🔗 Zoho Books: Data Mapping & Synchronisation

This guide details exactly how data flows between your Zoho Books/Inventory environment and Optiply. It outlines the two different synchronisation setups (Simple vs. Full), custom configuration flags, and the specific mapping logic used to translate your e-commerce data.

⏱️ 1. Synchronisation Overview

This is an overview of what and when we synchronise data, depending on which integration setup you choose.

Simple / 1st Flavour (Prod + SO)

Entity	Sync FROM -> TO	Frequency
Products	Zoho Books > Optiply	updated hourly
Sell Orders	Zoho Books > Optiply	updated hourly

Full / 2nd Flavour (Prod + Supp + Supp Prods + SO + BO)

Entity	Sync FROM -> TO	Frequency
Products	Zoho Books > Optiply	updated hourly
Suppliers	Zoho Books > Optiply	updated hourly
Supplier Products	Zoho Books > Optiply	updated hourly
Sell Orders	Zoho Books > Optiply	updated hourly
Buy Orders Import	Zoho Books > Optiply	updated hourly
Buy Orders Export	Optiply > Zoho Books	every 15min

⚙️ 2. Integration Flags & Features

Optiply offers several custom flags that dictate how we pull your Zoho data.

Zoho Region: Identifies the specific region where your company is registered in Zoho.
Sync_Stock: By default, Optiply syncs your product stock. If you prefer, you can set this flag to False to disable stock synchronisation entirely.
Warehouse_ids: If you have multiple warehouses but only want Optiply to calculate purchasing for specific ones, you can list the numerical Warehouse IDs (separated by commas).
Salesperson Exclusions: To prevent data duplication (e.g., skipping orders from specific channels like Amazon or Walmart), you can exclude Sell Orders based on the Salesperson ID. Enter the IDs separated by commas (e.g., AMZN,WLMT).
Pull All Sell Orders: If this is set to False (default), Optiply will only pull orders with the status of invoiced, partially invoiced, or closed. If set to True, it pulls all statuses.

🗺️ 3. Data Mapping Details

Products

Optiply Field	Zoho Books Field	Logic / Notes
Name	`name`
SKU Code	`sku`
Price	`rate`
Remote ID	`item_id`
Status	Evaluated	IF `product_type = goods` AND `status = active` → `enabled`. Otherwise → `disabled`.
Stock Level	`available_for_sale_stock`	*Optional:* Mapped by default, but you can request to disable this field.
Unlimited Stock	Evaluated	IF `product_type = digital` OR `service` OR `digital service` → `true`. Otherwise → `false`.
Created At	`created_time`

Suppliers

Optiply Field	Zoho Books Field	Notes
Name	`vendor_name`
Email	`email`
Remote ID	`contact_id`

Supplier Products

Optiply Field	Zoho Books Field	Logic / Notes
Name	`name`
SKU Code	`sku`
Price (Cost)	`purchase_rate`
Supplier ID	`vendor_id`
Product ID	`item_id`

Note on Multi-Supplier Products: Depending on updates, Optiply either keeps records 1-to-1 with Zoho (deleting old records to keep the new ones) or allows multiple supplier creations without deleting past entries.

Sell Orders

Optiply Field	Zoho Books Field	Notes
Total Value	`total`
Placed Date	`date`
Remote ID	`salesorder_id`

Sell Order Lines

Optiply Field	Zoho Books Field	Logic / Notes
Product ID	`line_items.item_id`
Quantity	`line_items.quantity`
Subtotal Value	Calculated	`line_items.rate` * `line_items.quantity`
Sell Order ID	`salesorder_id`	Links the line back to the main order.

⚠️ Sell Order Limitation:

We do not sync subsequent Sell Order changes. Line changes, line deletions, or new lines added to existing Sell Orders in Zoho after the initial sync will not be updated in Optiply.

Buy Orders (Zoho → Optiply)

Optiply Field	Zoho Books Field	Notes
Supplier ID	`vendor_id`
Placed Date	`date`
Completed Date	Timestamp	The exact timestamp when `order_status` became closed.
Expected Delivery	`expected_delivery_date`
Remote ID	`purchaseorder_id`
Total Value	Calculated	`total` * `exchange_rate`

Buy Order Lines (Zoho → Optiply)

Optiply Field	Zoho Books Field	Logic / Notes
Product ID	`line_items.item_id`
Quantity	`line_items.quantity`
Subtotal Value	Calculated	`line_items.quantity` * `line_items.rate` * `exchange_rate`
Buy Order ID	`purchaseorder_id`

Buy Orders (Optiply → Zoho)

Optiply Field	Zoho Books Field	Notes
Supplier Remote ID	`vendor_id`

Buy Order Lines (Optiply → Zoho)

Optiply Field	Zoho Books Field	Notes
Optiply Buy Order ID	`reference_number`
Product Remote ID	`item_id`
Quantity	`quantity`

❓ 4. Frequently Asked Questions (FAQs)

Can I exclude orders from specific sales channels, like Amazon or Walmart?

Yes! If you have multiple sources and want to avoid data duplication, you can exclude those sales orders from Zoho Books by clearly stating the Salesperson IDs. For example, if you save Amazon as AMZN and Walmart as WLMT, simply fill the exclusion field with AMZN,WLMT (separated by commas, no spaces).

If a customer changes their order in Zoho Books, will Optiply update it?

No. We do not sync Sell Order changes in any way. Any order line changes, line deletions, or new lines added to existing Sell Orders in Zoho Books after the initial sync will not be updated in Optiply.

Do I have to sync my stock levels from Zoho?

Not necessarily! By default, we pull your stock levels, but if you prefer to manage that differently, the Sync_Stock flag can be set to False so we skip pulling stock data entirely.

Zoho Books - Data Mapping & Synchronisation