Case study: moving 200 sales invoices into Dravyaa, reconciled to the paisa
An umbrella and fabric business had a year of sales invoices in individual spreadsheets. Moving them into an ERP sounds like data entry. In practice, nearly half the invoices would have failed on one detail: customer names.
At a glance
- 200 sales invoices for FY 2026-27 were moved from individual spreadsheets into Dravyaa, with 70 customers and 44 items.
- Total invoiced was ₹74,29,441.00, with tax of ₹3,82,681.63. Both matched the source sheets exactly.
- Matching customers by name failed on 97 of the 200 invoices, because the GST registry spells names differently. Matching by GSTIN fixed every one.
- Customer masters were created from the GSTIN registry, with billing and shipping addresses.
- Every invoice posted its accounting voucher, so receivables and GST ledgers were right from day one.
A migration is finished when the totals match the source exactly, not when the rows are in. This business had kept each sales invoice of the year as its own spreadsheet. The goal was full books in Dravyaa: every invoice, with its customer, items, tax and accounting voucher, so outstanding receivables and GST figures would be right from the first day.
What made it harder than data entry?
- Customer names didn't match the GST registry. A sheet said "Agarwal Umbrella"; the registry said "Agrawal Umbrella". Matching on name blocked 97 of the 200 invoices.
- Some GSTIN cells held something else. 14 of the 70 customers had no valid GSTIN, and 6 of those cells actually held a PAN.
- Packing and forwarding sat inside the taxable value. GST was charged on lines plus packing, so packing had to be carried as a taxable charge, not added on top.
- Round-offs weren't always small. Ten invoices used the round-off line to bring the bill to a whole figure, one by ₹18.50. Booking that as a discount would have changed the taxable value and the GST already filed.
- Long product names ran over two rows, which a naive import reads as two items.
How was it done?
| Step | What happened | Check |
|---|---|---|
| Extract | Read every sheet into a standard invoice layout | Each invoice's totals recomputed from its lines |
| Verify | Ran all 200 through the same totals formula the server applies | 200 of 200 passed before anything was written |
| Masters | Created customers from the GSTIN registry, with billing and shipping addresses; created items with their HSN codes | 56 of 70 customers came from the registry; the rest kept their sheet names |
| Import | Created the 200 invoices with their vouchers | Invoiced total and tax compared with the sheets |
What was the result?
All 200 invoices are in Dravyaa, numbered 1 to 200 as in the source. They total ₹74,29,441.00, with ₹3,82,681.63 of tax, matching the sheets to the paisa. Each one posted its sales voucher, and the import's own entries balance. Every invoice came in as due, so receipts could be recorded against them afterwards.
Match parties by GSTIN, never by name. The registry name is what the business is registered as, not what your team typed.
Lessons for your own migration
- Reconcile the total and the tax with the source before calling it done.
- Run every record through the system's own validation before writing anything.
- Match registered parties by GSTIN. Fall back to name only for unregistered ones.
- Keep the source's charges and round-offs where they belong in the tax calculation. A "neater" import can change GST you've already filed.
Frequently asked questions
How do you migrate old sales invoices into an ERP?
Extract each invoice into a standard layout, check every one against the ERP's own totals rules, create the customer and item masters, then import the invoices and reconcile the invoiced total and tax against the source before going live.
Why should customers be matched by GSTIN rather than name?
Names are typed differently in different places and rarely match the GST registry exactly. In this migration, name matching failed on 97 of 200 invoices; matching by GSTIN resolved all of them.
Can Dravyaa create customers from a GSTIN?
Yes. Dravyaa's party import looks up each GSTIN in the GST registry and creates the customer with its registered name and its billing and shipping addresses.
Does importing invoices into Dravyaa create accounting entries?
Yes. Each imported sales invoice posts its sales voucher, so receivables, sales and GST ledgers reflect the imported invoices.
About this case study
Customer names are withheld at the customer's request. Figures are taken from the customer's own Dravyaa account and source documents, not estimated. The migration was completed in September 2026.
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