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 the steps to migrate.

Configure Organisation Profile

Before you actually start using Zoho Books, you must configure your Organisation Profile. To configure:

Edit Organisation Profile

Update the Opening Balances

While switching from your old accounting software, you will have to ensure that you’ve brought in all your previous accounts to Zoho Books. This means you will have to import all your previous inventory levels, sales and purchase details, customers and vendors, income and expense statements, miscellaneous journal entries and a lot more.

You will have to generate a Trial Balance to identify all the debit and credit balances of your accounts and enter them in Zoho Books. To enter your opening balances:

Read our detailed guide on Opening Balances to ensure that you do not miss out any details.

Enable VAT

If your business is registered for VAT, the default VAT rates will be auto-populated as soon as you enable VAT for your organisation. If you’re accustomed to a different VAT rate name, you can rename the auto-populated VAT rates in VAT Settings.

Also, if your business sells digital services, you have to enable VAT MOSS and create corresponding VAT rates based on the countries to which you sell.

Note:

  • If you import transactions with VAT associated to them, ensure that the tax name in Zoho Books matches with the tax name in your import file.

Export Data from Previous System

Now, you can export the data from the previous accounting system to import them into Zoho Books. To export:

Note: Zoho Books supports only CSV, TSV and XLS file formats and you must ensure that the data is exported in any one of the supported formats.

Import Data into Zoho Books

In Zoho Books, you have the option to import data from your computer to speed up the data collation process inside every module.

Import Chart of Accounts

Import the Chart of Accounts of your previous accounting system to set up all the accounts in Zoho Books. To import:

Import Chart of Accounts

Note:

  • Download a sample file from Zoho Books and compare it with the exported file. Ensure that the import file matches with the format in the sample file.
  • Also, if you want to automatically include the transactions of an account in the VAT return, then add a column as Include in VAT Return and enter TRUE under that column in your import file.
Import CA Choose File Import CA - Mapping fields Import Preview

Import Modules

Now, import the data of each module, such as Contacts, Items, Estimates, Invoices, etc. into Zoho Books either in CSV, TSV or XLS.

item price list accountant import export Contacts Sales Purchases

To import:

To Import Importing Next

Note:

  • It’s best to download the sample file and ensure that your import file is similar to the sample file. This will save you time and prevent errors. Click the sample file to download it to your computer.
  • If you’ve enabled International trade and you’re importing contacts, make sure you enter the VAT Treatment such as United Kingdom, EU - Non VAT Registered, EU - VAT Registered and Non Eurpean Union under the Contact VAT Treatment column as mentioned in the sample file. This will ensure that your contacts are imported with the correct VAT treatment and appropriate taxes are applied when you create transactions for them.
Import map fields Import Preview

Add Bank or Credit Card Accounts

After you’ve imported the transactions of various modules into Zoho Books, you might want to add your bank accounts and credit card accounts in the Banking module and have the imported transactions matched or categorised for your bank reconciliation.

To add a new bank account or credit card account:

Add Bank account

Update Opening Balance for Bank Account

Next, you must enter the Opening Balance for this account. To enter:

Import Bank Feeds

Now, navigate to the bank account in your Banking module. If you’ve linked your Zoho Books bank account to your bank’s website, the bank feeds which are upto 90 days old will be fetched into the account.

If you want to fetch the feeds which are beyond 90 days old, you can import them manually. To import:

Import Statement Import Bank statement Import Bank Statement - Mapping fields Import BS Preview

Next, you can match or categorise the feeds with the transactions that you’ve imported for the other modules. Learn more about matching and categorising transactions.

Points to remember during migration

  • We don’t directly support importing your deposits, fund transfers etc., from your existing accounting system. But, you must enter or update the entries in Zoho Books accordingly so that all your accounts match.
  • Please ensure that you map the fields properly and get rid of unnecessary commas, blank columns etc., and special characters like apostrophes, asterisks etc.
  • If you have imported all your invoices or bills, ensure that appropriate statuses are maintained even after the migration.
  • Please note while you import your files into Zoho Books, the value in the field should match with the data type supported by Zoho Books. There will be unmapped fields in your import file that would not have been mapped to any Zoho Books field. Hence, if you want these fields to be imported, the column header(s) should be mapped properly.
  • You’ll not be able to import the data backup files of a Zoho Books organisation into a new Zoho Books organisation.
  • If you need further support regarding entering any of your business transactions in Zoho Books, please contact us anytime, our support folks will touch base with you soon.

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