Accounting Integration with Zoho Books

Available for plans : Foundation, Growth, Strength.

We have now integrated with Zoho Books and provided the ability to connect your Zoho Books account with Keka.

You can now link your Zoho Books account in Keka to facilitate the ease of recording payroll-related payments in your books of accounts, create journal vouchers for processed payroll month, and export the journal vouchers to Zoho Books directly from Keka.

This integration not only saves you time but also minimizes the risk of errors associated with manual data transfer.

Let us take a look at the steps to initiate the integration - 

Go to the Payroll (1) section, then go to Payroll Admin (2) and click on Accounting (3).

Alternatively, you can go to the Apps section where you can click on the configure button which will directly take you to the Accounting screen.

Once you click on Setup, a new page will open. Click on the Connect to Zoho Books button.

A new tab will open asking you to sign in to your Zoho account. Enter your email and OTP received on the email and then click on Verify.

On the next page, you will see the Zoho interface asking permission for integration. Click on the Accept button to proceed.

Now, on the setup screen, you will be prompted to select the organisation you would like to connect with Keka. Since one Zoho Books account can have multiple organisations, you will need to select the organisation which you want to connect with Keka to post the payroll journal entries, and then click on Next.

On the next screen, you will need to map the accounts created in the Zoho Books Chart of Accounts with the salary components defined in Keka and select the account type (debit or credit). Enter all the required details from the drop downs and click on Save.

While mapping the salary components with Zoho Books account please keep in mind that for journal entries to be posted in your Zoho Books account, the sum of debit and credit entries should match.

Now, you will see a Success notification at the top right corner of the screen and under Integrations, the Zoho Books card will be marked as Enabled.

JV Creation and export:

Once the mapping is done and after payroll finalisation every month, you will get the option to generate journal vouchers (JV) for the month. 

To generate voucher, navigate to the Journal Vouchers (1) section and click on Create Zoho Books JV (2).

A new page will open, here, click on Generate Journal Voucher.

JV will be generated on the basis of the salary components processed during the month and the total amount processed for a component (cumulative for all employees). The generated entry can be exported to your Zoho Books account directly from Keka by clicking on Export to Zoho Books.

The JV can also be downloaded as an XLSX file by clicking on the Download button.

With this, the journal entry will be posted in your Zoho Books account under Accountant > Manual Journal section. 

Note: 

• After the JV is generated, if there is any change in values due to roll backs and re finalisation, you can regenerate the JV and export it again to Zoho Books to update the journal entries created/exported previously.
• If any JV is re-generated in a month, all the JVs created in a month prior to the latest JV are added to Archives from where you can download the previously created JVs.

Additional points to note:

• You can change the organisation mapped to a legal entity or update the account mapping at any time by navigating to Zoho Books Settings under the Integrations section.

• If you update the organisation, the previous account mapping will be removed and you will need to perform the account mapping again.
• If you update the organisation, the JVs that were generated/exported previously will not be changed and will still be visible to you.
• The JV’s generated after the change will be exported to the currently selected organisation.
• You cannot delete a JV once it has been exported to Zoho Books. If there are any changes due to payroll rollback, you can regenerate the JV and export it again to update the previous entry.

We hope you now have a good understanding and will be able to integrate your Zoho Books account with Keka for a smoother and more efficient user experience!