Move from Zoho Books or Zoho Inventory

Leaving Zoho Books or Zoho Inventory? Bring your lists and the balances you start with. Kluvan has no ready-made layout for Zoho files, so it maps each column by its heading and by what it holds; you check every guess first.

Before you start

• Choose your start date, for example the first day of a month. Your balances are taken on that date.
• Keep Zoho for history: past invoices, payments and reports stay there.
• You need to be the owner or a manager in Kluvan.

Steps

1. In Zoho, export your items to CSV or Excel.
2. In Zoho, export your customers to CSV or Excel.
3. In Zoho, export your vendors to CSV or Excel.
4. In Zoho, export the report of what each customer owes on your start date, and the report of what you owe each vendor, to Excel. Copy each person's total into a balance column of the customers and vendors files.
5. If you track stock in Zoho, export the quantity of each item on your start date too. It can be a column of the items file, or a separate file brought as Opening stock.
6. In Kluvan, open Settings → Bring your data and bring the items file first.
7. Check each column's guess under Columns: what each one is: the item name, the SKU (Code / SKU), the selling price (Selling price) and the purchase price (Cost).
8. Read What we found, then press Import.
9. Bring the customers file (balance → Opening balance they owe), then the vendors file (balance → Opening balance we owe). Set Date of the opening balances and stock to your start date each time.

What comes across

• Items: name, SKU, description, unit, selling price, cost and, if you bring it, the stock.
• Customers and vendors: name, e-mail, phone, address, tax number and one opening balance each.

What does not

• Open invoices and bills, payments, journals and sales history are not imported. Bring one opening balance per customer and vendor instead, and keep Zoho for the history.
• Zoho's accounts, tax settings and price lists are not imported. Products take your organisation's VAT rate.

Checks after the import

• Compare the total in the dry run ("… owed in total") with Zoho's total of what customers owe on your start date, and do the same for vendors.
• Check the stock of a few items against Zoho.
• Download the findings (CSV) and deal with every skipped row.
• Something wrong? Undo the import, fix the file and bring it again.

Good to know

• A file that is too large (over 20 MB or 50,000 rows): split it and bring the parts one after the other.
• Starting the accounts in Books? Enter the opening balances of your accounts in Books; this import fills customers, suppliers, products and stock.
• More about the columns and limits: how import works.