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Migration Guide

When you switch from another system to Zoho Inventory, move your master data first and then bring in transaction history only where you need it. This keeps your records clean, reduces duplicate entry, and makes it easier to verify stock after migration.

Before You Start

Before you import anything, prepare the data you want to move into Zoho Inventory.

  • Back up the data in your current system.
  • Decide which records you want to migrate. Most teams start with customers, vendors, and items, then move to transactions.
  • Check each module’s import page for the supported file formats. Most modules accept CSV or TSV, and some modules also support XLS.
  • Download the sample file from the module’s import page and match your columns to that format.
  • Remove duplicates, test records, and unused columns before you import.

Pro Tip: If you already have data in Zoho Inventory, use Data Backup before a bulk import.

Set Up Your Organization Profile

Before you import data, set up your Organization Profile. It stores your business name, address, base currency, fiscal year, time zone, and similar details that Zoho Inventory uses across transactions and email notifications.

  1. Go to Settings (gear icon) in the top right corner.
  2. Click Organization Profile under Organization.
  3. Fill in or update the required details.
  4. Click Save.

Learn more about the Organization Profile.

Configure Module Preferences and Taxes

Configure your modules and tax rates before you import transactions so that records map to the right fields and tax rates.

  • Module Preferences: Go to Settings and open the module you want to configure (for example, Items, Sales Orders, or Invoices) to set numbering, default fields, and other preferences. Learn more about Preferences.
  • Custom Fields: If a column in your import file does not match a default field in Zoho Inventory, create it as a custom field in the module’s preferences before you import.
  • Taxes: Set up your tax rates and tax groups so they can be applied to items and transactions. Learn more about Taxes.

Note: Map only the fields and tax rates that exist in Zoho Inventory. Unmapped columns in your import file are skipped unless you map them during the import flow.

Recommended Migration Order

Import your data in this order so dependent records are available when you need them.

  1. Customers and Vendors — Import your customers, vendors, and contact persons first.
  2. Items — Import items and variants next, including opening stock and opening stock value where applicable.
  3. Price Lists — Import customised selling and purchase rates that you assign to customers or vendors.
  4. Warehouses and Locations — Add your warehouses, locations, and bin locations before importing stock-linked transactions.
  5. Exchange Rates and Currencies — Add currencies and exchange rates if you transact in more than one currency.
  6. Sales Transactions — Import sales orders, invoices, packages, shipments, sales returns, credit notes, and payments received that you want to carry over.
  7. Purchase Transactions — Import purchase orders, bills, vendor credits, and payments made that you want to carry over.

If you are not migrating older transactions, start from the current date and create new records only in Zoho Inventory.

Note: Zoho Inventory does not import bank deposits, fund transfers, or accounting journals. Maintain those in your accounting system or in Zoho Books.

Export Data From Your Current System

Export the records you want to move from your previous software before you import them into Zoho Inventory.

  • Open the relevant module or report in your current system.
  • Export the records in CSV, TSV, or XLS format if the application supports it.
  • Save one file per module whenever possible so field mapping stays simple.
  • Keep the exported files unchanged until you confirm that they import correctly.

If you are moving from a spreadsheet, clean the headers and align them with the sample file before you upload the data.

Import Customers and Vendors

The next step in the migration process is to import all your customers and vendors. In Zoho Inventory, 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 Data Into Zoho Inventory

Zoho Inventory uses the same basic import flow in every module.

  • Open the Zoho Inventory module you want to fill.
  • Click the module’s Menu icon and choose the import option.
  • Upload the file that matches the sample format.
  • Choose the character encoding and delimiter if the page asks for them.
  • Map the Zoho Inventory fields to the columns in your file.
  • Review the preview.
  • Click Import.

For the step-by-step import flow, see Importing Data.

Note: When you import items, include Opening Stock and Opening Stock Value if you already have stock on hand. If you use multiple warehouses, enter the stock for each warehouse where applicable.

Pro Tip: If the import page offers the option to save field mappings for future imports, turn it on for the first successful file.

Review Your Data After Migration

After each import, check the new records before you start using them in daily work.

  • Open a few imported records and verify names, dates, amounts, and linked transactions.
  • Check item quantities and opening stock before you create new sales or purchase records.
  • Use Inventory Adjustments if you need to correct stock after the import.
  • Re-import only the records that failed instead of uploading the full file again.

If you want to move data again later, use Import & Export as a reference point for the available module-level actions.

Points to Note During Migration

Keep these points in mind to avoid common migration issues:

  • Map every column in your import file to the matching Zoho Inventory field. Unmapped columns are skipped.
  • Remove unnecessary commas, blank spaces, and special characters from the import file before you upload it.
  • When you import invoices, bills, or other transactions, verify that their statuses (such as Draft, Sent, Paid, or Overdue) remain correct after the import.
  • Date, currency, and number formats in your file must match the formats configured in your Organization Profile.
  • Zoho Inventory does not import bank deposits, fund transfers, or manual journals. Record those in your accounting system.

What to Do After Migration

Once your data is in Zoho Inventory, you can customise your organisation further and start using features that streamline daily work:

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