Zoho

The Zoho module, located in the Integrations group, is an add-on module that can be installed from the Plugin module. After installing the plugin, a new module is added that integrates with the Zoho CRM. This plugin integrates with Zoho Professional, Enterprise, or Ultimate. CRM Plus is not supported at this time. Additional connections can also be purchased to connect to multiple Zoho accounts.

Install

The documentation on this page is for the most recent version of the Zoho plugin. To get the most recent version, Update Fishbowl.

1. In any Fishbowl Client, open the Plugin module, located in the Integrations group.
2. Select the Zoho plugin and click Install.
3. Completely close all Fishbowl Clients.
4. Exit the Fishbowl Server by right-clicking the Fishbowl Server tray icon and selecting Exit.
5. After re-opening the Fishbowl Server, the admin user can access the Zoho module from any Fishbowl Client by opening the Integrations group.
6. To grant access to additional users, assign the Zoho-View access right to the appropriate groups in the User Group module.

Setup

Complete the steps below to configure the Zoho integration.

1. Click the Settings button on the module toolbar of the Zoho module.
   
2. Click the Connect button and sign into Zoho.
   File:Zoho Login.png
3. Select the Import Order Type and Export Order Type and then click the Save button at the bottom of the window to save the Zoho settings.

The Clear Login Credentials checkbox clears the cache of the Fishbowl browser allowing you to connect with different user credentials. If this option is used to change an existing connection to a completely different Zoho account, all the existing product and order links will become invalidated. Fishbowl Support will need to be contacted to remove those existing links.

TABS

Several plugins in Fishbowl have a standardized layout. Some of the images below show the options that are most common between all plugins. Any additional Zoho options or notes are included at the bottom of each section.

Order Import

• Schedule - Select the Active checkbox to import orders on a set schedule. Click the Run task button to run the scheduled task right now. Data that has changed since the Last Sync date will be synchronized. This date will be updated automatically after a sync, or it can be manually edited to adjust which data will be synchronized. If additional options are available, they can be enabled by selecting Use Advanced Options at the bottom of the Schedule section.
  

Order Settings

Additional order data will be imported and displayed on the Details tab of the Sales Order module.

• Order field mapping - Use the mapping table to map Zoho order fields to Fishbowl order fields. If no field is mapped to the Fishbowl Order Number, then it will be generated by Fishbowl. If no date field is mapped to the Fishbowl Date Scheduled, then it will be set to the date of import.
• Salesperson - Sales orders will be created using this salesperson.
• Accounting Class - If there is no class mapped from Zoho, sales orders will be created using this class as the sales order class.
• Payment Terms - If there are no payment terms mapped from Zoho, sales orders will be created using this payment term.
• Shipping Terms - If there are no shipping terms mapped from Zoho, sales orders will be created using these shipping terms.
• Priority - The default priority to be set on imported orders.
• Use customer properties - Pull customer properties to the order such as salesperson, class, payment terms, shipping terms, and priority. If available, these will override the default values selected above.
• Order Number Prefix - Define a short prefix that will be applied to the imported order numbers. The prefix will not be added if the Fishbowl Generated SO Number is being used as the order number.
• Discount Item - Select the flat rate discount type that will be added as a line item to imported orders.

Additional Zoho information

• Combine All Discounts - Enabling this option will sum up all of the line item discounts and apply them as one order discount.
• Add Discount Code To Notes - Enabling this option will add the discount code to the line item notes.

Order Item Settings

• Item field mapping - Use the mapping table to map Zoho order item fields to Fishbowl order item fields. If the Fishbowl price is not mapped, then the price from the Fishbowl product will be used and any applicable pricing rules applied. If the Fishbowl description is not mapped, then the description from the Fishbowl product will be used.
• Shipping item - Select the shipping type product that will be added as a line item to orders when applicable. It will contain the shipping price to be paid by the customer.
• Ignore miscellaneous items - If this option is selected, Zoho order items that are not related to an actual Zoho product record will be ignored and no Fishbowl line item will be created.
• Enable order import product linking - Zoho order items will be matched to Fishbowl products based on the defined field mapping. If the Zoho product has been linked by ID to a Fishbowl product, that will take precedence.

• Product field - The Fishbowl product field that will match the selected Zoho item field.
• Zoho item field - The Zoho order item field that will match the selected Fishbowl product field.

Location Group Settings

• Use default location group - Select a default location group for imported orders.
• Use location group mapping - This option is not currently available in the Zoho plugin.

Order Status Mapping

Use the table to assign Zoho order statuses to Fishbowl order statuses. The Order Import task will only import orders from Zoho that are in a status assigned to a Fishbowl order status. If the Fishbowl order status is set to Historical, the order will be imported into Fishbowl, but it will not affect inventory or accounting. At least one active status mapping is required to use the Order Import task.

Customer Settings

Use the options below to determine how customers are created in Fishbowl and what information is imported into Fishbowl.

• Enable multi-currency settings - Order prices will be converted from the channel order currency to the Fishbowl currency assigned to the mapped customer. Requires Fishbowl currency conversion to be enabled.
• Enable advanced mapping settings - Opens up additional customer mapping options and control over customer creation.
• Use a default customer for all orders - This option will associate all imported sales orders with the customer selected in the Customer field. This could be used with a generic Fishbowl customer such as Zoho Customer.

• Use order billing address - Use the billing address from the Zoho order instead of the address for the default customer.
• Use order shipping address - Use the shipping address from the Zoho order instead of the address for the default customer.

• Use the order customer and addresses - This option will import the addresses and customer from the Zoho order instead of using a generic customer.

• Field - Select the Zoho field that contains the customer name that should be imported into Fishbowl.
• Alternate Field - An alternate field mapping when the primary mapping does not contain data.

Additional Zoho information

• Coalesce order addresses - If one address is missing, use the existing address for both the shipping and billing address.

Carrier Settings

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• Use a default carrier - When selected, all orders imported from Zoho will use the selected carrier. If this option is unchecked, carriers can be mapped between Fishbowl and Zoho. Each mapping will also set the Sales Order Priority so that Fishbowl users can identify orders with express shipping that need to be picked and shipped quickly.
• Use carrier mapping - When selected, the table can be used to map carriers between Zoho and Fishbowl.

Tax Settings

• Import Taxes - When selected, the tax amount from the Zoho order will appear on the Fishbowl sales order as a flat rate line item. The flat rate amount can be set to $0 in the Tax Rate module and then the correct total tax amount will be set when the order is imported from Zoho. If taxes are not imported, the Fishbowl payment will equal the order total before tax.

• Use Default Tax Item - With this option selected, the same tax item will be used for all orders.
• Use State Tax Mapping - This option allows different tax items to be used based on the Ship To state/province. If this option is enabled, the plugin will give an error when trying to import an order with a state that has not been mapped.
• Use Fishbowl Tax - Select a Fishbowl tax rate that will be used to calculate the order tax in Fishbowl. Tax calculations done by Fishbowl may differ from those done in Zoho.
  • Import Zoho tax as line item note - Import the Zoho tax as a line item note in Fishbowl.

Order Export

• Schedule - Select the Active checkbox to export orders on a set schedule. Click the Run task button to run the scheduled task right now. Data that has changed since the Last Sync date will be synchronized. This date will be updated automatically after a sync, or it can be manually edited to adjust which data will be synchronized.
• Expand each section on the Order Export tab to see the mapping options.

Fulfillment Export

• Schedule - Select the Active checkbox to export orders on a set schedule. Click the Run task button to run the scheduled task right now. Data that has changed since the Last Sync date will be synchronized. This date will be updated automatically after a sync, or it can be manually edited to adjust which data will be synchronized.
• This export creates a note on the Zoho order object containing the carrier, service, and tracking numbers of fulfilled sales orders.

Product Import

• Schedule - Select the Active checkbox to import products on a set schedule. Click the Run task button to run the scheduled task right now. Data that has changed since the Last Sync date will be synchronized. This date will be updated automatically after a sync, or it can be manually edited to adjust which data will be synchronized.

  NOTE: When setting up the Zoho integration for the first time, you will want to adjust the Last Sync to a date before any of your products were created (for example, setting the year to 2000) so that all of the products on your website will be imported.

The Product Import task imports products into Fishbowl from Zoho. A product link is created by storing the Zoho product ID in Fishbowl.

• Link Existing Products will match existing products in Fishbowl and Zoho where data matches in the selected fields.
• Import Products will import products from Zoho into Fishbowl, creating them based on the field mapping and settings below.

Product Export

• Schedule - Select the Active checkbox to export products on a set schedule. Click the Run task button to run the scheduled task right now. Data that has changed since the Last Sync date will be synchronized. This date will be updated automatically after a sync, or it can be manually edited to adjust which data will be synchronized.
• Product Create Settings - Enable Export New Products and then map the fields that should be exported from Fishbowl to Zoho.
  • If the Weight UOM or Size UOM are specified, the Fishbowl product UOMs will be converted to the selected UOMs before the values are exported.
  • If the Product Tree Filter is used, only the products in the selected product tree category will be exported. If the product tree filter is left blank, all products will be included in the export.
• Product Update Settings - Enable Update Linked Products and then map the fields that should be exported from Fishbowl to Zoho. This section has the same options as the Product Create Settings section above. After the initial product export, only the selected fields will be updated.

Inventory Update

• Schedule - Select the Active checkbox to export inventory levels to Zoho on a set schedule. Click the Run task button to run the scheduled task right now. Data that has changed since the Last Sync date will be synchronized. This date will be updated automatically after a sync, or it can be manually edited to adjust which data will be synchronized.

  NOTE: When setting up the Zoho integration for the first time, you will want to adjust the Last Sync to a date before any of your products were created (for example, setting the year to 2000) so that it includes all of your products (or any applicable product tree filter) when updating inventory levels.

• Export Company Wide Inventory - Include inventory quantities from all location groups in the inventory sync. If this option is unchecked, selected location groups can be added by clicking the Add button.
• Inventory Type - Select the inventory quantity that should be used during the update: Available For Sale, Inventory On Hand, or Available To Pick:
  • Available For Sale - The quantity available is calculated as On Hand - Allocated - Not Available + Drop Ship.
  • Inventory On Hand - The total amount of inventory in stock.
  • Available To Pick - Calculated as On Hand - Committed for inventory in locations that are marked as Pickable.
  • Available To Kit - In Fishbowl, kits are comprised of various inventory items, so the kit itself isn't displayed in the Inventory module. However, Fishbowl will always export an Available to Kit number to Zoho. The available quantity exported for kits will be the lowest available quantity for any of the items in the kit. For example, a Wheel kit may require 1 rim and 1 tire. If there are 100 rims available, but only 5 tires, then the quantity exported for the Wheel kit will be 5. The available quantity for a configurable kit will be the lowest available quantity for the default kit items.
• Product Tree Filter - The export can be limited to a specific product tree category. If this field is left blank, all products will be included in the export.
• Specify Min/Max Inventory Quantity - With this option enabled, the maximum inventory quantity sent to Zoho can be limited. For example, if there is an available quantity of 4000 in Fishbowl, the quantity in Zoho could be set to 999. If there is an available quantity of 3 in Fishbowl, the minimum quantity field could be used to send a quantity of 10 to Zoho.
• Include Quantities Available To Build - When enabled, this option calculates and includes available-to-build quantities from applicable bills of materials in the inventory update. When a product is sold individually but also used as an input for a bill of materials, both quantities are pushed to the channel when applicable. Please note, this could lead to overselling in the scenario described.

Customer Import

The Customer Import task imports customers from Zoho into Fishbowl. A customer link is created by storing the Zoho customer ID in Fishbowl. Use these settings to determine how your Fishbowl customers are matched to Zoho.

• Schedule - Select the Active checkbox to import customers from Zoho on a set schedule. Click the Run task button to run the scheduled task right now. Data that has changed since the Last Sync date will be synchronized. This date will be updated automatically after a sync, or it can be manually edited to adjust which data will be synchronized.
• Link and update existing customers only - Use this option if the customers already exist in Fishbowl and Zoho and you just want to link them together or update them.
• Import, link, and update customers - Use this option if you want to import customers from Zoho into Fishbowl and link them together. If the task is set to run on a schedule, linked customers will be updated and new customers will be imported into Fishbowl.

Customer Export

The Customer Export task can create and update customers in Zoho. A customer link is created by storing the Zoho customer ID in Fishbowl. Use these settings to determine how your Fishbowl customers are mapped to Zoho.

• Schedule - Select the Active checkbox to export customers to Zoho on a set schedule. Click the Run task button to run the scheduled task right now. Data that has changed since the Last Sync date will be synchronized. This date will be updated automatically after a sync, or it can be manually edited to adjust which data will be synchronized.
• Update linked customers only - Use this option if your customers are already linked in Fishbowl and Zoho and you just want to export any changes from Fishbowl to Zoho.
• Create and update customers - Use this option if you want to export customers from Fishbowl to Zoho and link them together. If the task is set to run on a schedule, any new customers or changes to existing customers will be exported from Fishbowl to Zoho.
• Filter by included customer group(s) - This filter can be used to export only the customers that are in the selected customer groups.

Troubleshooting

• Only new orders are imported. Orders are not updated once they have been imported. Returns and refunds are not imported.
• The attributes and IDs for orders and products can be viewed or modified by clicking the Zoho button at the top of the Sales Order module and the Product module.
• To view the scheduled tasks for the Zoho module, open the Schedule module.
• A scheduled task can be run manually by double-clicking the task.
• Enter an email address in the Schedule module to receive error notifications.
• To view the history of a scheduled task, including the result/error, click the History button in the Schedule module.
• More details about recent errors can be viewed by opening the Data module and clicking the Server Log button.
• Check for multiple versions of the Zoho.jar file in C:\Program Files\Fishbowl\plugins\ or \Applications\Fishbowl\plugins\ on a Mac. If there are two Zoho versions, exit the Fishbowl Server and remove the older version on all client and server computers.
• Unable to reconnect. Please clear login credentials and try again. - To resolve this error, it may be necessary to delete Fishbowl from the Connected Apps in the Zoho web interface.
  1. Log into Zoho, click the profile icon at the top-right corner, and then select My Account.
  2. Click My Profile Info to go to the next page.
  3. Click Sessions, Connected Apps, and then delete the existing Fishbowl connection before repeating the setup instructions.