Step 2: Updating Customer and Vendor databases

Step 2: Updating Customer and Vendor databases

Introduction

Manually update Customer and Vendor details to comply with eInvoicing, or bulk update databases with Zoho's import-export methods 

Update Individual Customer and Vendor Details

  1. Navigate to and edit either a customer or vendor :
    1. for customer details navigate to Sales > customers > select customer > Edit 
    2. for vendor details navigate to Purchases > Vendors > select vendor > Edit 
  2. Open "Custom fields"
  3. Fill in all fields where applicable:
    1. Select if the customer is an individual or business via the Zoho books provided check boxes on the top of the profile
    2. Customer name, Company name and display name - all details pertaining to the customer's identity
      3. Notes
      1. for individuals, you will still need to fill in all fields (customer, company and display name),
        you may copy the same name for all three in this case. 
    3. Email - the email customers wish to be contacted with 
    4. Phone - Phone number of the customer 
      Ensure all Phone number fields do not contain any spaces or special characters or there will be errors in the eInvoicing process
      Info
      Make sure to also update the "Address" page of the customer profile with all required details as well.
    5. Registration number 
    6. Registration number scheme (select what type of Registration number is being used above)
    7. TIN - your customer's LATEST Tax identification Number. 
    8. MSIC code - identifier for what business category the customer is in 
    9. SST Registration Number and Tourism Tax registration number 
      1. Leave as "NA" if customer does not have these
  4. Review details
  5. Save 
non-mandatory fields are advised to be filled in for better cataloging if possible

Bulk Update Customer and Vendor Details 

NOTE: import / export steps apply to every module, should bulk updating be necessary.

How to export database for bulk updating 

  1. Navigate to either customer or vendor module :
    1. for customer export navigate to Sales > Customers
    2.  for vendor export navigate to Purchases > Vendors 
  2. Open the 3-dot menu on the top right of the page and select Export [module name] 
  3. In the popup menu, select all fields that are necessary 
    1. It is advised to work entirely with the CSV format 
    2. Fill in a password for the document if necessary 
  4. Export 
  5. Open file 
    1. All eInvoice related fields are prefixed with CF. 
    2. Update all relevant fields 
    3. Ensure all number fields are formatted to be plain numbers with no decimals or units. 
    4. Save file in CSV format

How to import database for bulk updating 

  1. Navigate to relevant module :
    1. for customer export navigate to Sales > Customers
    2.  for vendor export navigate to Purchases > Vendors 
  2. Open the 3-dot menu on the top right of the page and select "Import [module name]" 
  3. Select relevant option (if you exported contact persons) and "continue" 
  4. Drag and drop or upload file with the "upload" button 
  5. To add all new eInvoice information to existing customers, select "overwrite customers" and click "next". 
  6. Ensure all fields are assigned their corresponding data
    1. For empty fields that are duplicated of another field in the list, assign the data name that contains "_1" in it (refer to sec.43-50 in the video above)
    2. All eInvoice related fields are labeled CF. same as before, ensure all are matched. 
  7. Click "next", and in the next window ensure no data is missing and there are no errors in the importing
  8. Click "import" 
  9. Ensure all data is present and correct in every profile.