to the Zoho MA and I'm confused between Journey and Campaigns. I'm not sure if these two work together or not. I hope you can enlighten me. What I'm trying to do is setting up a Newsletter. 1. We have a

      • The 3.1 biggest problems with Kiosk right now

        I can see a lot of promise in Kiosk, but it currently has limited functionality that makes it a bit of an ugly duckling. It's great at some things, but woeful at others, meaning people must rely on multiple tools within CRM for their business processes.

      • Zoho Webinar not sending calendar entry into Outlook or other calendars

        Dear All, I am using Zoho Webinar for last few months and noted that when a attendee registers at the webinar link he gets an email will intimating his registration and link to webinar. He also get few file ( for Outlook, Google calendar etc) which he

      • Ticket Status

        HI, Any idea on how to create other options for this header??? I want to add an "Ordered" status. Its under "tickets" in Overview, I need a new status created (see second picture)

      • Turning off the recorded welcome in Zoho Webinar

        Is there a way to turn off the recorded voice that comes up at the beginning of every webinar session? It devalues the experience for attendees from feedback, interrupting their connection with our brand and delaying webinar start unnecessarily.

      • Client Script | Update - Client Script Support For Custom Buttons

        Hello everyone! We are excited to announce one of the most requested features - Client Script support for Custom Buttons. This enhancement lets you run custom logic on button actions, giving you greater flexibility and control over your user interactions.

      • Save embed widget personalizations

        Ok, Zoho, Great work on providing PRICING TABLES via the embed widget. Thanks so much. This changed the game for me Only one slight problem....I can't seem to save my widget settings. I'm still building my products and plans but I'm testing how they look

      • Problem with UTM Parameters: Zoho Forms - Zoho Desk Integration

        Hi Zoho Support Team, I want to automatically capture UTM Parameters from my website URLs and pass it from Zoho Forms into Zoho Desk. I have activated the UTM tracking feature. I've integrated the UTM Tracking code in my website footer on all pages. I've

      • Team folder not created when creating project using zoho flow

        When I try to automate project creation using zoho flow, and I have enabled workdrive integration to automatically create team folders to attach to the project, this only works when I create a new project through the UI. But I am trying to automate project

      • Add an option to deactivate Zoho Meeting "Welcome" message

        My request is to provide an option to deactivate the annoying Zoho Meeting "Welcome" voice when participants join meetings... or remove it all together. First impressions count, especially with new clients. This notification reminds me of the AOL "You've

      • Service line items

        Hello Latha, Could you please let me know the maximum number of service line items that can be added to a single work order? Thanks, Chethiya.

      • SalesIQ > My Chat sort by Unread or Follow-up

        Hi Zoho SalesIQ Team, I would like to submit a feature request regarding the My Chat > Sorting in the SalesIQ UnRead Follow-up Conversation tags Thank you for considering. Best regards, CJ

      • Record sharing for Activities modules in CRM

        Hello everyone, We've got a few quick enhancements to what we covered in this previous announcement: record sharing is now available for Activities modules. 1. Sharing Tasks, Meetings, and Calls Until now, activity records could only be shared indirectly

      • SalesIQ : How to disable "Idle chat handling" ?

        Hello SalesIQ Team. SalesIQ, How to disable "Idle chat handling" ? I would like to disable the option “Automatically close chats that have been idle for a specified amount of time.”

      • How do I create an update to the Cost Price from landed costs?

        Hi fellow Zoho Inventory battlers, I am new to Zoho inventory and was completely baffled to find that the cost price of products does not update when a new purchase order is received. The cost price is just made up numbers I start with when the product

      • Facturation électronique 2026 - obligation dès le 1er septembre 2026

        Bonjour, Je me permets de réagir à divers posts publiés ici et là concernant le projet de E-Invoicing, dans le cadre de la facturation électronique prévue très prochainement. Dans le cadre du passage à la facturation électronique pour les entreprises,

      • Function and workflow to create customer payment and send receipt

         I am attempting to set up a workflow/custom function for the automatic creation of a customer payment and sending the email receipt, but am receiving the error "Improper Statement Error might be due to missing ';' at end of the line or incomplete expression" I've been over everything several times and cannot see where the error is (code is copied into the attached document).  I haven't used custom functions before with Deluge, so it's very likely something very simple, or I've completely mucked

      • Next Page