Limitations on Migrating Your Data From QuickBooks to Zoho Books

In this section, you can read the prerequisites and the limitations on migrating your data from QuickBooks to Zoho Books in detail.

General Limitations

• The invoices created in the Delayed Charge module will not be imported into Zoho Books, as they do not have sufficient information about line items. You should manually create those invoices in Zoho Books.
• All the inactive items, customers, or vendors in your QuickBooks Online organisation will be imported as Active with a keyword (Deleted) into Zoho Books. After the transactions are imported, you should search for the keyword (Deleted) and mark them as inactive.

Accounts

• All your sales and purchase transactions will be tracked under Accounts Receivable or Accounts Payable accounts.

• If the accounts in your QuickBooks organisation have the same name as the default accounts in Zoho Books, they will not be imported.

• The following accounts will be imported into Zoho Books with the same names as they were in your QuickBooks organisation but into different account types:

Account Name	QuickBooks Account Type	Zoho Books Account Type
Interest Income	Other Income	Income
Inventory Asset	Other Current Asset	Stock
Undeposited Funds	Other Current Asset	Cash

Items

The following fields will not be imported while importing your items into Zoho Books:

• The Unit field cannot be imported into Zoho Books as QuickBooks does not allow accessing the units of items. The unit for each imported item will be stored as Others. You should update the unit field under Items for future transactions.
• Bundle items in QuickBooks will be imported as Composite items only if you enable Zoho Inventory Add-on in Zoho Books. Bundle items that only include services will not be imported.

Customers and Vendors

• While importing your customers into Zoho Books, the Place of Supply field will be auto-populated using the state code in your customer’s GSTIN.

• Your vendor’s TDS preferences will not be imported.

Journals

• All the journals in your QuickBooks organisation will be imported in the Published status. You can change the status of a journal after importing it.

• The taxes applied in journals will be added as separate line items under tax accounts like Input CGST, Input SGST, etc.

• Journals without a journal number will be imported with auto-generated numbers in the format, QB-JN-1, as journal numbers are mandatory in Zoho Books.

• A journal which contains a bank/cash/ credit card account and an account of the type Accounts Receivable or Accounts Payable, will not be imported directly into Zoho Books. It will be divided into two journals:

1. The first journal (QB-JN-1), will have the account of the type Accounts Receivable or Accounts Payable and an intermediate account.
2. The second journal (QB-JN-1-1), will have the above mentioned intermediate account and the bank account.

Estimates

• If you have estimates with discounts at both the item level and the transaction level, the discount at the transaction level will be split between the line items based on its cost price, the discount applied on the line item, and the total amount.
• Estimates without estimate numbers will be imported with auto-generated numbers of the form QB-EST-1.
• If an estimate contains bundle items, each item in the bundle will be imported as a separate line item in Zoho Books.

Invoices

• Invoices without invoice numbers will be imported with auto-generated numbers of the form QB-INV-1.
• The deposits associated to an invoice in QuickBooks will be imported under the Invoice Payments section in Zoho Books.
• If you have invoices with discounts at both the item level and the transaction level, the discount at the transaction level will be split between the line items based on it’s cost price, the discount applied on the line item, and the total amount.
• If an invoice contains Bundle items, each item in the bundle will be imported as a separate line item in Zoho Books.

Credit Notes

• As per GST guidelines, the Reason field in credit notes are mandatory and hence, they will be auto-filled as ‘Others’.
• Credit notes without credit note numbers will be imported with auto-generated numbers of the form QB-CN-1.
• If a credit note contains bundle items, each item in the bundle will be imported as a separate line item in Zoho Books.

Purchase Orders

• Purchase orders without purchase order numbers will be imported with auto-generated numbers of the format QB-PO-1.
• The reverse charge percentage applied on a purchase order will be calculated as 100% regardless of the actual percentage.
• If you have applied reverse charge on an item in a purchase transaction, the reverse charge will be automatically applied on the entire transaction.
• If a purchase order contains taxes associated with the composition scheme, an unregistered vendor or any overseas treatment, those taxes will be added as separate line items and imported into Zoho Books.

Bills

• All the bills will be imported into Zoho Books in the Open status by default.

• Bills without bill numbers will be imported with auto-generated numbers of the form QB-BILL-1.

• The reverse-charge percentage applied on a bill will be calculated as 100% regardless of the actual percentage.

• If you have applied reverse charge on an item in a bill, the reverse charge will be automatically applied on the entire transaction.

• If you have a bill that is tax inclusive in QuickBooks, the item prices will be calculated exclusively to avoid any mismatch and the purchase order will be imported as Tax Exclusive in Zoho Books.

Vendor Credits

• Vendor credits cannot be applied to bills while importing them and you should apply them manually. We are working on enabling this option and will let you know once it is available.
• Since the Reference Bill association is not mandatory, we’ll compute the Type at our end and populate the same for reference invoice type.
• Vendor credits without vendor credit numbers will be imported with auto-generated numbers of the format QB-DN-1.

Expenses

• If you have items associated with an expense or applied TDS to an expense, the expense will be imported as a bill into Zoho Books.

• Expenses without expense numbers will be imported with auto-generated numbers of the format ‘QB-EXP-1’.

• The expenses associated to accounts that cannot be associated in the Expense Account column of Zoho Books, will be individually imported as journals.

• If you have applied tax on an expense and haven’t entered the Vendor details/GSTIN/GST Treatment, that expense will not be imported into Zoho Books. As an alternative, we will add the tax as a separate line item under a tax account like Input CGST, Input SGST, etc.