52. Reconciled Tally / Zoho onboarding and accounting handoff
Retain source-company identity, reconcile the opening baseline and independently acknowledge external accounting facts.
Overview
Cutover review does not move stock or post journals. Existing migration, valuation and execution workflows retain their own authority.
Company administrator, Finance Accountant, independent Finance Controller and customer warehouse/accounting reviewers
Process
- 1Prepare and inspectREAD ONLY
Map company and ledger identities, inspect source exports and resolve every row error.
Existing controlled migration only - 2Reconcile openingREAD ONLY
Tie trial balance, AR/AP, stock and native value to one independently approved cutoff.
No duplicate stock or value - 3Approve and acknowledgeREAD ONLY
Hand off exact posted journals or a source-document review manifest; retain real external posting references.
Accounting custody remains explicit - 4Reconcile and acceptREAD ONLY
Compare later external balances, resolve missing receipts and observe customer device/operating/accounting acceptance.
Retained observed evidence
Role handoff
Company administrator, Finance Accountant, independent Finance Controller and customer warehouse/accounting reviewers
Detailed reference chapters
Detailed steps
- 1
Open Finance → Onboarding. Enter the rationale, set up the source company and map each active native account to a unique external code and ledger name. The external book retains statutory accounting ownership.
- 2
Inspect item and supplier CSV extracts. Store each exact export in Documents, wait for CLEAN status and select its matching version. Resolve row errors, save the mapping and download a normalized workbook. Continue through Programme operations → Migration for workbook preview, database dry run and commit. Material revisions and supplier qualifications still need their normal approvals.
- 3
Bring native opening custody and approved carrying values into agreement through the existing migration/adoption workflows. The cutover review itself never adds stock, balances, invoices or fictitious historical transactions.
- 4
Inspect the cutoff trial balance, stock, open-item and open-order files. Header-only stock/open-item/open-order files declare an empty register. Use signed outstanding balances for customer credits/supplier debits; currency must match the entity base currency.
- 5
Link each remaining open order to an independently approved, unused native line for its exact remaining item/quantity. Do not import old receipt/delivery history or authorize it by a CSV row. Resolve unsupported tracked/project opening custody separately before cutover.
- 6
Check the opening reconciliation. Trial balance must balance, every mapped account must appear once including zeros, AR/AP details must agree to their control accounts and source stock must agree with native quantity/value and inventory GL. Request cutover; a different controller rechecks the unchanged proof and CLEAN evidence.
- 7
Select complete posted base-currency journals after the cutoff. Request a handoff; a different controller approves. Each journal can belong to only one approved handoff. Downloads retain the same checksum.
- 8
Use the Tally journal XML or Zoho draft-journal CSV only for eligible general-ledger movements. Party, cash and tax-control journals produce a review-only manifest: create or match the corresponding external native document instead of importing duplicate journals. Neither file lane files GST returns, settles external invoices or updates external stock quantities.
- 9
Review and publish externally where required. A different Finance authority records every exact external reference and CLEAN receipt evidence. Rejections remain visible; correct the external setup and retry the same approved file. An accepted receipt cannot be reused for another journal.
- 10
Inspect a later complete external trial balance and reconcile. Expected balances equal opening plus all native journal movements. Unacknowledged journals and unexplained external movements remain blockers; retain and investigate differences rather than waiving them.
- 11
Request actual device/printed-label, operating-cycle and accountant-close acceptance only after observing the customer environment. Accountant acceptance pins an exact balanced reconciliation and becomes stale if new native accounting activity appears before approval.
Field-by-field practice data
A disposable training company retains TallyPrime or Zoho Books as its external accounting book and reconciles exact file-exchange facts. These sample values do not attest a customer pilot. The page shows sample set A; the workbook includes independent A, B and C values.
Field names match the current application labels. Select existing approved records where shown, leave optional values blank unless they genuinely apply, and never copy fictitious TRAIN values into live work.
Freeze the company and cutoff
Open Finance → Onboarding. Agree exact company identity, base currency, account mappings and cutoff before importing source data.
| Exact field name | Requirement | Sample value A | How to use it |
|---|---|---|---|
| External accounting product | Select existing | TallyPrime | Use Zoho Books for the independent second case. |
| External company / organization ID | Required | TRAIN-A-BOOKS | Use only the designated training company; never a real customer identifier. |
| Opening cutoff date | Required | 2026-10-21 | Use the actual agreed training cutoff. Future source dates are rejected. |
Expected result: Company and ledger identities are retained without posting financial facts.
Inspect and reconcile
Inspect trial balance, stock, outstanding balances and open orders at the cutoff. Include all mapped zero accounts; header-only registers explicitly declare no records. Use existing workbook and native value-adoption controls.
| Exact field name | Requirement | Sample value A | How to use it |
|---|---|---|---|
| CSV export | Required | TRAIN-A-trial-balance.csv | Use plain decimals, ISO dates and reviewed column mappings. |
| Saved column mapping | Required | TRAIN-A-TALLY-TB-V1 | Retain a source-kind/company mapping; reinspect changed columns. |
Expected result: No duplicate opening stock, AR/AP invoice or journal is created by cutover review.
Approve handoff and retain receipts
Select complete posted journals after the cutoff. Independently approve and download the checksum-bound journal file or review-only source-document manifest. Confirm actual external posting references only after external review/publication.
| Exact field name | Requirement | Sample value A | How to use it |
|---|---|---|---|
| Posted external reference | Required | TRAIN-A-EXT-JOURNAL-001 | Record the actual training external identifier for each journal. |
Expected result: Each journal has one approved handoff; download does not mean posted.
Reconcile and observe acceptance
Reconcile a later complete external trial balance. Then observe actual device/label, operating-cycle and accountant-close tests and retain evidence.
| Exact field name | Requirement | Sample value A | How to use it |
|---|---|---|---|
| Device / environment actually used | Required | TRAIN-A-ACTUAL-DEVICE | Enter only equipment actually used; desktop fixture validation does not accept a handheld. |
| Observed transaction / test reference | Required | TRAIN-A-OBSERVED-CYCLE | Retain the real approved test record. |
Expected result: Missing acknowledgements, balance differences and stale accountant proof remain visible.
End state
A reconciled, source-bound adoption record and approved external accounting handoff, with customer pilot acceptance recorded separately from software tests.