Tip #2.1 Auto-updating shipment charges from multiple shipment records to sales orders in Zoho Inventory

Tip #2.1 Auto-updating shipment charges from multiple shipment records to sales orders in Zoho Inventory

Hello,

Hope you are doing good today.


Last week we saw how  we could convert our online sales orders into invoices automatically . This week, we will see how we can automate the process of adding up shipment charges from across multiple shipment orders and add the total shipment cost to a sales order or an invoice using custom functions. To make it easy on the reader, we have split this post into two parts. Part 1, or in other words this post will tell you how to apply this custom function to sales order. The subsequent post will tell you how you can do the same for your invoices.

How does this work?
Let's suppose you have a sales order containing 10 different items of varying quantities and availability. For some reason, you are unable to ship all of them together and so you ship them in 3 parts. Now, you have 3 shipment orders incurring different shipment charges. Normally, you'll have to obtain and add the shipment charges manually and then input the total number at the time of invoicing a customer.   

​ This can be quite tiresome. However, you can automate this using a custom function that captures shipment charges from every shipment associated with a particular sales order, adds them to arrive at a total shipment charge and updates this total to either your sales order or your invoice. 

Cool, are there any pre-requisites?
1) This automation will work only for manual shipments.
2) To update the total shipment charge to sales orders, all the items have to be shipped. 
3) You'll need to generate an auth token for your account. To do so, log in to your Zoho Account and then  click on this link before you begin setting up this custom function . Copy the auth token and keep it safe.

Alright, how do I set this up?

Method 1. Auto-updating total shipment charge to a sales order:

  • Open your Zoho Inventory.

  • Click on the Gear icon from the top-right corner, and select Automation from the drop-down.

  • Inside the Automation page, click on the drop-down button adjacent to +New Workflow button to select Custom Functions from the drop-down.

  • Give your workflow a name without any spaces between words.

  • Set Module as Sales Orders. 

  • Set the condition as: "When a Sales Order is created or edited".

  • Execute the Workflow "when any field is updated". and choose "Everytime".

  • Click on the advanced filter and set the condition as: "When Shipment Status is Shipped".

  • Finally, you are required to set the trigger point for this function as "Immediate".

  • Copy and paste the code segment below into the Deluge pane:

authtoken = "Copy and paste your auth token here"; 

shipamt = List();

salesorderID = salesorder.get("salesorder_id");

refnum = salesorder.get("reference_number");

info refnum;

salesorderdate = salesorder.get("date").toDate();

organizationID = organization.get("organization_id");

//replace authtoken and orgid

response = invokeurl

[

url :"https://inventory.zoho.com/api/v1/salesorders/" + salesorderID + "?authtoken=" + authtoken + "&organization_id=" + organizationID

type :GET

];

so = response.get("salesorder");

pkg = so.get("packages").toList();

sid = List();

for each pk in pkg

{

sid.add(pk.get("shipment_id"));

}

i = 0;

sumamt = 0;

for each index i in sid

{

resp = invokeurl

[

url :"https://inventory.zoho.com/api/v1/shipmentorders/" + sid.get(i) + "?authtoken=" + authtoken + "&organization_id=" + organizationID

type :GET

];

shipdet = resp.get("shipmentorder");

charges = shipdet.get("shipping_charge").toDecimal();

sumamt = sumamt + charges;

}

info sumamt;

bson = Map();

bson.put("salesorder_number",salesorder.get("salesorder_number"));

bson.put("customer_id",salesorder.get("customer_id"));

bson.put("shipping_charge",sumamt);

fin = zoho.inventory.updateRecord("SalesOrders",organizationID,salesorderID,bson);

info fin.toMap().get("message");

  • Make sure you copy and paste the auth token number that you had generated earlier to line 1 of this code fragment that says: authtoken = "Copy and paste your auth token here";

  • Hit Save to finish.

Now every time you have a Sales Order in Shipped status, the total shipment charge will be calculated and added to the sales order automatically. If you have any questions, email them to support@zoho-inventory.com

Please check out the part 2 of this post titled " Tip #2.2 Auto-updating shipment charges from multiple shipment records to invoices in Zoho Inventory" in our forums. Thanks!

Your everyday end user,
Ajay Aadhithya Chandrasekaran
Zoho Inventory

    • Recent Topics

    • In App Auto Refresh/Update Features

      Hi,    I am trying to use Zoho Creator for Restaurant management. While using the android apps, I reliased the apps would not auto refresh if there is new entries i.e new kitchen order ticket (KOT) from other users.   The apps does received notification but would not auto refresh, users required to refresh the apps manually in order to see the new KOT in the apps.    I am wondering why this features is not implemented? Or is this feature being considered to be implemented in the future? With the

    • Every time an event is updated, all participants receive an update email. How can I deactivate this?

      Every time an event is updated in Zoho CRM (e.g. change description, link to Lead) every participant of this meeting gets an update email. Another customer noticed this problem years ago in the Japanese community: https://help.zoho.com/portal/ja/community/topic/any-time-an-event-is-updated-on-zohocrm-calendar-it-sends-multiple-invites-to-the-participants-how-do-i-stop-that-from-happening

    • Online Assessment or any aptitude test

      This video is really helpful! I have one question — if I share an assessment form link (through email or with the application form on my career page), how does Zoho Recruit evaluate it? Can a candidate use Google or external help while taking the test,

    • How can I filter a field integration?

      Hi,  I have a field integration from CRM "Products" in a form, and I have three product Categories in CRM. I only need to see Products of a category. Thanks for you answers.

    • Email task creator when task is updated/marked complete

      I am looking for a way to notify the creator of a task in zoho todo when - Task is updated Task is closed Comments entered 1 and 2 are critical, and I cannot find a zoho flow to do this. There is no way that as a manager I will know when someone has completed

    • How to move emails to Shared Mailbox?

      Hello, I created a Shred Mailbox instead of using a distribution group. But I cannot move previous emails to certain shared mailbox. Is it possible move some emails from inbox to shared mailbox?

    • How to implement new online payment gateway?

      Hello, Can you tell me how to proceed to implement my local payment gateway? DIBS has an open avaiable API that should be easy to implement into ZOHO BOOKS. http://tech.dibspayment.com/dibs_payment_window

    • Zoho CRM - Portal Users Edit Their Own Account Information

      Hi Community, I'm working on a client portal and it seems like the only I can make the Account record editable to the Contact, is if I add another lookup on the Account to the Contact record. Am I missing something as the account already has a list of

    • I’ve noticed that Zoho Sheet currently doesn’t have a feature similar to the QUERY formula in Google Sheets or Power Query in Microsoft Excel.

      These tools are extremely helpful for: Filtering and extracting data using simple SQL-like queries Combining or transforming data from multiple sheets or tables Creating dynamic reports without using complex formulas Having a Query-like function in Zoho

    • Connecting Zoho Mail with Apollo.io

      Hi, I am trying to connect my Zoho Mail account with my Apollo.io account to start sending cold email for prospecting purposes. I have activated the IMAP setting but I am still unable to connect to the Apollo account. I am using my email credentials but

    • Where does this report come from in the Zoho One ecosystems?

      Is this directly from MA, Analytics or ??? ???

    • Contact's title in "Contact Role Mapping"

      When I'm creating a deal, I'd like to see the contacts title in the listing. Right now, I only see this: How can I get the contact's title in there?

    • Zoho CRM - Client Portal - Hide Notes Related List

      Hi Community, I'm building a customer portal and I can't find a way to hide the notes related list. I don't want the client to see the notes I have about them. Is there a way to do this as it is no bin/trash icon when I hover over.

    • "Pivot Table" Conditional Formatting

      Team, I there a way to use conditional formatting a "Pivot Table"  report? Thanks, Arron Blue Pumpkin Hosting | Solutions Made Simple

    • How many clients can be added to Zoho Practice?

      How many clients can be added to Zoho Practice without having their zoho app?

    • Stage History

      when viewing a ticket , and you look at stage history tab (kanban view) and look at the stage duration column in days, it shows the current stage of the ticket as " current stage ". Should it not rather show the amount of days it has been in that current

    • Send Automated WhatsApp Messages and Leverage the Improved WhatsApp Templates

      Greetings, I hope all of you are doing well. We're excited to announce a major upgrade to Bigin's WhatsApp integration that brings more flexibility, interactivity, and automation to your customer messaging. WhatsApp message automation You can now use

    • Automating Ticket Responses Using Zoho Desk's AI Features

      We’re looking to set up an automation within Zoho Desk that can analyze incoming emails or tickets and automatically respond with relevant knowledge base articles based on the content of the request. Could you please guide us on how to configure this

    • Optimising CRM-Projects workflows to manage requests, using Forms as an intermediary

      Is it possible to create a workflow between three apps with traceability between them all? We send information from Zoho CRM Deals over to Zoho Projects for project management and execution. We have used a lookup of sorts to create tasks in the past,

    • Service locations are tied to contacts?

      Trying the system out. And what I discovered is that it seems that the whole logic of the app is, I'd say, backwards. There is a Customer - a company. The company has contact persons and service locations can be associated with different contact persons.

    • Enhancements to Zoho Maps integration tasks

      Hello everyone, We're excited to announce enhancements to the Zoho Maps integration tasks in Deluge, which will boost its performance. This post will walk you through the upcoming changes, explain why we're making them, and detail the steps you need to

    • Bug in Total Hour Calculation in Regularization for past dates

      There is a bug in Zoho People Regularization For example today is the date is 10 if I choose a previous Date like 9 and add the Check in and Check out time The total hours aren't calculated properly, in the example the check in time is 10:40 AM check

    • Cliq iOS can't see shared screen

      Hello, I had this morning a video call with a colleague. She is using Cliq Desktop MacOS and wanted to share her screen with me. I'm on iPad. I noticed, while she shared her screen, I could only see her video, but not the shared screen... Does Cliq iOS is able to display shared screen, or is it somewhere else to be found ? Regards

    • UPS Label size when generated via Zoho

      We've integrated UPS with Zoho inventory. When creating and downloading the shipping labels they are created in a larger paper size. I'd like them to be generated to print on a 4x6 printer. Zoho have told me I need to do this within our UPS portal. UPS

    • Narrative 12: Sandbox - Testing without the risk

      Behind the scenes of a successful ticketing system: BTS Series Narrative 12: Sandbox - Testing without the risk What is a sandbox environment? A sandbox environment is a virtual playground that allows you to test freely and experiment with various elements

    • Dynamically catching new file creations

      I have a team folder with many subfolders, and in those folders we add new documents all the time. I'd like to have a workflow or script to notify me (and then take other actions) when a file is added anywhere in that structure that ends in "summary.txt".

    • Announcing new features in Trident for Mac (1.27.0)

      Hello everyone! Trident for macOS (v1.27.0) is here with new features and enhancements to improve scheduling and managing your calendar events. Let's take a quick look at them. Stay aligned across time zones. Both the scheduled and original time zones

    • Branding of native system emails

      Make system emails adjustable in terms of branding. We want our system to be completely white label, because it is not a CRM anymore, it's way more than that. We are following the strategy of "CRM for everyone" to use the CRM in all departments, not only

    • Slow uploads of large files

      I'm wanting to use Workdrive for transferring large images and video (we're talking things from 100MB-5GB). I'm running solo on a 500MBit/sec fiber connection. I'm getting upload speeds to Workdrive of no more than about 1-3Mbytes/sec when going through

    • Notes of Tasks in Zoho CRM

      Hello, Is there a way to filter the Notes that appear on a Task to only show the notes related to that specific Task and not display all the Notes of the objects related to that Task (Accounts, Contacts, Deal, etc). In essence, our team struggles to understand

    • Migrate Your Notes from OneNote to Zoho Notebook Today

      Greetings Notebook Users, We’re excited to introduce a powerful new feature that lets you migrate your notes from Microsoft OneNote to Zoho Notebook—making your transition faster and more seamless than ever. ✨ What’s New One-click migration: Easily import

    • need to upload from airtable to google drive

      I have a zapier zap that automates between airtable and google drive. When a customer uploads a new file into airtable via a client portal interface, zapier uploads that file into a folder linked to that customer's project record. I need to replicate

    • Can't delete functions that are associated with deleted workflow rules

      We have a handful of functions that were once associated with a workflow rule, but the rule has been deleted. The function still thinks it is associated so I can't assign it to a new rule. It is starting to get really messy because we have a list of functions

    • Default Sorting on Related Lists

      Is it possible to set the default sorting options on the related lists. For example on the Contact Details view I have related lists for activities, emails, products cases, notes etc... currently: Activities 'created date' newest first Emails - 'created

    • Credit Management: #1 Credit You Owe vs Credits Owed to the Business

      Think about the last time you ordered food online. You might have paid in advance through your card, but you received a $20 refund because your order got delayed or cancelled. In most apps, refunds don't go into the bank account directly; instead, they're

    • Tip #46- Turn Every Session into an Insight with Zoho Assist survey report- 'Insider Insights'

      Delivering exceptional remote support isn’t just about resolving issues, it’s about understanding how both customers and technicians experience each session. That’s where Survey Report in Zoho Assist come in. You can configure and customize survey questions

    • Enhancing Zia's service with better contextual responses and article generation

      Hello everyone, We are enhancing Zia's Generative AI service to make your support experience smarter. Here's how: Increased accuracy with Qwen One of the key challenges in AI is delivering responses that are both contextually accurate and empathetic while

    • Allow the usage of Multi-Select fields as the primary field on "Layout Rules"

      We want to force our users to enter some explanation strings when a multi-select field has been utilized. I can't understand the reason for the usage restriction of Multi-Select fields as a primary field. This is a simple "Display hidden mandatory field

    • CRM/Bookings integration edits Contact names

      Hi there, I've installed the extension that connects Zoho CRM and Zoho Bookings. When we get a new appointment from Bookings from an existing Contact, that Contact's record shows this: First Name was updated from asd to blank value Last Name was updated

    • Domain Change

      “Please update my Email-in domain from @biginmail.biginmail.in to @biginmail.zoho.com. Messages to the .in domain are bouncing.”

    • Next Page