Setting up Zahara
Reporting api
Reporting API You can connect to your Zahara data in a spreadsheet or your favourite BI tool like PowerBI. The data is updated daily; around 4am GMT; and allows you to create reports or pivots of your data saving you from logging into Zahara and ...
Exporting invoice permissions
You can control the Zahara users who can export invoices. Without this permission, the export button in the Invoice list view will not appear for them. To adjust the permissions, go to Business Settings > Invoices. Enable the feature and then select ...
Custom fields on line items
Introduction You can create custom fields on the line items of both Purchase Orders and Invoices. These fields can be text based, a date or a select list of options. The values are then stored with the document and can be seen in the line-item ...
Importing users
Introduction Creating a large number of users? Using our Import Users feature, you can create a large number of users in Zahara at the same time. This is perfect for initial setup as well as to assist in the expansion of your business in Zahara. ...
VAT and the EU as a buyer
If you’re in the UK and buy your services or goods from a vendor in the UK, you expect to be charged VAT in the normal way. If you’re in the UK and the place of supply on the goods or service you are buying is in an EU country, you should not pay ...
Construction Industry Scheme CIS
Introduction Under the Construction Industry Scheme (CIS), contractors deduct money from a subcontractor’s payments and pass it to HM Revenue and Customs (HMRC). The deductions count as advance payments towards the subcontractor’s tax and National ...
Tax advantages of leasing
Introduction If you are in the process of purchasing new or used equipment for your business and considering leasing, you will want to understand the tax benefits for your business and if they apply to your purchase. We’ve put together this simple ...
Hide orders mobile app
If you are an approver, you may find it unnecessary to have the orders section of the mobile app visible. You can hide it. The mobile app menu is in the top right corner – the classic hamburger menu icon. Click this and then select the “My Default ...
The business guide to asset finance
Introduction This guide is designed to answer all of your Business Asset Finance questions. Definition of Asset Finance Asset finance is a type of lending used by businesses to gain access to hard assets such as machinery, vehicles, and equipment, ...
The the capital goods scheme for vat
Introduction Use the Capital Goods Scheme if you reclaim VAT on capital items like expensive land, property or computer equipment. If you acquire or create an expensive capital asset, or already have one when you register for VAT, you may have to ...
Setting Up Autopilot
Introduction AutoPilot is the ability to have supplier invoices arrive in the Zahara inbox, be accurately read and then sent out for approval or into a workflow that may result in a straight-through export into the finance system. This is automation ...
Managing projects
Introduction Projects are a ring-fencing of spend and can be used in a number of ways. They are designed to be used for job costs or project costs. However, if you are a Xero user you can elect to use projects in Zahara with a tracking category in ...
Supplier management
Introduction To manage supplier, you use the Supplier module located under the Business Menu. With this module you can: Create or import suppliers Bulk update suppliers Import products See the buying history for the supplier Control restrictions Add ...
Project Nominal Restrictions
If you create a project, you can specify which nominal codes (GL Codes / Account Codes) a buyer can choose from. Firstly, when editing the project, switch the nominal restriction to ‘On’. Once you have the codes ticked or set, you can set the ...
New Approvals
Introduction Approval workflows are administered from the Divisions. Divisions are found under the Business menu. Workflows can be created for both Purchase Orders and Invoices. There are a number of steps that you can add to a workflow, and each ...
Importing projects
You can import your projects in exactly the same way you can import other assets. Click on Import Projects Download our template Populate our template Import the saved CSV file back in How it works From the Projects menu, click the “Import Projects” ...
Deleting users
If you have the Tenancy admin permission you can delete users. Just find the user and click their name to enter the details and permissions screen. Then click the big red button that says ‘Remove User’. The user permissions are found under the Admin ...
How to create email forwarding into zahara office 365
When using the Zahara Invoice Inbox, you have the choice of telling your suppliers to send invoices directly into Zahara or you can set up forwarding of invoices from your existing email account(s) into Zahara. This article assumes you use Microsoft ...
How zahara works
This is our method for accounts payables. It all starts with someone wanting to buy something. We provide the approval process around this and then complete the loop. Zahara’s role is at an end when the invoice is received and matched and passed to ...
Automatically reject supplier invoices
When creating invoices from the Inbox, the user may know straight away that the invoice needs to be rejected and doesn’t need to go out for approval. This help article shows you how to do this. Create a Reject Workflow Head into your Division and ...
Budgets
Zahara Budgets are a framework for controlling spend. You create a Budget for a Division or a Project and all spend create in Purchase Orders (requests) can be applied to the budget. You can also apply invoices to the budget. There are some ...
Customised labels
Zahara can be customised to suit your own language. Zahara comes with pre-set labels for things like GL code, Cost Code and projects. You can rename these to suit. So if for example you don’t want to see the labels Nominal Codes, but would prefer ...
Adding a product to an order
When raising an order, you can choose a product from the drop-down list, provided you have first selected a Supplier. Just choose the product and click the + Add Product Line sign next to it as shown If you add a product, a blank line item will ...
Supplier account code pattern
The supplier record has a field called account code. This can be an important field in the finance system. Zahara allows you to police the pattern used for this field. Example AB-001 How It Works Head to Business Settings > Suppliers & GRN Turn the ...
Creating a purchase order
If you haven’t used purchase orders before, we have a useful article on “what is a purchase order” which has some background information. This article explains how to create a purchase order in Zahara. Creating an order You can create a purchase ...
Waiting for a grn
An invoice can arrive in the business but you find a corresponding purchase order hasn’t been receipted. There is no GRN. We have a workflow step for invoice approvals that can check the GRN status. It will then pass onto the next step if the ...
Exporting projects
In the project list view, there is the option to “Export Projects” Click this button and an Excel spreadsheet will be generated. This will have a list of the projects and the values of where you are with the projects.
Supplier order acceptance
Introduction We have two ways for a supplier to accept an order. The first is more sophisticated. It requires the supplier to digitally sign your terms and conditions before receiving the order. The second is very easy, you can add Accept/Reject ...
GRN custom fields
If enabled on your account, you can create custom fields to be used when GRN’ing your orders. First off ask us to enable the feature – available to the Enterprise and Unlimited editions. Setting them up Head to Business Settings > Custom fields. Here ...
GRN Reminders
You can have your buyers or project managers emailed a reminder to GRN (receipt) for their deliveries. To enable this feature, head to Business Settings and Suppliers & GRN’s Setup In Business Settings > Suppliers & GRNs you will see the section ...
Filedirector web
The video below explains how the Web edition works. The important URL for accessing the web edition is: https://cloud.filedirector.co.uk/web
Mandatory Approval Comments
You can ensure that your team is reasonably informed of why a purchase order or an invoice has been rejected. Using our “Mandatory approval rejection comment” feature you can make it mandatory that a user must provide a reason for why they are ...
Single sign on
Users can login with their Microsoft or Google account and password – single sign-on – provided the user is already set up in Zahara with the same email address. Setup To use SSO, you first need to set up your users and assign permissions in the ...
Send po to supplier csv json format
You can send a purchase order to a supplier from Zahara. The standard format of a Purchase Order is PDF. You can also send a purchase order to your supplier in a CSV or JSON format. There are three ways to send a purchase order as well: As part of a ...
Xero & Suppliers
When creating a Contact in Xero, it doesn’t become a Supplier until you record a Bill against it. Zahara only picks up contacts that have been flagged as suppliers. We highly recommend creating your suppliers in Zahara. Zahara is designed for ...
Expense claim conversion
Zahara has a workflow step that will convert an order to an invoice automatically. This has been designed for expense processing. An expense claim can be raised and sent for approval. At the end of the approval process, the expense claim can be ...
Add an Email Signature
You can add an email signature to the emails being sent from Zahara such as Approval emails. You can also add a logo to the email signatures; this will likely be an image stored on your own website. Edit the template Head into Business Settings and ...
How do I increase my quota
If you receive any message that you are in excess of your quota, this is related to your annual or monthly subscription and your usage volume. You may need to purchase additional volume. Zahara has quotas relating to: Users Purchase Orders Invoices ...
Division Management
Divisions are the natural groupings of people inside your organisation. These are your teams or departments. This is probably the most important part of Zahara because here in one place you have: Departmental user management Creating and editing ...
Flashing invoice approval icon
A flashing approval icon is a notification related to an Adhoc approval. It means that the invoice has been updated and you need to take action. Please see the help article that covers adhoc invoice approvals – Click Here
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