How to migrate from Quick books to Zoho books?

Migrating from a comfort software to another is quite daunting. But, what needs to be done has to be done! And we are here to make your migration process a slice of butter.

First things first, To migrate to zoho books, you need to:

·        Create your Zoho Books business account

·        Export Information from QuickBooks Online 

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1. Create Your Zoho Books Business account

You must build up your organization in Zoho Books and ensure that all required information is saved. Here's how to proceed: 

-Sign in to your account with Zoho Books. 

-Go to Settings > Organization Profile. 

-Provide your organization's information. 

-At the bottom of the document, click Save. 

When establishing up your business in Zoho Books, it is also essential to include all applicable taxes. 

To add taxes in Zoho Books, follow these steps: 

-Go to Settings > Taxes. 

-In the upper right corner of the page, click the + New Tax button. 

-Enter the Name and Rate of the Tax. 

-Choose a Tax Authority from the drop-down menu or enter it manually to submit it. 

-Select Save. 

Similarly, you can add Tax Exemptions and Tax Authorities based on the needs of your business. 

Following this, you must export specific reports from QuickBooks Online before importing them into Zoho Books. 

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2.Exporting Information from QuickBooks Online 

After setting up your business in Zoho Books, you can begin transferring data from QuickBooks Online to Zoho Books. 

General Accounts 

First, export all necessary data from QuickBooks Online. When importing into Zoho Books, guarantee the following: 

-All fields in the import file adhere to the specified order. 

-All required fields are present in the import file. 

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Here is a rundown of the QuickBooks Online exportable reports: 

-Accounts List

-Customer Contact List 

-Vendor Contact List 

-Products/Services List 

-Inventory Valuation Detail 

-Trial Balance 

-Sales by Product Service 

-Purchases by Product Service 

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To view and export the above reports

∙Log in to your QuickBooks Online account. 

∙Go to the Reports module. 

∙Select the report you want to export. 

∙Click the Export icon on top of the page and select Export to PDF or Export to Excel. 

Migration process 

You can start the migration once you have exported all the necessary data from QuickBooks Online. 

There are two methods for making the switch from QuickBooks Online to Zoho Books: 

-Import Transactions of the Current Financial Year (Recommended) 

-Import Historical Data 

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Transactions in Imports for the Current Financial Year (Recommended) For this method to work, you would need to set the opening balance date to the first day of the current fiscal year, which is October 1, and include both the activities that happened since the opening balance date and those that happened before it.

You would have to enter the account amounts at the end of that day and import the open transactions that go with them into Zoho Books.

We suggest that you use this method to add info to Zoho Books. We're going to use this method in this help guide.

While importing old data You can put the date of the opening balance as the day you started your business. This will include all the transactions you've made since that date.

As an example, let's say you began your business on February21, 2011. You can set the date of the opening balance to February 21, 2011, and then import all the open deals you've made from that date to the present.

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Migration process

In Zoho Books, there are numerous modules containing business related information. 

For instance, the Chart of Accounts module includes all of your organization's accounts, while the Items module includes all of the products and services you purchase or sell. 

Based on the previously exported reports, we will now examine how you can import all the data 

exported from QuickBooks Online into the modules in Zoho Books. 

For a seamless migration, you must follow the steps in the order specified on this page. 

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Import Chart of Accounts 

The Chart of Accounts in Zoho Books consists of a list of predefined accounts, most of which will be similar to the accounts in QuickBooks Online. So, when you’re importing these accounts into Zoho Books, you can skip the duplicate accounts and import just any additional accounts that you have. 

Before migrating your accounts to Zoho Books, you may wishto verify the following:

Filial accounts If youhave sub-accounts, include theprimary accounts first in the import file,followed by the child accounts.

To import the chart of accounts into Zoho Books: 

∙Log in to your Zoho Books account. 

∙Go to the Accountant module in the left sidebar. 

∙Select Chart of Accounts. 

∙Click the Settings icon in the top right corner of the pager. 

∙Select Import Chart of Accounts. 

∙Select the import file to upload it from your computer (see the Accounts List report for details). If you need to make any adjustments to your file before uploading it, you can check the import file format and obtain a sample by clicking the link above. 

∙Click Next.

∙In the Map Fields page,make sure that the fields in ZohoBooks are mapped to the corresponding fieldsin your import file.

∙If you wish to Savethese selections for use during futureimports to use similar format for importsin the future, mark the correspondingbox.

∙Click Next.

∙Click Import.

You’re done!

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Modify Preferences 

The Settings tab in Zoho Books allows you to tailor the programme to your own needs. The page's Settings can be accessed via the cog wheel in its upper right corner. Here, you need to set up the following: 

-Enable Necessary Modules 

-Set Preferences for a Module 

Enable Necessary Modules 

Quotes, Timesheets, Recurring Bills, and Debit Notes are just some of the modules available in Zoho Books. Only those that are essential to your operation need to be activated. To explain how: 

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-Select General Preferences from the Settings menu. 

-In the Select the modules you would want to enable section, tick the boxes next to the ones you need. 

Here, too, you can specify the details of any discounts or taxes that will be applied to your purchases. 

After making your selections, select the Save button. 

Configure settings

Using the Settings section of Zoho Books, you can tailor your organization to your business needs. Click the Gear icon in theupper-right corner of the page to access Settings. Ensure that the following are configured:

·       Enable Necessary Modules

·       Configure Module Options

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Enable Necessary Modules

Quotes, Timesheet, Recurring Bills, and Debit Note are some of the modules available in Zoho Books for managing transactions effortlessly. You can enable the ones that yourbusiness requires. This is how:

·       In the top-right corner of the page, clickSettings.

·       Select General from the Preferences menu.

·       Mark the modules you need under the option Select the modules you wish to enable.

Zoho Books includes stock management features such as Stock Adjustments and Inventory Tracking. Enable the Zoho Inventory add-on if you want an advanced inventory management option that allows you to create shipments and administer ware houses.

Click save.

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Configure Module Preferences

After enabling the modules your business requires, you can proceed to configure their preferences. Each module can be tailored to your business requirements. To do so, navigate to Settings and select the module you wish to customize from the sidebar.

There will be many customizable options available for each module.

Import Customers andVendors

In any enterprise, you would interact with clients and suppliers. After importing your Chart of Accounts into Zoho Books, you must import your customers and vendors.

In QuickBooks Online, the Customer Contact List and Vendor Contact List reports correspond to the Customers and Vendors module in ZohoBooks (you would have already exported these reports in earlier stages). These inventories of customers and vendors must be imported into Zoho Books.

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Prior to Migration...

Mandatory Fields Zoho Books has a few required fields for Customers and vendors. Ensure that the import file contains the following mandatory attributes when importing them:

Tax Name

Tax Authority

Tax Percentage

Customer/Vendor DisplayName

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To import your customers and vendors into Zoho Books: 

∙Log in to your Zoho Books account. 

∙Go to Sales > Customers (for customers) and Purchases > Vendors (for vendors). 

∙Click the Hamburger icon in the top right corner of the page. 

∙Select Import Customers or Import Vendors. 

For the Customers module, select Customers and click Continue 

∙Click the Choose File button to upload the import file (refer to the Customer Contact List report). You can download a sample csv file or a sample xls file to view the format of the import. You can also choose to Skip or Overwrite the Duplicate Records. 

∙Click Next. 

∙In the Map Fields page, ensure that all the fields in Zoho Books are mapped correctly to the fields in the import file.

∙Click Next.

∙Click Import.

Items to Import

Items are all of your company's goods and services. All of the items and services in your Quick BooksOnline account can be imported into Zoho Books.

The Product/Service List report in QuickBooks Online corresponds to the items in Zoho Books' Items module(you would have alreadyexported this report in previous steps).

The Inventory Valuation Detail report in QuickBooks Online(which has already been exported) gives information about each inventory item's closing stock. Get the closing stock value of each item to insert in the Initial Stock field of the Zoho Books import file.

Prior to Migration...

Closed Stock If you have inventory items with a closing stock at the conclusion of a fiscal year, youcan acquire this stock from the Inventory Valuation Detail report (exported before). When importing the products into Zoho Books, specify this as the openingstock.

When you enter this stockvalue, Zoho Books automatically builds opening balances for the items. This maybe found in Zoho Books' account Inventory Asset report.

Zoho Books InventoryTracking Now, let's return to ZohoBooks. You must enable inventory in Zoho Books if you want to track inventoryfor your items. Here's how to go about it:

·       Access your Zoho Books account.

·       Go to the upper right corner of the page andselect Settings.

·       Select Items from the drop-down menu.

·       Check the I want to enable Inventory box andinput the Inventory Start day (the day you switched to Zoho Books). This dateshould coincide with your Opening Balance Date.

·       Save the file.

Required Fields To track inventory for your items, make sure you include the following essential fields in the import file during the import:

Initial Stock

Inventory Account

Item Type (Sales, Purchase, Sales and Purchase, Inventory)

Initial Stock Rate

To import your items into Zoho Books, follow these steps:

·       Access your Zoho Books account.

·       In the left sidebar, navigate to the Items module.

·       In the upper right corner of the page, click theHamburger icon.

·       Choose Import Items.

·       Upload the import file by clicking the Choose File button (refer to the Product/Service List report). You can view the import format by downloading the sample file. Duplicate records can also be skipped or over written. Make sure to input the closing stock of each item in the Import File's Initial Stock field.

·       Next, click.

·       Make sure that all of the fields in the importfile and Zoho Books are appropriately mapped on the Map Fields page (including the necessary fields specified above).

·       click Next.

·       Click Import

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Add Bank Accounts and Cards

You may connect your bank account to Zoho Books and get real time bank feeds. Your bank statements can be imported manually as well.

Live Bank Feeds If you choose to retrieve live feeds from your bank, you must retrieve the feeds beginning from the date you inputted the opening balance. Otherwise, there is a chance that statements from the previous fiscal year will be automatically retrieved.

To add a bank account and retrieve live bank feeds, follow these steps:

·       Sign in to your account with Zoho Books.

·       Go to the Banking module in the sidebar on the left.

·       To add a bank or credit card, click the Add Bankor Credit Card icon in the upper right corner of the page.

·       Choose your bank from the list of prominent banks or enter its name in the search bar.

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·       Please enter your banking information and click"Accept Terms & Conditions" to continue.

·       To link your bank account, please click Continue.

Import Financial Statements

To manually import bank statements, you must manually register a bank or credit card account in Zoho Books and then upload their statements. Here's how to proceed:

·       Access your Zoho Books account.

·       In the left sidebar, navigate to the Banking module.

·       In the top right corner of the page, click theAdd Bank or Credit Card icon.

·       At the bottom of the page, click the Enter your account manually button.

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·       Enter your bank or credit card information.Check the box next to Make this primary to designate this as your primary bank account.

·       Select Save.

Once a bank or credit card account has been added, usershave the option to import their statements by selecting the Import Statement button. Transactions can be recorded in Zoho Books by using the "AddTransaction" feature and afterwards choosing the desired transaction.

Enter Opening Balances

When entering the opening balances in Zoho Books, make sure you enter them in the following order:

1.     Customers and Vendors Balances

2.     Asset accounts

3.     Expense accounts

4.     Bank accounts

5.     Liability accounts

6.     Equity accounts

7.     Income accounts

In order to input your initial balances in Zoho Books:

·       access your Zoho Books account by logging in.

·       Access the Settings option located in the upper right corner of the page.

·       Choose the option labeled "Opening Balances" within the section designated as "Organization."

·       To initiate the editing process, locate and select the Edit icon located at the top of the interface.

On this webpage, users will have an option to input all oftheir initial balances.

Customers and Vendors Balances

While importing your customers and merchants into Zoho Books, you can enter their initial balances.

The initial balances of new clients might be recorded in one of two ways:

While creating the client/supplier

Putting it into the opening balances spreadsheet

You will not be able to import opening balances forcustomers or vendors that you have already created or imported.

Here's how to import the opening balances if you haven't already done so in the Opening Balances module:

·       Launch your books in Zoho by signing in.

·       In the top right, click on Preferences.

·       Go to the Organization menu and then click Opening Balances.

·       To edit the page, select the pencil icon.

·       Accounts Receivable and Accounts Payable balances can be imported by clicking the corresponding button.

·       Select the import file by clicking the ChooseFile button. The import file format can be viewed in detail by downloading the sample file.

·       Move on to the Next Step.

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·       Using the Map Fields page, double-check that Zoho Books and the import file have properly mapped fields.

·       To proceed, please select the Next button.

·       Click import

Opening balances can be imported only if the customers and vendors exist in Zoho Books already.

Asset accounts

The accounts for inventory assets and other assets will be listed here.

Don't forget to update the account balances against the corresponding accounts.

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Expense accounts

Within the Expenses section, it is possible to input the initial balances for the various expense accounts within your organizational structure. Please input the balances for the respective accounts.

Bank accounts

If the user has included any bank accounts in Zoho Books, they will be able to access and observe them in this location. Please provide the current bank balance for the specified accounts.

Liability accounts

Under the liabilities section, all accounts categorized as Other liability and Other current liability will be included. Users have the ability to input the account balances in alignment with their respective accounts.

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Equity accounts

The Equity category encompasses various accounts, including Drawings, Retained Earnings, and Owner's Equity, which are all included in this listing. Please input the balances for the respective accounts.

Income accounts

The Income portion of your business will include accounts pertaining to your business income, such as Sales and Discounts. Users have the ability to input the balances in relation to the respective accounts.

·       After inputting the initial amounts for all the accounts, proceed by selecting the "Continue" option. It is advisable to review the provided balances for accuracy before proceeding to select the"Confirm" option.

·       Please select the "OK" option in the confirmation pop-up window.

You have now input the opening balances successfully.

After making modifications to each of the aforementioned accounts, proceed as follows:

·       Click Continue at the bottom of the page once you've entered the opening balances for each account.

·       Click the Confirm button to store the opening balances.

By clicking + New in the right area, you can add new accounts to any of them.

When you open your account, if there is a gap between the Debits and Credits, you will be notified and can click Continue. In Zoho Books,you can change this amount later in the Opening Balance Adjustment account.

It is possible to change the starting balances in Zoho Books at any time. Click on the "Accounts Receivable" section to see how much money each company owes you at the start of the period.

Purchase and Sales import

In any business, records of sales and purchases would be kept. All of these activities can be brought over from QuickBooks Online to Zoho Books.

You won't be able to add your customers' open transactions if you've already entered their starting balances. The pre-dated activities will match up with the balances at the start of the day.

 import transactions into Zoho Books

When you make a purchase, you usually pay your bills and send money to sellers in and outside of your country. In the buy transactions, you'll need to add two main things:

• Outstanding bills
• Vendor advances
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You would have saved the Accounts Payable (A/P) report from QuickBooks Online during the steps before the transfer. There is a part in this report called "Payments" that lists all the payments that were made to different vendors.

You can see your sellers' bills that are still due and the payments you have made in this report. First you'll need to add your bills to Zoho Books. Then you'll need to add the payments you get from different sellers.

Here's how to add your bills to Zoho Books:

·       Sign in to Zoho Books.

·       Select Purchases and then Bills.

·       In the upper right part of the page, click the hamburger icon.

·       Click on Import Bills.

·       Then click the "Choose File" buttonand upload the file. You can get the trial file to see how the import is formatted.

·       Press Next.

·       It is imperative to verify that the fields inthe import file and Zoho Books are accurately mapped in the Map Fields page.

·       Click Next at the bottom of the page.

·       Click import

You would have successfully imported all of your outstanding invoices at this point.

Next, you must import any outstanding vendor advances. Here's how to proceed:

·       Select Purchases > Payments Made from themenu.

·       In the upper right corner of the page, click the hamburger icon.

·       Select Payments Imported.

·    Click the Choose File button and upload the import file.

• Ensure that all fields in the import file and Zoho Books are mapped accurately on the Map Fields page.
• Click Next 

• Click Import.

After this, you would’ve successfully imported your open vendor advances.

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sales

The majority of sales transactions consist of invoices and payments received from domestic and international customers. You'll need to import two main sales transaction components:

- Outstanding invoices

- Customer advances

Since we entered the opening balances (Customer Balances) for the consumers during the creation process, we do not need to create or import open invoices again. Simply import the outstanding consumer advances.

You would have exported the Accounts Receivables (A/R)report from QuickBooks Online during the pre-migration procedures. In this report, you'll find the Payments section, which will detail all the customer payments received. These details must be imported into Zoho Books. Here's how to proceed:

·       Sign in to your account with Zoho Books.

·       Go to Sales > Received Payments.

·       In the upper right corner of the page, click the hamburger icon.

·       Select Payments Imported.

·       Click the Choose File button and upload the import file.

It is imperative to verify the accurate mapping of allfields in both the import file and Zoho Books on the Map Fields page.

Please proceed to the subsequent page by selecting the"Next" option located at the bottom.

·       Click Import

Sync Transactions

Once all the necessary transactions have been imported, itis imperative to verify whether they have been accurately synchronized with the Opening Balances. Accurate account values in the Trial Balance report can onlybe obtained under such circumstances.

In the event that transactions with dates on or prior to the migration date have been imported, it is necessary to synchronize them manually with the Opening Balances feature in Zoho Books. In order to accomplish this task:

·       Access the Settings option located in the upperright corner of the page.

·       Please navigate to the "Organization"section and choose the option labeled "Opening Balances."

·       The enumeration of retro actively dated transactions will be included in this document.

·       Please select the "Sync" option.

Upon completion of this final step, the migration procedure will be finalized, enabling you to commence the exploration of the various additional functionalities provided by Zoho Books.              

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