Outcome:

The outcome of Vendor Data Segregation and Import outlines processes such as collecting vendor data, segregating it into relevant categories, uploading files into Zoho Books, mapping fields accurately, and importing the data. These steps are essential to ensure organized data management, accurate integration, and efficient system functionality.

• Use case Implementation Steps:

Implementation Stage 1:   

• Data Collection

• Gather vendor data from Tally.

• Ensure data includes necessary fields like vendor name, contact details, addresses, and payment terms.

Implementation Stage 2:   

• Understanding the Data Format  

• Export Existing Data:
  If Zoho Books already has existing data (as in the case of MTAB Automations), export the data to understand the required structure.

• Download Sample File:
  If no data exists, download a sample file from Zoho Books to identify the required column headers.

• Data Segregation

• Categorize vendors based on predefined criteria (e.g., region, type, or transaction history).

Implementation Stage 3:   

1. Log in to Zoho Books website with Administrator privilege.

2. Go to Home > Purchases > Vendors.

Implementation Stage 2: Customize layout and fields

Description: From the Candidate Field Trays on the left, drag and drop the fields require in the candidate layout and remove the undesired field using trash icon, to capture specific information related to customizing candidate details.

Input:

- access the candidate module layout.

- Field properties.

Implementation Stage 2: Vendors

Description: onchart of vendor Trays on the rigth side click on three dots then select import Vendors then a pop up will be displayed click on vendors.

Implementation Stage 4:

Description: On the top right corner we have three dots click on it and we have to choose import vendors.

Steps:

Import Vendors > vendors >Continue.

Implementation Stage 5:

Description: click on Drag and drop file option and after choosing the file mark the overwrite vendors radio button and then click next.

Steps:

Drag and drop file option > overwrite vendors > Next.

Implementation Stage 6: Map Fields

Description: Map fields with the vendor details fileds it means all the headers should be same as vendor details filed and after maping filed correctly click on next.

Implementation Stage 7:

Description: After clicking on import, data will be imported successfully .

Challanges faced :

• Missing information in raw data for some columns.we have to collect additional data from the client via finance head.

• The GST treatment field must be Registered business-regular for Registered customers and Unregistered business for Unregistered customers.

• If the sheet contains any opening balance field we have to remove that because the opening balance is not needed.

• Target Audience:

• Finance Team: Responsible for managing payments, tracking vendor transactions, and generating financial reports using the imported vendor data.

• Zoho Books Administrators: Manages the vendor data import process, ensures data accuracy, and resolves technical issues during integration.

• Payables Executive: Responsible for managing accounts payable processes, including invoice verification, vendor payments, and expense reconciliation. They ensure timely payments, maintain accurate financial records, address vendor queries, and ensure compliance with tax regulations and company policies.

• Users:

• Financial controller: Manages financial operations, including reporting, budgeting, and compliance, ensuring accuracy and efficiency. They oversee accounting teams and develop strategies to optimize financial performance.

• Flow Chart:

• Tool Permission Required:

      Zoho Books

• Link Required:

      Flow Chart