Migrating to Zoho Books from your existing system
Thanks for choosing Zoho Books. If you are migrating from your existing accounting system to Zoho Books, this page would guide you to enter the opening balances into our accounting system. Before you actually start using Zoho Books, you 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.
1 Import Contacts
- Go to the "Contacts" tab and click on Import Contacts on the right hand side. Choose an appropriate file and hit the "Next" button.
- Ensure that all the fields are mapped accordingly. Click the Import button to move your customer 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.
2 Import Items
- To import items into Zoho Books, click on the Money In tab and select "Items" sub-link.
- Now, click the Import Items button on the right hand side. (You can also download the sample file to check whether the file that you exported from QuickBooks would be compatible with Zoho Books format.)
- Choose an appropriate CSV file in the "Select File" field. In the file format drop-down choose the file to be "CSV" and click the "Next" button.
- Map the field names that you would like to see in Zoho Books. From the "Your Data" drop-down choose appropriate entities to match the "Zoho Books Field".
3 Import Invoices
- To import invoices into Zoho Books, click on the Money In tab and select "Invoices" sub-link.
- Click the Import Invoices button on the right hand side.
- Ensure that the fields are properly mapped so as to import your invoices into Zoho Books easily.
- Click on Auto generate invoice number to automatically generate invoice numbers for your invoices.
- You can also import your quotes or estimates into Zoho Books, just click the Import Estimates button and go on importing your quotes.
4 Import Bills
- Go to Money Out tab and click the "Bills" sub-link.
- Click the Import Bills link on the right hand side. You can export your bills and bill payments as CSV. Please ensure that you maintain the same statuses of your bills during the migration.
- If you want to import your Bill Payments into Zoho Books, go to the "Money Out" tab and click on "Payments Made". Now hit the "Import Payments" on the right side of the page.
5 Go To Opening Balances
- Sign in into your Zoho Books account.
- Go to the "Settings" tab.
- Click on "Opening Balances" link under "Organization Settings" link.
6 Select Opening Balance Date
This is an important step in the migration process. Please select an appropriate "Opening balance date". This is the date in which you are migrating your accounts from your current accounting system to Zoho Books. 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.
7 Enter Opening Balances
- Now enter appropriate figures for your accounts under the debit and credit fields.
- Please note, you need to enter appropriate exchange rates if you transact in multiple currencies.
- Now that your invoices, payments received, credit notes, bills and its payments recorded before the opening balance date will get adjusted with the amount entered.
- Click the continue button and also confirm your account balances once again.
8 Save Opening Balances
Now that your opening balances are saved in Zoho Books. Enjoy your accounting with Zoho Books.
