Data Migration - Inventory Modules
Overview:
Inventory modules such as Quotes, Sales Orders, Purchase Orders, Invoices plays an vital role in Zoho CRM that allows the business to manage their transactions in Zoho CRM. Hence, it is important to bring those transactions when you are migrating from different CRM to Zoho CRM while keeping the association of these transactions with the respective Contacts, Accounts and other Modules etc.,.
Note:
Inventory modules can be migrated only via the Data migration, which is the import option from the setup.
Inventory modules can be migrated only via the Data migration, which is the import option from the setup.
Data Migration:
In Data migration, kindly note that MIGRATION ID plays an important role. For every data that is being migrated, it should contain a unique identifier which will be the migration Id during the migration. Also, Data Migration only allows you to add the data in bulk or create Records.
Scenario:
Let us consider the steps to migrate the Quotes module here, and the same procedure can be applied for the other Inventory modules as well.
In general, when we create a Quote Record, where we have the options to associate Contacts and Accounts with it. In addition to that, the products will also be associated inside the line items. Hence, if we need to associate the records from Contacts, Accounts, and Products, then the data should contain migration ID previously mentioned. Otherwise, we would not be able to associate it with the respective fields which leads to records being created independently without any association.
File Preparation:
Please find the fields that need to be added with a value in the Products module and create similar columns in the Products file. You can refer to the screenshot of the Products File below.
where ProductID is the migration id for the products file.
Similarly, find the next screenshots with the details of Contacts and Accounts along with their migration id's.
Contact.csv file:
Account.csv file:
Now, you can either import these data first so that it will be available in the system, or you can prepare files for Quotes as well and migrate all the files at once as the Data migration tool would accept the all files in the respective order.
In order to migrate Quotes or any other Inventory modules, we need to prepare two files,
- Quotes
- Quoted Items (Line Items).
These two files should be prepared and uploaded simultaneously, similar to Subform migration.
Quotes file:
In the above screenshot, we have mapped the contact Migration ID in the Contact name column to ensure that the migrated contacts get associated to the respective Quotes.
Similarly, the Account migration ID has been associated with the respective Quote records in the Account name column. Due to which, the respective contacts and accounts would be associated with the respective contacts. As it was mentioned earlier, we need to prepare a file for the Quotes Items as well.
Quoted Items (Line Item):
In the above screenshot for Quoted items;
- Quoted Item Id - is the migration id for each line item.
- Quote Id - contains the migration ids of respective quotes to which the quoted items should get associated with.
- Product Id - Since products are mandatory in Quoted items, the migration id of products is mapped here.
Now, we have prepared all the files necessary for the Data Migration, and we can proceed to Migrate them using the Migration Wizard of Zoho CRM under Data Administration.
Steps to proceed with the import:
1) Kindly navigate to setup > Data administration > Import.
2) Click on the respective CRM (Zoho CRM) and then browse all the files.
3) The next step is Module Mapping, where we need to locate each file in the respective file folder.
4) Then, comes the Field Mapping where we will map the respective field in CRM with the respective field in the File.
5) Once the mapping is done, click the start migration. If everything is set perfect, all the files will get migrated without any issues.
Video Example:
You can access the detailed screen recording demonstrating the complete migration process and results in this link.
You can access the detailed screen recording demonstrating the complete migration process and results in this link.
Important Points to be noted:
- Files should be in CSV format.
- Size of each file should not exceed 2GB.
- You can also combine all the files into a Zip format. Upon opening the zip, ensure that the files are in CSV and the total size of Zip should be 25GB.
- Data migration will not check for duplicates, overwrite or Skip the records. The data will be migrated as it is in the file.
Common Errors when importing Inventory Modules in Zoho CRM:
- Both Module and Line Items should be mapped : While migrating the Inventory modules, the line items field should also be selected along with the respective inventory module file. Otherwise, this error would occur.
- Mandatory fields are not found : Error occurs when the defined mandatory field's are left empty in the file.
- Child record not found: Whenever you migrate the Inventory modules, please ensure we have the corresponding parent module(s) (Products) are migrated. Otherwise, the child record error would be thrown as Products is necessary for the Inventory modules.
You can access the sample CSV files used in this article here.
Custom Solution Created by Sakthi Priya | Zoho Partner Support.
If you need any further clarifications, please don’t hesitate to contact partner-support@zohocorp.com.
Additionally, we kindly ask all "Europe and UK partners" to reach out to partner-support@eu.zohocorp.com.
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