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 into our accounting system.

Configure Organization Profile

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

Edit Organization Profile

Update the Opening Balances

Next, you must generate the trial balance report from your existing system and enter the appropriate account balances in Zoho Books. To enter the opening balances:

Opening Balances

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.

Opening Balances Image

Create Taxes

During the initial setup of Zoho Books, you would have added the taxes and the tax authorities as it was in the old system. If you’ve not added them, you must manually create the taxes. Also, you must create tax authorities and associate taxes to it.

To create taxes:

New Tax

Repeat the process to create the other required taxes.

Note:

  • If you import transactions with taxes associated to it and if those taxes are not present in Zoho Books, then the system will create new taxes with the available details.
  • If you import a transaction with multiple taxes applied to it and if those taxes are not present in Zoho Books, then the system will create a new tax group with the available details.

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

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:

You have the option to download a sample file to compare it to the file you are importing to ensure that the import is quick and efficient. Click on sample file to download it to your computer.

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 categorized 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 categorize the feeds with the transactions that you’ve imported for the other modules. Learn more about matching and categorizing transactions.

Points to remember during migration

  • We don’t directly support importing your journals, 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 organization into a new Zoho Books organization.
  • 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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