VAT checker - Admin Guide

VAT checker - Admin Guide

Info
This guide is for admin users. If you need instruction on how to use the application, please refer to the User Guide

Installation Process

This section guides you through the installation of the "VAT Checker" extension in your Zoho CRM. The installation is done by copying a link from Zoho Sigma, where the extension is managed. This is the first step to start using the VAT Checker.



Step 1: Overview of the extension management page

After installing the widget, you will be redirected to the Zoho CRM extension management page.

Step 2: Choose the Users for installation

A window will appear, where you must choose who can use the 'CRM VAT Checker' extension in your organization. You can install it for all users, only administrators, or for specific profiles. Choose the option that meets your needs and click 'Preparing to install'.

Step 3: Authorize access to the extension

Once the installation has started, a window will open asking you to authorize the extension to access data from your CRM. Click "Authorize", then check the box in front of the name of your CRM and click 'Submit', and then 'Accept' in the next window. Finally, click 'Finish' to complete the installation.

Step 4: Connection authorization

To ensure that the VAT Checker application works properly, you must authorize the connection between it and your Zoho CRM account. This step enables the application to access the information required for its operation. Please click on the 'Authorize' button to grant this authorization.

Step 5: Choice of organization

If your organization uses several Zoho CRM instances (for example, a production environment and a test environment), please select the instance to which you wish to connect the VAT Checker application. Select the appropriate environment (usually 'PRODUCTION' for the main environment) and click on 'Submit'.

Step 6: Access request

This window details the data access permissions that the VAT Checker application requires within your Zoho CRM account. Please review the list of permissions carefully. If you agree, click on the 'Accept' button to authorize the application to access this information. Refusal of these authorizations may affect the correct operation of the application.

Step 7: End of installation

A confirmation window will appear indicating that the extension has been successfully installed and asking you to authorize subsequent integrations. To finalize the installation and activate the extension in Zoho CRM, click on the “Finish” button to complete the installation.


Configuration

In this section, we will configure the "VAT Checker" to work with your Zoho CRM. You will learn how to match your CRM fields with those of the VAT checker. This will enable the extension to correctly retrieve the data and validate VAT numbers of your contacts and accounts.


Explanation of sections

The "VAT Checker" configuration page is divided into three main parts:
  1. Module Mapping (1): This section allows you to choose the modules of your CRM where you want to use the VAT checker. By default, the 'Accounts' and 'Leads' modules are selected. You can change these 
    choices using the drop-down menus.
  2. Fields Mapping (2): In this section, you will map the 'VAT Checker' fields with corresponding fields in your 'Accounts' and 'Leads' modules. This allows the extension to know where to find the information necessary for the validation of VAT numbers.
  3. Create New Fields (3): If some required fields do not exist in your CRM, you can create them using the 'Create New Fields' button. If you have not yet mapped all required fields, a popup will appear when you click this button. You will then be able to choose which fields you want to create.

Explanation of Structure

  1. The Mapping Accounts fields (4) table allows you to define the correspondence of fields for the Accounts module.
  2. The Mapping Leads fields (5) table allows you to define the correspondence of fields for the Leads module.
  3. The left column represents the fields of the VAT Checker.
  4. The right column represents the fields of your Zoho CRM.
  5. The fields in the drop-down list of the right column are of 'Text' type

Automatic Field Mapping by Default

When the page loads, the extension tries to automatically find the corresponding fields in the 'Accounts' and 'Leads' modules.
It uses the following names for this automatic matching:
  1. For Accounts: "VAT Number, Billing Code, Billing City, Billing Country, Billing Street, Account Name, Shipping Code, Shipping City, Shipping Country, Shipping Street".
  2. For Leads: "VAT Number, Billing Code, Billing City, Billing Country, Billing Street, Lead Name"
Info
If a matching field is found in your CRM, it will be automatically selected in the dropdown list. If not, the value '-Unmapped-' will be assigned.


Creating new fields in Zoho CRM

This section illustrate the process of creating new fields in Zoho CRM, a necessary step if the fields corresponding to those in the VAT Checker do not already exist in your Zoho CRM account, or if the user wants to create specific fields other than those that already exist.

Access to field creation

  1. In the “Fields Mapping” section, if a VAT Checker field displays “-Unmapped-” or “undefined” in the Zoho CRM drop-down list, this indicates that no matching field has been found.
  2. Click on the “Create New Fields” button to start the field creation process.

Create New Fields” window

  1. A window opens, listing VAT Checker fields that have no match in Zoho CRM.
  2. For each field listed (e.g. “VAT Number”), you can specify a name for the new field in the “New Field in Zoho CRM” column.
  3. Check that the appropriate “Field Type” is selected (e.g. “Text”).

Tips

  1. All fields empty error message: If the ‘New Field in Zoho CRM’ fields are left empty, an error message will prompt you to enter a value before continuing.
  2. Field name Already exists error message: If you try to create a field with a name already in use in Zoho CRM, an error message will be displayed. You will need to choose a unique name.
  3. Action confirmation: Before creating fields, a confirmation window may appear, informing you which fields will be created. Check the information carefully before clicking “OK” to proceed.
  4. After creation: Once the new fields have been created, they will appear in the drop-down lists in the “Fields Mapping” section, where you can select them as follows




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