Zenoti Integration
The Zenoti Integration, which was first included in version 13 and fully supported in ERPNext v16, makes it easier to maintain Zenoti Integration and ERPNext’s operational and financial data in sync. This integration accepts Purchase Orders and Sales Invoices from Zenoti and turns them into new Purchase Orders and Sales Invoices in ERPNext. This makes sure that accounting, inventory, and reporting are all correct and up to date.
If a Customer, Supplier, or Item in Zenoti Integration doesn’t already exist in ERPNext, the system will automatically construct the missing master records by receiving the information it requires from Zenoti Integration during the sync process. This cuts down on the amount of work that needs to be done by hand and helps maintain data consistency on both platforms.
How can I get it going?
The Ecommerce Integrations app on the Frappe Cloud Marketplace has the Zenoti Integration. This connection works with ERPNext v16 and is kept up to date and functioning via the Frappe ecosystem.
Get the App
- You can install the app immediately from your site’s dashboard if your ERPNext site is hosted on Frappe Cloud. You may get the app from the Frappe Cloud Marketplace and install it with only a few clicks.
- If Frappe hosts and runs your site, please file a service ticket and urge them to install the Zenoti integration program.
- If you host ERPNext yourself, you may utilise Frappe Bench to deploy the app. Check out the bench documentation for instructions on how to install Frappe apps. To install the app, execute this command:
You may get the app’s source code from GitHub at http://github.com/frappe/ecommerce_integrations/.
Required
You need to accomplish the following things in ERPNext before you can use the Zenoti Integration:
- For each centre in Zenoti, build a Cost Centre and Warehouse in ERPNext. In the Zenoti Settings, these will later be shown in the Cost Centre and Warehouse Mapping table.
- ERPNext should contain all it needs, at least the things that have to do with stock. The Data Import tool lets you do a number of things at once.
- You need to utilize Stock Reconciliation in ERPNext to set the opening stock balances to make sure the inventory numbers are right.
- You need to make Item Tax Templates in ERPNext that match the Tax Groups that Zenoti Integration has set up. These templates should have the proper tax rates and ledger accounts.
- To keep track of sales for tips, gift cards, and prepaid cards, setup a Liability Account. This account will be set up as the Liability Income Account in Zenoti Integration Settings.
- Make sure that Card, Custom, and Points are all valid Modes of Payment and set up the correct Mode of Payment accounts.
- The option next to “Enable Perpetual Inventory” in the firm Master should not be ticked because Zenoti Integration takes care of valuing inventory outside of the firm.
Important things to know before you set up Zenoti on ERPNext
“Awesome search bar” should be typed into the search bar, and then “Enter” should be pressed.
You may examine and carefully verify the following fields for configuration:
- Last Sync: This tells you the date and time when Zenoti Integration last successfully synced Purchase Orders and Sales Invoices. This helps maintain track of the sync status and resolve any delays.
- API Key: Enter the API Key that Zenoti gave you. If you don’t already have one, you can make one under the API part of Zenoti Admin > Setup.
- Sync Interval: This instructs Zenoti and ERPNext how often they should update their information. You can choose from 1, 3, 6, 12, or 24 hours, which helps you maintain data up to date without putting too much strain on the system.
- Default Purchase Warehouse: This is the warehouse where all Purchase Orders that are synced from Zenoti will go to. This is usually the main Zenoti centre, and it should match the warehouse that was created in ERPNext.
- Default Buying Price List: This is needed to keep track of how much things cost to buy in ERPNext. You can either utilise an existing pricing list, like Standard Buying, or construct your own.
- To keep track of item prices for Sales Invoices, you require a Default Selling Price List. You can use a basic price list or one that you make yourself.
- Liability Income Account to keep track of gifts, tips, and prepaid cards: You need to specify the liability account you formed before in order to maintain track of non-revenue collections like tips and prepaid balances accurately.
- Default Customer Group: If you set this option, any new customers that are added during the Sales Invoice sync will be put in this group. If you don’t fill this area, the default All Customer Groups will be utilized.
- Default Supplier Group: If you set this up, any new suppliers that are made when Purchase Order sync happens will be put in this group. If you don’t fill this option, the default All Supplier Groups will be utilized.
- Cost Centre and Warehouse Mapping: This table explains how to connect each Zenoti Integration Centre to its Cost Centre and Warehouse in ERPNext. This mapping is highly vital for keeping track of stock and reporting on money appropriately.
The Zenoti Integration will start automatically syncing data at the chosen interval after all the settings have been established and confirmed. This will make sure that Zenoti and ERPNext v16 are on the same page when it comes to money and operations.
What Will Be Synced or What Must Be Made by Hand (ERPNext v16)
In this section, we’ll talk in depth about which records are automatically synced between Zenoti and ERPNext v16 and which ones you have to make by hand when you first set things up or when you use them regularly. This section helps make sure that the integration works smoothly and that there are no problems with the data.
Item
You have to make things by hand when you first set up ERPNext to put up the fundamental item master and stock structure. People normally do this once at the beginning, and they often use the Data Import tool to speed things up.
When Sales Invoices or Purchase Orders are linked, Items will be made automatically as needed after the first setup. If the integration identifies an Item that isn’t already in ERPNext, this will happen. This makes sure that synchronising doesn’t stop while still enabling you set up the item master in a controlled fashion.
Item Tax Template
In ERPNext, you have to construct Item Tax Templates by hand based on the Tax Groups you made in Zenoti.
This manual setup makes sure that ERPNext’s accounting system is correctly linked to tax rates, tax accounts, and regulations for when they apply. These templates are automatically used when Sales Invoices or Purchase Orders are synced. This makes sure that the law is followed and that taxes are paid accurately.
Client
When you sync sales invoices from Zenoti, customers and customer groups are automatically created as needed.
If Zenoti doesn’t send ERPNext information about a customer group, it will put the customer in the Default Customer Group that is selected in Zenoti Settings. The system will use “All Customer Groups” as the default if there is no setting. This makes sure that every synchronised customer is put in the proper group without anyone having to do anything.
Provider
When Purchase Orders are synchronised from Zenoti, suppliers and supplier groups are automatically created based on how many people want them.
If Zenoti doesn’t know about supplier groups, ERPNext puts the supplier in the Default Supplier Group that you set up in Zenoti Settings. If this isn’t set up, the Supplier is put in “All Supplier Groups” by default. This keeps the supplier master data consistent.
Storehouse
You have to build warehouses by hand in ERPNext.
After that, you need to use the Cost Centre and Warehouse Mapping table in Zenoti Settings to connect each warehouse to the correct Zenoti Centre. For correct stock movement, inventory valuation, and transaction posting during synchronisation, this mapping is important.
Cost Centre
In ERPNext, you also have to make Cost Centres by manually.
You need to use the Cost Centre and Warehouse Mapping table to link each Cost Centre to the proper Zenoti Centre, exactly like you do with warehouses. This makes sure that the proper financial dimensions are used to record income, costs, and inventory transactions.
Employees
Making employees by hand in ERPNext during the first setup is normally a one-time job.
After that, when you sync sales or purchase records that mention an employee who isn’t already in ERPNext, you can also automatically add that person.
Some fields are necessary in ERPNext v16:
- The date of joining is automatically set to the day the employee record is made.
- The Date of Birth is set to 25 years before the Date of Joining by default.
You can adjust these default values later to make sure they provide the relevant information about your workers.
Order of Purchase
Zenoti creates Purchase Orders, and then they are automatically synced with ERPNext. This normally happens at the end of the day, depending on the sync interval that has been established.
When the sync happens, ERPNext will automatically create the Supplier or Item in the Purchase Order if they don’t already exist.
Please be aware that you will have to manually produce Purchase Invoices for these Purchase Orders in ERPNext because the integration does not handle this for you.
Note of Debit
ERPNext automatically produces Debit Notes based on Return Purchase Orders from Zenoti.
These Debit Notes are in Draft status, which implies that people can verify them, approve them, and send them in by hand after checking.
Bill for Sale
When you set the time in Zenoti Settings, ERPNext automatically produces sales invoices at that time.
If the Customer or Item on the invoice doesn’t exist in ERPNext, they will be made automatically as needed. This will keep the invoices up to date.
Note of Credit
Zenoti produces Return Invoices, and ERPNext automatically makes Credit Notes from these.
Zenoti handles returns this way, and ERPNext processes accounting this way, hence these Credit Notes only comprise products and not services.
Selling gift cards and prepaid cards
In ERPNext, every Gift Card or Prepaid Card is an Item.
As Zenoti Settings say, sales of gift and prepaid cards go into a Liability Account. When these cards are used to pay for something later, Zenoti sees them as a way to pay for future invoices in ERPNext. This makes sure that the proper amount of revenue and liabilities are both recognised.
Stock Reconciliation
At the end of each day, Stock Reconciliation entries are utilised to make sure that Zenoti’s stock levels match those in ERPNext.
This method checks that the inventory in ERPNext matches the real amount of goods in Zenoti. Zenoti is the operational source, whereas ERPNext is the system of record for accounting and reporting.
