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Migrate to Zoho ERP From Other Systems

Zoho ERP brings all your key business processes together in a single platform. You can use it to manage areas such as finance, inventory, sales, purchasing, and more, depending on your business requirements.

This guide walks you through the process of moving your data from your existing ERP software into Zoho ERP. It explains what data to prepare, how to export it from your current software, and how to import it into Zoho ERP.

Note: Ensure that your import data is either in the CSV, TSV, and XLS formats.

Set Up Your Organisation Profile

Once your data is ready for import, start by setting up your Organisation Profile. It stores basic information about your business and helps Zoho ERP apply correct settings across the modules you use. To do this:

  • Log in to your Zoho ERP organisation.
  • Go to Settings.
  • Under Organization Settings, select Profile under Organization.
  • In the next page, fill in the required details.
  • Click Save.

Your organisation profile will be set up. Learn more about Organisation Profile.

Import Chart of Accounts

Zoho ERP has a list of default accounts, grouped into Asset, Liability, Equity, Income, and Expense. Many of these accounts may match the ones from your previous ERP software. If not, you can import them.

Insight: To import sub-accounts into Zoho ERP, ensure that you add their parent accounts first in the import file, followed by child accounts.

Pro Tip: To import sub-accounts into Zoho ERP, ensure that you add their parent accounts first in the import file, followed by child accounts.

Configure Settings

Under Settings, you can customise Zoho ERP to match your business requirements. To access settings in Zoho ERP, click the Gear icon in the top right corner. Ensure that you configure the following:

  • Enable Modules
  • Configure Module Preferences
  • Set Up Taxes

Enable Modules

Apart from the list of default modules available in Zoho ERP, you can enable modules to proceed with your business processes. Learn how to configure modules in Zoho ERP.

Configure Module Preferences

Once you enable the required modules, configure their preferences to match your business requirements. To do this, go to Settings, and select the module you want to customise.

Insight: If you don’t see certain fields in Zoho ERP that were available in your previous ERP software, you can create them as custom fields.

Set Up Taxes

Zoho ERP lets you configure country-specific taxes, multiple tax rates, and tax groups based on your business processes. Once you create tax rates, you can assign it to items or apply it directly to your transactions. Learn more about Taxes.

Notes:

  • When you import transactions that included taxes which aren’t already set up, Zoho ERP automatically creates those tax rates using the available details.
  • When you import transactions with multiple tax rates that doesn’t exist in Zoho ERP, a tax group is created with those tax rates.

Import Customers and Vendors

The next step in the migration process is to import all your customers and vendors. In Zoho ERP, there are dedicated modules to handle them independently. Learn how to import customers and vendors.

Pro Tip: When importing customers and vendors, include their opening balances as well. This is helpful when you enter opening balances under Settings.

Import Items

In Zoho ERP, items represent the goods and services your business sells or purchases. If you want to track inventory for your items, ensure that you enable inventory tracking before you import items into your Zoho ERP organisation. Learn how to import items.

The items will now be available in Zoho ERP. If your business uses customised rates for buying or selling items, you can import these rates as price lists. A price list is a set of custom item rates you can assign to a specific customer or a vendor. Learn more about Price Lists.

Add Bank or Credit Card Accounts

You can add your bank and credit card accounts to record your payments accurately. If you’ve included these accounts when importing Chart of Accounts, they will appear in the Banking module. In this module, you can either connect to a bank account that supports automatic feeds, or add them manually.

Enter Opening Balances

When you switch to Zoho ERP, ensure that you bring in all accounts along with their balances from your previous accounting software.

If you move to Zoho ERP at the end of a financial year, enter the previous year’s closing balance as the opening balance for the current year. If you’re switching during a financial year, generate a Trial Balance report as of the migration date for the opening balances.

Before you enter opening balances in Zoho ERP, ensure that you’ve imported the following modules:

  • Chart of Accounts
  • Customers and Vendors
  • Items with opening stock details

Learn more about Opening Balances.

Import Transactions

After you complete the basic setup and update opening balances, you can import transactions in Zoho ERP. Ensure that you import the following transactions:

Projects

Use Projects in Zoho ERP to manage work billed by hours, tasks, or a fixed project rate. You can create projects and record timesheets against them. If you managed projects in your previous accounting software, you can import them into Zoho ERP. Learn more about Projects.

Purchase Transactions

Zoho ERP provides dedicated modules for different purchase transactions, including Bills, Purchase Orders, and Payments Made. Import only the purchase transaction types that your business uses.

Sales Transactions

Zoho ERP provides dedicated modules for different sales transactions, including Quotes, Invoices, Sales Orders, and Payments Received. Import only the sales transaction types that your business uses.

Journals

If you use manual journals, you can import them into Zoho ERP. Since Zoho ERP follows double-entry accounting, ensure that the total debit amount equals the total credit amount for each journal entry. Learn more about Manual Journals.

Sync Transactions

After you import all required transactions, ensure that they’re properly synced with the opening balances. This is required to generate accurate values in the Trial Balance report.

If there are any imported transactions dated on or before the migration date, you must sync them manually with the opening balances. To do this:

  • Go to Settings.
  • Under Organization Settings, select Opening Balances under Setup & Configurations.
  • Review the list of transactions to be updated, and click Sync.

Once synced, your migration to Zoho ERP is complete, and you can start using other features in the application.

What Can You Do After Migration

After successful migration, you can further customise your organisation. Set up payment gateways to accept online payments from your customers.

Zoho ERP also offers several features to help you manage your everyday business operations. Here are a few to get started:

Points to Note During Migration

  • Zoho ERP doesn’t support importing deposits, fund transfers, or similar transactions. You must manually update them to ensure your account balances match.
  • When you import files, map fields in Zoho ERP with the right headers. Remove unnecessary commas, blank spaces, and other special characters.
  • When you import invoices or bills, verify that their statuses remain correct after migration.
  • Ensure that the data in the import file matches the formats supported in Zoho ERP. Any unmapped fields in your import file will not be imported unless you map them to the appropriate fields in Zoho ERP.
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