Preparing Your ERPNext Instance

Your destination needs to be ready before the data arrives.

Company Setup

Navigate to Setup → Company → New.

Critical fields

• Company Name: Must match your legal entity exactly.
• Abbreviation: Choose carefully. ERPNext appends this to every record (e.g., “ACC-1001-RT” if your abbreviation is “RT”). It also affects naming series and account codes.
• Fiscal Year: Match your QuickBooks tax year.
• Default Currency: Set your base currency.

Chart of Accounts

This is the backbone of your ERP. You have two options:

Option A: Fresh Start (Recommended)

Use ERPNext’s standard Chart of Accounts template. It follows modern accounting practices. You’ll map your QuickBooks accounts to these standard accounts during import. This is cleaner long-term but requires mapping work upfront.

Option B: Replica

If your accountants insist on specific codes, you can rename ERPNext accounts to match QuickBooks exactly. Note that ERPNext appends your company abbreviation to account names and do factor this into your naming.

Validation

Go to Accounting → Chart of Accounts. Verify you have proper groupings for Assets, Liabilities, Equity, Income, and Expenses.

Module Configuration

A note on how ERPNext handles this: in ERPNext v15, the old “Domains” concept is less critical than Module Permissions and Features. Domains affect UI visibility, not underlying capability. Don’t spend too much time here, you can always enable modules later.

For most QuickBooks migrations, enable: Accounts, Buying, Selling, Stock. Disable what you don’t need like Manufacturing, Education, Non-Profit, unless specifically applicable. A clean interface makes the system easier for new users to learn.