Setting up Zahara
How to create a credit note
A credit note can be created in Zahara by recording a negative invoice. Just add negative values. This is then recorded as a credit note and displays in the invoice list view. You keep the quantities positive but make the net amount negative.
Invoice export colours
When you export an invoice from Zahara, we will show an export icon based on your setup. The three colours are: Green – exported successfully Yellow – exported awaiting confirmation Red – exported issue reported Your export settings are in Business ...
Auto Rejecting of invoices issue
We have occasional reports of invoices and purchase orders being auto-approved or rejected when the approval email gets sent out to the users. This then stops the user from clicking the link as its already been done and therefore the link has ...
Coding Lists
To access coding, click the Business menu and Coding Lists. This incorporates Tax Codes, Nominal Codes and Cost Codes. Tax Codes If you reclaim back your expenditure taxes you may want to set up tax codes. We allow for as many tax codes to be created ...
Custom Export CSV / Excel Profile
The custom export integration type allows you to customise and produce uniquely structured downloads of your invoice data as either a CSV or Excel document. Creating a profile To begin, you will need to name your profile and set the export format, ...
Coding restrictions
It’s likely that your buyers won’t need the whole chart of accounts to choose from when raising a Purchase Order. The same could be true for Cost Codes or Projects. In Zahara, you can restrict which codes the buyers see when they raise an order (or ...
Integrating with Zahara
Zahara is a complete AP Automation solution and there are a number of ways to push data into Zahara and get data from Zahara. Options include: Exporting data to flat files like CSV / Excel / JSON Using our Zapier integration to have data pushed into ...
Import Line Items
When raising an order, as explained on this help article – How to create a purchase order – you can import your line items. You may have all of the items you wish to buy on a spreadsheet. Provided they are in our format, you can import them into the ...
How do i see the attachments in an order approval?
There are three ways to approve an order or an invoice. The best experience is the mobile app. The email is designed to be short and quick. The approver can approve: From the mobile app From the email From the dashboard The ‘Review with Details‘ Link ...
How do we filter invoices to include users?
Each of our list views – both Invoices and Purchase Orders, have the option to customise what fields are shown. Once a field is shown in the list view you can sort on it. There are also pre-set filters for Export Status Approval Status Time Period So ...
How to run a report
We have a number of reports that are available in the reporting which is found under the Admin menu. The process to run a report is Select the report Select a time frame Apply any filters Run the report Export the report Basic report running In this ...
Why isnt my invoice linked to an order?
For an invoice to be matched with an order, the line items from the Order have to be imported. Please review this help article:
Zapier usage limits
There are certain usage limits applied when Zapier polls Zahara for new data. I.E. a large batch of invoices is added to Zahara. Zahara limits its polling to the following: 50 records in a 60 second period. It is recommended that large imports of ...
Supplier Portal
You can set Zahara to allow individual suppliers to log in to Zahara and see their Purchase Orders and Invoices. You can even allow them to create their own invoices, or match them against existing orders. We recommend you use this sparingly though. ...
How do i set holidays for approvers
Introduction You can set the approver as away in Admin > Settings (although you do need to be a tenancy admin to do this). Click on the user’s name in the left panel and then scroll down to the Absence link The user can also set their own absence ...
Purchase order numbering
When you start your trial with Zahara you are offered a purchase order start number. This can only be changed when you purge all of your orders. You are then presented with the chance to restart the numbering. Head to Admin > Settings. Expand the ...
Invoice PDF saving with Zapier
Using Zapier you can have the PDF of the invoice saved into an application of your choice. Our recommendation is to save to DropBox, OneDrive, or Google Drive. Pre Requisites You will need an account at Zapier – www.zapier.com Depending on the number ...
Sage 50 Mappings
We get asked regularly how to handle Sage 50 departments. They get used in so many different ways that there is no right or wrong answer but hopefully this help article will add some context for you. Sage Projects Do you use Sage Projects & Cost ...
Staff Expenses
Staff expenses claims can be placed on the mobile app. This section of the app allows a user to create a claim and hold the claim on the phone until they are ready to release it for approval and then payment. Each line item on the claim can have a ...
How to hide cost codes
Cost Codes are completely arbitrary in that they can be used in any way you want or not used at all. How to hide them If you have no use for them and want them removed from the line items, then adjust your individual user permissions to remove their ...
30 minute setup guide
This guide is for those taking a trial and wanting to hit the ground running. Below is the flow chart of how Zahara works. The business menu is where you configure and set up your business. The settings here are unique to the Business. The admin menu ...
Add your Terms & Conditions to your PO template
We often get asked how you can display your terms and conditions on the Purchase Order template. Our advice is to keep it simple and add a hyperlink to a standard page or PDF on your website as shown below. Editing your PO Template If you absolutely ...
Two Factor Authentication
Two factor (multi factor) authentication is available to all customers under Enterprise or higher plans. It can be enabled for your account so that users can authenticate using the Google authenticator app. How it works Ask the Zahara Team to enable ...
Zapier Integration
Zapier is a connector tool that will watch for events in one application – triggers – and make things happen in other applications. Currently, our integration with Zapier is listed as “Beta”, but that doesn’t mean that it’s not ready for you to take ...
Zapier: Automatically adding PO and Invoice Data in Excel Online or Google Sheets
Using Zapier you can have the data from your new Purchase Orders or Invoices automatically added to an online spreadsheet. Our recommendation is to add to Excel Online or Google Sheets. Pre Requisites You will need an account at Zapier – ...
Whitelisting Zahara
Since your Email Service Provider likely uses some type of spam filter; we suggest that you add us to your trusted list of senders, also known as “Whitelisting.” You will need to whitelist myzahara.net as this will be the domain sending emails (e.g., ...
Xero troubleshooting
Problem Resolution Any messages relating to connection or authentication Go to Business > Settings > Integrations. Disconnect and then reconnect to Xero. Enter relevant credentials and try a sync. Read the help article about using a dedicated ...
Tracking categories Xero
Once connected to Xero in Business Settings > Integrations – you can map the Xero tracking categories to align with the most appropriate entity in Zahara. Projects You can set one of the tracking categories to align with Zahara’s projects. Projects ...
Troubleshooting users
These are the typical user issues The user cannot login but they are a registered user The user account has been created but the user hasn’t been assigned to a Division or provided with a role. Check their assignment, role and permissions. The user ...
Xero gross up
If you aren’t VAT registered and you wish to post all invoices into Xero as Gross against a Zero rated tax code, then this feature is for you. We recommend you send your Zahara orders to your suppliers in a “True” nature – ie £100 + VAT – so use the ...
Supplier History
The purchase history tab in the supplier record allows you to drill down on all orders or invoices recorded against this supplier. You can use the filters at the top of the section to add a date range and a type of invoices/orders or all. Click go. ...
Supplier Matching
This article will help you get better supplier matching when using the Invoice Inbox. How it Works 1. The receive email address identifies the business unit 2. The sender’s email address should identify the suppliers (unless it’s your own or a ...
Smartsync for Sage 200
Our SmartSync tool for Sage 200 is custom-built for the version of Sage 200 you use. Our process is as follows: We remote onto your Sage server to check the version of Sage 200 you use. We will attempt to connect to Sage using our test tool. To ...
SMTP & Email Sending
Our SmartSync tool for Sage 200 is custom-built for the version of Sage 200 you use. Our process is as follows: We remote onto your Sage server to check the version of Sage 200 you use. We will attempt to connect to Sage using our test tool. To ...
Sample Supplier email for youru New AP Automation System
If you are about to deploy Zahara and would like to notify all of your suppliers about your new process, below is a sample of an email you might want to send. You can send this email in Zahara’s supplier’s module. Just head to Suppliers. From here, ...
Sage 50 staging data
If you are a Sage 50 user, one of the things you may want to do is export your suppliers, nominal codes & tax codes. To do this, and to get the values we need in Zahara, we recommend you follow these simple steps: Suppliers From Sage 50, open ...
Second Ref Counter
Normally a user of Zahara has the purchase order number generated as soon as the order is raised. An order is raised and sent for approval and the supplier can then receive a purchase order PDF with this number on it. The number is instantly visible ...
Tax codes explained
If you reclaim back your expenditure taxes you may want to set up tax codes. We allow for as many tax rates or tax codes to be created as required. If you don’t reclaim your tax, you may want to set one code of zero, with a 0% rate and set it as the ...
SmartSync for Sage 50 pre install
SmartSync is our own in-house developed tool that can sit between Zahara, Sage and locally installed OCR programs, and can pull the nominal (or GL) codes, tax codes and suppliers through to Zahara and allow the posting of invoices raised and approved ...
Sage 50 Post Install Troubleshooting
Now that the installation is complete, here are a few things to remember and a few troubleshooting queries for you to review before raising a ticket with our support team. Things to Remember Upgrading Sage Means Upgrading SmartSync When the time ...
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