Setting up Zahara
Billing FAQs
How do I go from trial to paid edition? All of the work you put into setting up your trial will carry over into your paid-for version. Once you agree to pay for Zahara your account will be setup and enabled. You can either pay online, from our ...
Coding Approvals
There are times when you need your approvers to also code an invoice or an order as part of the approval. Coding can include the Account code (ledger/nominal), the Cost Code or the Project code. You can create an approval set that requests/demands ...
FileDirector Integration
FileDirector is a document management system that can be used for secure storage of Zahara’s documents like purchase orders and invoices. It is a belt and braces approach to storage. This articles explain how to add a workflow step to export ...
FileDirector Overview
The video below gives you an overview of what FileDirector is and how it works. The important URL in the video is: https://cloud.filedirector.co.uk/
Mobile App Overview
The mobile app is available on app stores with six main features: Approvals of Orders & Invoices with Coding Full Order Creation Quick Order Creation GRN / Receipting of Orders Create an Invoice Create staff expenses The full order is an exact ...
Month-End Cut Offs
This is a feature that allows you to post invoices into your finance system with an adjusted Invoice date. In Zahara we have one invoice date – the actual invoice date. Obviously, we know the date the invoice was created, but if the supplier dates ...
Access Dimension
In Business Settings > Integrations – you can set the type to Access Dimension. Once set, when invoices are exported, they will be exported in an Excel format with the columns ready for the Access Dimension Excel macro import module. We currently ...
Multi-Division Purchase Orders
A multi-division purchase order has the division being set at the Line-item level. This means the purchase can be sent into multiple concurrent approval workflows and be assigned to more than one Division budget. Think of this as an advanced PO. How ...
How to Approve or Reject
People often ask how they actually do the approving (or rejecting in Zahara). Documents (Purchase Orders or Invoices) can be approved or rejected in the following ways: The approval dashboard By email – links on the approval email On the mobile app ...
Mobile App Permissions
If you want someone to use the mobile app, they need to have the permission enabled, in their user settings. Click into Admin > Settings. Find the user in the list on the left-hand user panel. Now click their Name. In their user settings, as shown ...
Purchase Order Pdf
Once an order has completed it’s workflow, you can download or view the purchase order PDF. Click through to view the order and then click the ‘Document Actions’ menu. From here you will see the download icon as shown below. Editing the Template The ...
Myob Integration
We have an integration with MYOB AccountRight. This will allow you to sync suppliers and coding as well as receive invoices into MYOB from Zahara. Zahara can be used to Raise purchase orders and route them for approval Receipt deliveries and record ...
Negative Order Balance
Introduction If you receive a warning that the order balance will be negative, then a setting has been enabled to prevent additional invoices from being recorded against an order once the order is fully matched. The setting is in Business Settings > ...
Reporting FAQs
How do I run reporting? Reporting is found off the Admin menu – Admin > Reporting. If you cannot see this menu, you don’t have reporting enabled and your admin will need to adjust your permissions to allow you to use reporting. Can I create custom ...
Import Invoices from Xero
This feature is designed for those Xero users that use Dext, Auto Entry, EzzyBills or in fact anyone that created purchase invoices on your behalf. These services will export the invoice into Draft in Xero. From here the invoices can be imported into ...
Finding an order or invoice
A document is a Purchase, an Invoice or a Purchase Requisition. This article explains how to find articles either using the respective Document list or the global search function. Contextual Search First off, you have respective document lists. ...
Closing orders automatically
A closed order is simply hidden. It means the purchase order will no longer be displayed in the list views or appear for matching with an invoice. You can easily find closed orders though. They are never deleted. Zahara allows you to automatically ...
Optional Unit Field
If you would like to enable a Unit field on the line items, you can do this in Business Settings > Purchase Orders tab. Firstly enable the feature and then add the units you wish to show. In the above example we have 13 different choices. There is no ...
Importing Suppliers
If you use Xero, QBO or one of the other full integrations, suppliers will be imported as part of the sync. If you use another finance system you can import your suppliers very easily. Head to the supplier list from the Business menu. Importing ...
Leaver Process - An Approver
An approver has left gainful employment with you, and they have 20 documents waiting for their approval. What to do? Here’s our advice. Change their password in Tenancy > Admin and get the new employee to log in as them or you log in and approve ...
Last Pass Icons
If you use LastPass to remember your passwords, then you may want to adjust your settings to stop annoying icons appear in Zahara. You can do this by following this article: ...
Audit Trail
One of the main compliance aspects of our system is the ability to see the history of the document. For every Order raised or invoice, we create document history as shown below. To get to the history, just view the document and page down to the ...
Template Placeholders
Zahara comes with a number of placeholders that can be used in your emails or document template – The PO that you send to a supplier. A placeholder is effectively the field for that record. For example, with users we have: Originator Email – ...
Editing Email Templates
Every email sent from Zahara (apart from the password reset email), has an HTML template that you can style to suit. These are found in Business Settings and the HTML Templates tab. By clicking into the templates above you can edit the wording and ...
Editing your purchase order template
All templates are edited in Business Setting. The HTML templates tab will reveal all templates – Email, Document & Line Items, Purchase Order Document Template You have two templates that make up the Purchase Order that is sent to the supplier. The ...
Default delivery address
In Business Settings, you can set the default delivery address. This can be one of: Business Division Project Saved addresses When raising an order, you can type in a new delivery address or select one from the list. If you create a new address, for ...
Adding Documents to an order
A user can upload a document – Quote/Terms & Conditions when raising an order. They can upload different types of documents that will be stored with the order. You can force a quote to be uploaded over a certain value as well. You can also upload ...
Editing an order
You can edit an order by clicking the Document Actions menu and then ‘Edit’. Edit permissions Users need the correct permission set to be able to edit an order. An Originator can edit their own orders, provided they have the “update” purchase order ...
Invoice Matching
With Zahara, you can raise purchase orders and you can record invoices. You can of course link the two together and show the difference between the order and the invoice. Zahara also has receipting (GRN) data so there is effectively a three-way ...
Duplicate order prevention
Using some very clever logic, we have the ability to “suggest” to the person raising an order that this may be a duplicate. If enabled, similar orders are compared and the user is alerted before raising the order. This is a simple feature you can ...
Password Reset
Passwords can be reset in four ways: The user can reset their password on the login screen You can batch reset users passwords in user management You can individually set a users password You can individually reset a users password Batch Reset In ...
Supplier Approval Process
You can use Microsoft Power Automate (Microsoft Flow) & Zapier to generate an approval when a new supplier is created in Zahara. This help article will talk you through how to setup each one and how the approval actually works. Microsoft Power ...
Budget consumption
Budgets can be consumed in a number of ways: By the originator when raising an order – feedback on whether the line item is in budget. By the approver – the approver can see how the order affects the budget. By editing the division and viewing the ...
Date formating
The date format can be set in Business Settings – Formatting. You have a choice of European, US or ISO.
Cost Codes
Cost codes are functionally arbitrary but allow you to further allocate your spend. You have your ledger code, for example, – “5050 – Stationary” but in addition you could have cost codes for Paper, Pens, Envelopes, etc. You can create whatever you ...
Custom Fields
You can create custom fields for both purchase orders & invoices – these will be found above the line items. We have plans to roll this functionality out though to other areas like line items and suppliers. Custom fields on GRN line items are ...
How to create a new business unit
New business units can be created in Admin > Settings. The very first panel at the top will allow you to create a business unit. Once you create a business unit, create the divisions to go with it and then assign users to the divisions. The process ...
Apply invoice to budget
You can enable the ability to apply an invoice to a budget. Go to Business > Settings > Budgets to find these settings. Firstly enable the feature. You can choose to either adjust a budget with the invoice that’s created or to create a retrospective ...
Copy po to buyer
We get asked this question a lot “How do I send a copy of the Purchase Order to the Buyer?” Here are the best options available to you. Firstly, there are 3 ways to send a PO to the supplier: Send as a step within a workflow. Send from within the ...
Custom Buttons
A custom button can be created in the approval process to not only approve or reject but also to set a custom field value at the same time. The best example of this is if you want to approve an invoice but also set a custom field of “type” to have a ...
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