Managing Inventory Templates

Table of Contents  [ Hide]

Creating Inventory Templates
Inventory Modules
Special Instructions
Inventory Template Tags
Modifying Inventory Templates
Deleting Templates
Managing Template Folders

With the Zoho CRM - Inventory Templates functionality, you can customize the Quote, Purchase Order, Sales Order and Invoice print layout as per your business requirements. As part of template customization, you can change the fields in the print layout, position of the company logo, look & feel of the layout and alignment of the line items (SKUs).

In Zoho CRM - Inventory Templates module, you can perform the following operations:

• Create Inventory templates
• ModifyInventory templates
• Delete Inventory templates
• Manage Template Folders

Creating Inventory Templates

You can create Inventory templates for sending customized quotes, sales orders, invoices, and purchase orders to the customers and your suppliers.

Inventory Modules

You can select the following primary modules and create template by linking with other secondary modules:

• Quotes: Quotes, Products, Users, Organization, Accounts, Contacts, and Potentials
• Purchase Orders: Purchase Orders, Products, Users, Organization, Vendors, and Contacts
• Sales Orders: Sales Orders, Products, Users, Organization, Accounts, Contacts, and Potentials
• Invoices: Invoices, Products, Users, Organization, Accounts, Contacts, and Potentials

Special Instructions

• In Inventory Template, "Product Name" is a mandatory field. If you are not adding this field products will not be listed.
• Ensure that tag for line items is present within <tbody id="lineItem"> and </tbody> tags.
• Use the ${companyLogo} tag for embedding your Company Logo in template.
• In addition to Inventory modules, you can merge fields from Users, Organization, Accounts, Vendors, Contacts, and Potentials modules in the template.
• Default template will be used in Print Preview, Export to PDF and Send Mail functions of Quotes, Orders, and Invoices.

Inventory Template Tags

While creating a template, you can use various tags from Users, Organization, Accounts, Contacts, Potentials, Vendors, Quotes, Sales Orders, Invoices, and Purchase Orders modules

List of User-related Fields

List of Organization-related Tags

To Customize Inventory Template

1. Click the Setup link.
2. In the Setup: Home page, under the Templates section, click the Inventory Templates link.
3. In the Inventory Templates home page, click the New Template button.
4. In the Select Template Module page, select the module (Quotes, Sales Orders, Invoices, or Purchase Order)
5. In the New Template page, specify the following:
   • Name (mandatory): Specify the name of the Email template.
   • Select Folder (mandatory): Select one of the available folders.
   • Set as Default: Select this option, if you want to select the newly created template automatically
     
   • Template Body: Create the Template by incorporating the fields from modules. In the Template Body field, specify the following:
     • Select the type of field from the Field Type pick list. You can select fields related to the module. 
     • Select the required fields from Available Merge fields drop-down list.
     • Copy the fields (for example, ${Quotes.Account Name}) from the Select Field drop-down list. Copy the field value displayed in Copy Merge Field value text box and paste in Template Body text area.
       Note: You can create a template with less than 32000 characters. If the template contains more than 32000 characters, extra characters will be truncated.
6. Click Save. The new template is displayed in the Inventory Templates home page.

Modifying Inventory Templates

To delete Inventory template

1. Click the Setup link.
2. In the Setup: Home page, under the Templates section, click the Inventory Templates link.
3. In the Inventory Templates home page, edit the required template.
4. In the Template page, specify the following:
   • Name (mandatory): Specify the name of the Email template.
   • Select Folder (mandatory): Select one of the available folders.
   • Set as Default: Select this option, if you want to select the newly created template automatically
     
   • Template Body: Create the Template by incorporating the fields from modules. In the Template Body field, specify the following:
     • Select the type of field from the Field Type pick list. You can select fields related to the module. 
     • Select the required fields from Available Merge fields drop-down list.
     • Copy the fields (for example, ${Quotes.Account Name}) from the Select Field drop-down list. Copy the field value displayed in Copy Merge Field value text box and paste in Template Body text area.
       Note: You can create a template with less than 32000 characters. If the template contains more than 32000 characters, extra characters will be truncated.
5. Click Save. The new template is displayed in the Inventory Templates home page.

Deleting Templates

Occasionally, you may need to remove some of the unnecessary inventory templates from the Zoho CRM system for a better user experience. You may consider removing inventory templates that are not useful for future reference.

To delete Inventory template

1. Click the Setup link.
2. In the Setup: Home page, under the Templates section, click the Inventory Templates link.
3. In the Inventory Templates page, delete the required template by clicking the Delete link.

Managing Template Folders

You can store all the inventory templates in an easy to access folders, which can be shared with other users.

To create Inventory templates folder

1. Click the Setup link.
2. In the Setup: Home page, under the Templates section, click the Inventory Templates link.
3. In the Inventory Templates page, click the New Folder button.
4. In the Folder Details do the following:
   • Folder Name: Specify name of the folder.
   • Description: Specify additional information about folder.
   • Accessibility Details: Select one of the following options:
     • All Users are allowed to view this Template Folder: Select if you would like to enable the folder access for all the users.
     • Show this Template Folder only to me: Select if you would like to enable the folder access only to you.
     • Allow the following users to view this Template Folder: Select the users or user roles that can access the folder.
       
5. Click Save.
   The new folder can be used while creating new inventory templates.