Migrating to Zoho Books from your existing system

If you are migrating data from your existing accounting system to Zoho Books, this page will guide you on how to enter the opening balances into our accounting system. Before you actually start using Zoho Books, you will have to pull out the trial balance report from your existing system and enter the appropriate account balances into Zoho Books. Follow the steps mentioned below to get started with your migration.

You can import your data from other accounting system to Zoho Books in two ways. Either through individual feature tabs or through Settings.

Here's how you import data through the Settings section.

  • Click the Settings icon on the top right corner, select More Settings and go to the Import & Export sub tab. All your import operations can be done through the Import section of the Import & Export screen.

  • Import & Export Tab

Import Contacts

  • Before importing contacts from your existing accounting software to Zoho Books, add additional fields/custom fields (if any) from the 'Settings' section in Zoho Books and then import contacts.

  • Once done, to import contacts, click on 'Import & Export' tab in Settings and choose Contacts in the entity list. Click continue.

  • On the 'Contacts- Select File' screen, choose the CSV or TSV file you wish to import and ensure the correct character coding is selected according to the import file. Click Next.

  • Import Contacts
  • Map the field names that you would like to see in Zoho Books. From the Imported File Headers drop-down, choose appropriate entities to match the Zoho Books Field.

  • In the preview screen you can see the number of records that are ready to be imported, number of records skipped and unmapped fields. If there are some unmapped fields in your import file, this would not have been mapped to any Zoho Books field and these fields would be ignored during the import process. Click the Import button on the preview screen to move your Contacts data into Zoho Books.

  • Zoho Books would automatically identify contacts as 'Customers' when invoices or quotes are sent and as 'Vendors' when bills are received from contacts.

Import Items

  • To import Items, click on the Select drop down in the Entity field of Import section. Click Items and click Continue.

  • Import Items
  • On the Items- Select File screen, choose the CSV or TSV file you wish to import and ensure the correct character coding is selected according to the import file. Click Next.

  • Map the field names that you would like to see in Zoho Books. From the Imported File Headers drop-down, choose appropriate entities to match the Zoho Books Field. Click the Import button on the preview screen to move your Items data into Zoho Books.

Import Invoices / Estimates/ Invoice Payments

  • Before importing invoices, add additional fields/custom fields (if any) from the 'Settings' section in Zoho Books and then import invoices.

  • Once done, to import invoices, click on 'Import & Export' tab in Settings and choose Invoices in the entity list. Click continue. Click on 'Auto generate invoice number' to automatically generate invoice numbers for your invoices.

  • Import Invoices
  • On the Invoices- Select File screen, choose the CSV or TSV file you wish to import and ensure the correct character coding is selected according to the import file. Click Next.

  • Map the field names that you would like to see in Zoho Books. From the Imported File Headers drop-down, choose appropriate entities to match the Zoho Books Field. Click the Import button on the preview screen to move your Invoices data into Zoho Books.

  • Similarly you can also import your quotes or estimates into Zoho Books, just click on the Select drop down in the Entity field of Import section. Click on Estimates and continue steps as above to finish importing Estimates data in Zoho Books.

  • Also, you can import the payments received from your customers for your invoices in Zoho Books. Export payments received as a CSV from your existing system and import it in Zoho Books. Select the Invoice Payment option in the entity field of the import section. Select the payment file in CSV format and continue to import the payments you received from your customers.

Import Bills / Bill Payments

  • To import Bills, click on the Select drop down in the Entity field of Import section. Click Bills and click Continue.

  • Import Bills
  • On the Bills- Select File screen, choose the CSV or TSV file you wish to import and ensure the correct character coding is selected according to the import file. Click Next. Please ensure that you maintain the same statuses of your bills during the migration.

  • Map the field names that you would like to see in Zoho Books. From the Imported File Headers drop-down, choose appropriate entities to match the Zoho Books Field. Click the Import button on the preview screen to move your Bills data into Zoho Books.

  • Similarly, if you want to import your Bill Payments into Zoho Books, just click on the Select drop down in the Entity field of Import section. Click on Bill Payments and continue steps as above to finish importing Bill Payments data in Zoho Books.

Import Purchase Orders

Once you enable Purchase Orders in the Preference tab of the Settings section, you will be able to Import Purchase Orders through the Import and Export tab of the Settings section.

  • To import Purchase Orders, click on the Select drop down in the Entity field of Import section. Click on Purchase Orders and click Continue.

  • Import Purchase Orders
  • On the Purchase Order- Select File screen, choose the CSV or TSV file you wish to import and ensure the correct character coding is selected according to the import file. Click Next. Please ensure that you maintain the same statuses of your Purchase Orders during the migration.

  • Map the field names that you would like to see in Zoho Books. From the Imported File Headers drop-down, choose appropriate entities to match the Zoho Books Field. Click the Import button on the preview screen to move your Purchase Order data into Zoho Books.

Opening Balances

To enter the opening balance in Zoho Books,

  • Click the Settings icon on the top right corner and select More Settings.

  • Click on Opening Balances.

  • Select an Opening Balance Date by clicking on the date field.This is an important step in the migration process. This is the date in which you are migrating your accounts from your current accounting system to Zoho Books.

  • Opening Balances
  • Using the current trial balance report from your existing system, enter appropriate balances for your accounts in Zoho Books and click on the Continue button. Please note you may have to make adjustments in your opening balances accordingly if you have already imported your invoices, bills, expenses, payments etc., into Zoho Books so that you could ensure all your accounts are balanced.

  • Technically debits and credits have to match and there should be zero balance. If there are differences between debits and credits, it will be held in the Opening Balance Adjustments account.

  • Click the Continue button.

  • Once again, you need to click the Confirm button so as to finish the opening balance set up process.

Points to remember during migration