General

This section lets you configure your Zoho ERP organization based on your business requirements, and also the settings for various modules that include sales, purchases, projects, and more.

To configure the general preferences for your organisation:

• Go to Settings.
• Under Organization Settings section, select General under Setup & Configurations.
• In the General page, configure the following preferences:

PAN Validation For Customers and Vendors

Enable this option to validate your customers’ and vendors’ PAN (Permanent Account Number) details using Signzy, a trusted third-party validation partner. Whenever you add a customer or vendor to Zoho ERP, you can click Validate PAN to check if the customer’s or vendor’s PAN details are accurate.

First Day Of Your Work Week

By default, Zoho ERP sets Sunday as the first day of the work week. You can change it based on your preference. When you update this, Zoho ERP adjusts the calendar view across the application. This helps you select dates accurately when you create transactions. For example, if you choose the first day as Monday, the calendar will start from Monday when you choose dates for invoices.

PDF Attachments

Choose one of the following preferences:

• Attach PDF file with the link while emailing the invoice or quote?: Choose this option if you want to include the PDF of the corresponding transaction when sending it to a customer.
• I would like to encrypt the PDF files that I send: Choose this option if you want to encrypt the transaction PDFs when sent to a customer. This way, the PDF cannot be edited, or cannot be converted into another format.

Discounts

You can apply discounts at different levels for your sales transactions, either at the line-item level, or at the transaction-level. Based on how you provide discounts to your customers, choose one of the following preferences:

• I don’t give discounts: Choose this option if you don’t provide any discounts to your customers.
• At Line Item Level: Choose this if you provide discount for each line item included in a transaction. Then, choose a preference on how the discount must be applied:
  • Discount Exclusive of Tax: Select this option to apply discount on the line item, excluding the tax applied on it. For example, if the item costs ₹100 and tax applied is ₹10, a 2% will be applied as discount. So, the price of the item is ₹100 - ₹2 = ₹98 + ₹10 = ₹108.
  • Discount Inclusive of Tax: Select this option to apply discount on the line item, including the tax applied on it. For example, if the item costs ₹100 and tax applied is ₹10, a 2% will be applied as discount. So, the price of the item is ₹100 + ₹10 = ₹110 - ₹2.2 = ₹107.8.
• At Transaction Level: Select this if you provide discount for the entire transaction. Then, choose your preference on how the discount must be applied:
  • Discount Before Tax: Choose this if you want to apply discount to the total amount before the tax is added. For example, if the transaction costs ₹500, and a 5% of discount is applied before ₹15 is added as a tax, then, the total amount for the transaction is ₹500 - 5% = ₹475 + ₹15 = ₹490.
  • Discount After Tax: Choose this to apply discount to a transaction after the tax amount is added to its total. For example, if the transaction’s total amount is ₹500, and a tax of ₹15 is applied to it, the total amount becomes ₹515. Now, when you apply a 5% discount to the transaction, the total becomes ₹515 - 5% = ₹489.25.
• At Line Item Level and at Transaction Level: Select this to apply discounts to both individual line items and the entire transaction. Note that the discounts will be applied to the line items and the transaction before tax is calculated.

Additional Charges

The Additional Charges lets you add extra amounts to your transactions art from the cost of line items and calculated taxes. You can use them to apply shipping charges or adjustment amounts, such as handling fees or rounding off differences, directly to transactions. The available options include:

• Adjustments
• Shipping Charges

Taxes Included in Item Prices

Choose how you want to apply taxes to items in the transactions. The available options include:

• Tax Inclusive: The tax amount is included in the line item’s price.
  • You can choose to round off tax amounts at the At Line Item Level and At Transaction Level.
• Tax Exclusive: The tax amount is added to the line item’s price.
  • You can choose to round off tax amounts at the At Line Item Level and At Transaction Level.
• Tax Inclusive or Tax Exclusive: The tax amount will be added to the line item’s price based on the following preferences:
  • At Line Item Level: The tax amounts will be rounded off for each line item.
  • At Transaction Level: The tax amounts will be rounded off for all the items at the transaction level.
  • Default System Preference: If the items are tax inclusive, the tax amounts are rounded off at the line item level. If the items are tax exclusive, the tax amounts off at the transaction level.

Rounding Off in Sales Transactions

Choose how you want to round off the total amounts in your sales transactions. The available options are:

• No Rounding
• Round off the total to the nearest whole number
• Round off the total to the nearest incremental value.
  • If you choose this option, click Configure. In the pop-up that appears, choose the required Rounding Increment, and click Apply.

The selected preference will be applied to your sales transactions.

Sales Tax Rounding Off Increment

Zoho ERP lets you automatically round off tax amounts in your sales transactions. By default, the selected preference is set to No Rounding. To configure this:

• Click Configure.
• In the pop-up that appears, select the required Rounding Increment. The available options are: 0.005, 0.05, 0.5, and No Rounding.
• Click Apply.

The selected preference will be applied to your transactions.

Salespersons

If your organisation has salespersons, you can associate them with sales transactions such as invoices and sales orders to clearly identify who handled the sale. This helps you track ownership of transactions and maintain your sales processes accountable.

To assign a salesperson in Zoho ERP, select the I want to add a field for the salesperson option. Once assigned, you can monitor their activity using reports like Sales By Sales Person, which displays transactions handled by each salesperson.

Enable Profit Margin

Profit Margin is the difference between an item’s rate at which it is sold, and its cost price. In Zoho ERP, it shows the estimated cost price and gross profit margin for each line item in sales transactions by comparing it with the line item’s rate. This way, it helps businesses to monitor margins, set rates optimally, and keep track of profits from every sales transaction.

To enable Profit Margin in Zoho ERP:

• Go to Settings.
• Select General under Setup & Configurations.
• Under Profit Margin, check the Enable Profit Margin estimation at line item and transaction level option.
• Click Save.

The Profit Margin will be enabled. Once done, new columns will appear in the Item Table of sales transactions such as Quotes, Sales Orders and Invoices. It includes:

• Cost Price: It displays the estimated cost price for each line item. You can choose any one of the cost price estimation methods:

  • Purchase Rate: This method is available only for transactions converted from a bill or an expense and displays the amount associated with the item.
  • Inventory Valuation Method: It applies only to the items for which inventory-tracking is enabled. It estimates cost price for an item using the valuation methods like FIFO (First In First Out) or WAC (Weighted Average Costing) assigned when you create the item. For inventory items, the cost price will be estimated using the current available lots.
  • Item Record: The cost price you provided when you created the item will appear here.
  • Custom: It allows you to enter the cost price for the line item manually.

• Profit Margin: It displays the estimated gross profit for each line item based on its rate and cost price.

  • If you apply any discounts at the line item level, the profit margin for that line item decreases.
  • The profit margin for a transaction will be displayed below its Total amount. It is calculated using the subtotal and the total estimated cost prices of all line items. Any transaction level discount you apply will reduce the profit margin.
  • It does not include the other charges such as tax, shipping charges, adjustments, and more.

Configure Access for Fields

Once Profit Margin is enabled, new fields related to it are automatically created for Quotes, Sales Orders, and Invoices. You can configure role-based access for the Cost Price and Profit Margin fields to control which users can view or edit these fields.

To configure access for these fields:

• Go to Settings.
• Under Sales, select the module for which you want to configure access. For example, select Invoices under Sales.
• Navigate to the Field Customization tab.
• Hover over the Profit Margin or Cost Price field and click the More icon.
• Select Configure Access.
• In the pop-up, set the access level for each role:
  • Read and Write: Users can view and edit the field.
  • Read Only: Users can only view the field but cannot edit it.
  • Hide Field: The field will be hidden from users with this role.
• Click Save.

Billable Bills and Expenses

Choose a default account to track billable bills and expenses when you associate them with invoices. Once you set this account, Zoho ERP automatically uses it to track amounts whenever you invoice billable bills and expenses.

Note that this account applies only to non-inventory items. For inventory-tracked items, Zoho ERP always uses the item’s sales account, even if you set a default tracking account.

Set a Default Markup Percentage for your billable bills and expenses to recover the costs incurred on behalf of your customers and earn additional revenue. For example, if you incur an expense of ₹100, you can either invoice the same ₹100, or apply a markup and invoice ₹105 to your customer.

Weekly Summary Report

The Weekly Summary report provides a clear overview of all the transactions recorded during the week. To enable it, check the Send Weekly Summary report option. Once enabled, the report is sent to all the admins in your organisation.

Note that if you’ve integrated Zoho ERP with Slack, the report is sent to the selected Slack channel every week.

Document Copy Label

Choose how you want to label and print transaction PDF copies in Zoho ERP. You can print up to five copies and set a custom label for the number of copies you want to print. Set the Default print preferences from one to five copies, or select I will choose while printing to decide the number of copies each time you print.

Organisation Address Format

You can customise how your organisation’s address must appear on all the transaction PDFs. You can rearrange the existing placeholders, or add new ones using the Insert Placeholders dropdown to match your preferred address format.

Once you configure the required preferences, click Save at the bottom of the page.