Moving to E-Khata Cloud, step by step
What to export, in what order to import it, and how to know the books tie before you send the first invoice. Most businesses finish in a day with our team on the call.
A migration to E-Khata Cloud has four parts, done in order: the product catalog, the parties, the chart of accounts, and then the opening positions, which are stock quantities and money balances as at your cut-over date. Each import runs as a batch with a preview and an undo, and the Opening Balances screen shows the trial balance beside the figures so you can see the moment everything ties.
Before you start: the cut-over date
Choose a date from which E-Khata is the system of record. The first day of a month is easiest because the month-end figures from the old system become your opening figures. Do not try to re-enter history; the old system stays as the archive for anything before the date.
Decide who owns the migration on your side. It is usually the person who kept the old books, and our team works with them on the call.
What to export, and from where
Three lists: products, parties, and the chart of accounts. From Tally, each list has an Excel export. From a desktop package, use its export or report-to-Excel. From Excel itself, the sheets you already keep are the files.
Headers do not need to match ours exactly. Product Name, product_name and productname are all recognised, and anything the matcher cannot guess is mapped by hand on the preview screen.
- Products: name, Urdu name if you have it, SKU, category, brand, unit, sale and purchase price, opening quantity, warehouse, HS code and FBR unit for registered businesses.
- Parties: customer or vendor, name, Urdu name, phone, city, opening balance.
- Chart of accounts: code, name, type, parent.
Import in this order: products, parties, accounts
Products first, because opening stock and later invoices depend on them. Then parties, because their opening balances post as entries. Then the chart of accounts, if you are keeping your own; many businesses use the default chart and skip this step.
Every import shows a preview of each row as it will be created, with warnings on rows that need attention. A mistyped HS code on one row does not block the rest. Commit writes the batch in chunks, and the batch stays listed with an undo that removes exactly what it created.
Opening balances and the trial balance
Party opening balances come in with the parties import. Stock quantities come in with the products import. What remains is the money: cash in hand, bank balances, and any loans, owner capital or other balances as at the cut-over date. These go in on the Opening Balances screen under Accounts.
The screen shows the trial balance as you enter figures. When debits equal credits, the opening position ties and the books are ready. If they do not, the difference is usually a stock value or a bank balance entered on the wrong side.
Serial numbers and batches
Businesses that track serials import them against products and warehouses so opening stock is serialised from day one. Batches with expiry dates are entered on an opening stock receipt per batch, which is quicker than it sounds for a pharmacy with a few hundred lines.
Checking the migration
Run three reports for the cut-over date and compare them with the old system: the Inventory Report for quantities and value, Party Balances for who owes what, and the Trial Balance for the money. Small differences are usually rounding on stock value; large ones are a party or a stock line imported twice, which the batch undo fixes.
Then raise a real invoice, take a real payment, and watch the stock, the ledger and the daybook move. That is the moment most owners stop worrying.
