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Admin |

Not everyone will have access to your Books—these users are mapped over from the CRM. Please enter all the information below for an Admin role (can see, edit, delete anything), and specify which users you would like to have access to Books other than the Admin role and their permissions as well.
Basic Setup of Zoho Books requires the input of the following information:
Industry Type
Primary Contact
Fiscal Year
Report Basis (Choose between Accrual—you owe tax as of invoice data, or Cash—you owe tax based on payment receipt)
Time Zone
Date Format you would like on your documents (Ex: 01/01/2018, 01/01/18, January 01,2018, Jan 01,2018)
Company ID
Tax ID
First Day of Work Week (Sun, Mon, or Sat)
Timesheet Rounding (no rounding, round up or down, round to nearest whole number)
Transaction approval (can select sales or purchase transactions or neither)
Attach PDF file or encrypt PDF (applicable to invoices)
Discounts (none, at line item level, or at invoice level)
Additional Charges (shipping, other adjustments)
Can round to nearest whole number for sales transactions (yes or no)
Are items sold at rates inclusive of tax? (tax inclusive, tax exclusive, or both)
Add a field for salesperson? (helps to track sales reps through reports if yes)
Weekly Summary Report sent to all Admin Users? (yes or no)
Tax Rates (list name, tax agency, and rate %)
Tax Exemptions (need reason, association, and description)
Reporting Tags
Attach your preferred Invoice Template.
Including any colors or fonts in the notes below.
Attach your preferred Sales Order Template.
Including any colors or fonts in the notes below.
Attach your preferred Purchase Order Template.
Including any colors or fonts in the notes below.
Attach your preferred Email Template.
Including any colors or fonts in the notes below.
Automation—which of the above email templates would you like automatically sent? When? From who and to whom?
Automation Name Triger Action Template name From Address To Address

Roles

Universal

This role applies to users who need to see all records in the system. For most businesses the majority of users will be on this Role.

Limited to Own Records

This role is used for users who will only need to see the records that belong to them. With a recent update with Zoho a record can now belong to more than one user.

Custom

Please use this section to describe a custom hierarchy of how you would like to grant or restrict access to certain records. For instance you may have a senior partner with high level contacts and you may not want that person’s contact list shared with the rest of the company or maybe you do but you only want to share certain information.

Profiles


Profiles are used to govern what users can do with the records they have access to. For instance a Sales Rep may be able to view Edit and Delete Leads but once they are an account they should only be able to View and Edit the Record. Start by describing your user groups and in general what their functions are. This will help you determine all the options in the matrix on the following page.

Admin

Admin user profiles should be reserved for no more than a couple of Key personal who are senior employees, Owners. This profile has the keys to the kingdom and should be safeguarded.

Sales Managers

This role is used for users who will only need to see the records that belong to them. With a recent update with Zoho a record can now belong to more than one user.

Operations Managers

This profile should be for Managers. Generally management can import records, Delete and approve and perform bulk actions.

Sales and Marketing

This profile should be for sales and marketing employees. Please note that you may want to separate Sales and Marketing depending on your company’s processes.

Operations

This profile is for all operational users.