Export/import a chart of accounts

I just exported the chart of accounts and item list into a .iif file. When I attempt to load it onto my clients QB program, the new import function is not working. Again Intuit screws up a perfectly good system. Any suggestions?

Hi there, KeithG.

Thanks for joining this thread. Allow me to help ensure you're able to import chart of accounts and item list into a .IIF file successfully. 

Once the file is not successfully imported, QuickBooks will then automatically create a new .IIF file for failed records with error info. You will then have 3 options to move forward:

• Review now - Will open the new .IIF created. Proceed to How to Review the errors in .IIF.
• Open in folder - Will open the folder where the new .IIF file is located.
• Close - Will close the window and ignore the Lists and Transactions that wasn't imported.

If you encounter the error File not imported, QuickBooks gives you the option to review and resolve the errors found in the .IIF file. To do this, let me provide you the steps below: 

1. Select Review now.
2. Look for ERROR to see what the problem(s) with the file is.
3. Correct the errors and Save. If asked if you want to keep the file type, select Yes.
4. Close the File not imported window.
5. Import the new, corrected .IIF file.

For additional reference, you can check these articles: 

• Improved IIF Import in QuickBooks 2019.
• Export or import Intuit Interchange Format (.IIF) files.

If you need further assistance with the steps, I recommend calling our QuickBooks Desktop Support Team. They have the tools to do a screen share and walk you through the process.

Here's how you can contact our phone support:

1. Click this link: https://help.quickbooks.intuit.com/en_US/contact.
2. Select the version of QuickBooks, click Contact Us.
3. Type-in Technical Support on the search bar. 
4. And click Get the Phone number below. 

Please let me know how it goes. I'm always here to help if you have any other questions importing lists in QuickBooks. Have a good one. 

@JanyRoseB

Please Learn from this input.

@KeithG

Yes, they Broke it; Here is an article for how to understand what they broke and how to Cope, anyway, until Intuit fixes it:

https://bigredconsulting.com/quickbooks-2019-iif-import/

I had this same question - this thread solved my problem. I use QB Pro 2011 Desktop and Windows10. The only thing different was that I had to go to File\Utilities\Export.  And when importing into the new company I had to peck around to find where .IFF file was saved.  But fairly easy and painless.

That’s what we love to hear, @lplewis!

I appreciate you for sharing your feedback on how the steps from this thread resolve your concern. Also, thank you for sharing the additional steps you’ve performed on your end. These steps will help a lot of customers who are also having the same issue. 

For additional insights in navigating around QuickBooks, you can join our webinars: Get the most out of QuickBooks with Webinars.

Swing by here in the Community if you have other questions about getting the most out of  QuickBooks full potential. I’m just a few clicks away.

He referred to his 2011 copy of Quickbooks... 2019 and up I am starting to learn may have issues.  I am importing in my COAs with corrections but I keep getting the error: "The account number is already in use."
I have ensured that preferences were set for the import to override existing data, but the error persists. I have used Excel and IIF formats but get the same error.

Hello there, hilliardaccounting.

I'm here to show you how we can resolve this error.

We need first to make sure that you have the latest release of QuickBooks Desktop. You'll want to update it by following the steps in this article: Update QuickBooks Desktop.

Also, let's rebuild your company file to fix any issue it may have which can cause this error. You can follow these steps:

1. Back up your QuickBooks Desktop company file.

2. Go to the File menu > Utilities > Verify Data.
3. Wait for it to load.
4. Choose File again > Utilities > Rebuild Data.

In addition, I suggest reaching out to our Customer Support Team if this behavior continues. That way, they can check the file to see the cause of this error. Simply go to the Help menu and select QuickBooks Desktop Help. On the pop-up, click the Contact us.

Please comment again if you need additional help with this. Have a great day!

I already found that standard reply somewhere and tried it.  Doesn't work.

I understand it can get frustrating having to go through multiple troubleshooting steps and not having any of them work can be a real pain, jehaccounting.

If you encounter an error File not imported, QuickBooks gives you the option to review it. Then, make corrections of the errors found in the .IIF file.

Here's how:

1. Click Review now link. 
2. Search for the ERROR to see what the problem(s) with the file is.
3. Make corrections to the error.
4. Tap the Save button. 
5. Select Yes if you want to keep the file type.
6. Close the File not imported window.

Then, Import the new and corrected .IIF file to QuickBooks Desktop.

For more details about importing your lists and transactions, check out these articles: 

• Improved IIF Import in QuickBooks 2019.
• Export or import Intuit Interchange Format (.IIF) files.

If the same thing happens, I'd suggest contacting our Technical Support Team. They'll pull up your account in a secure environment and investigate what's causing this issue.

Here's how to reach them:

1. Click the Help icon on the top menu. 
2. Choose QuickBooks Desktop Help. 
3. Tap Contact us.
4. Select Search for something else and enter your concern in the Tell us more about your question: field. 
5. Tap Search. 
6. Choose Start a Message or Get Phone Number to connect with our support. 

I have a link here where you can find articles about managing your business in QuickBooks: https://quickbooks.intuit.com/learn-support/en-us/get-started/07?product=QuickBooks%20Desktop.

Feel free to go back to this thread if you need anything else in QuickBooks. I'll be here to ensure your success. Take care always. 

Quickbooks does NOT allow the import function to override accounts that already have existing account numbers. True or False?

Thanks for keeping in touch with us here in the Community, @jehaccounting.

Allow me to share some ideas about importing IIF files in QuickBooks Desktop (QBDT).

QuickBooks Desktop doesn't based on the account number when importing your file. It based on the account name so it override the accounts name when there's an already existing information. Thus, QuickBooks will prompt you with three options if it detects a duplicate account name. Here's a screenshot for visual information of what I'm referring to:

Also here are some articles that you can refer to learn more about importing files in QuickBooks Desktop:

• How to Import and Export IIF files in QBDT?.
• What to do if IIF files were not imported in QBDT?.

I'll be around in the Community to help if you have more questions with importing your files in QBDT. Stay safe, @jehaccounting.

The 'review' option is broken...  completely broken, when you press the button to review, it fails with a message liek 'unable to open quickbooks file'...  horribly frustrating...

thanks to @qbteachmt  for providing the solution, which is to NOT click the big green 'Import IIF' button, but to click the small type "Import it for me, I'll fix it later" link....  Thanks,  this worked *flawlessly*!

and to think this is just to create a test company to troubleshoot other things that don't work with QB Desktop and QBPOS integration... if Intuit's goal is to frustrate customers, they are doing a great job.

I exported my Chart of Account, saved the IIF file but when I go to Import the file I get this error message. I'm not sure what happened. Any suggestions? 

Thanks for joining the thread, @AccountingPro1.

I want to ensure this is taken care of, but before I do, may I know the exact error you receive? Any information can help us resolve the issue.

Usually, some error occurs when your data is damaged or corrupted. We can run the Verify/Rebuild tool utility to detect the data damage.

Here's how:

1. Go to the File menu, then hover over Utilities.

2. Select Rebuild Data.

3. On the QuickBooks Information window, select OK. Follow the onscreen steps to save a backup.

4. Let the tool repair your file. It may take some time. QuickBooks may seem stuck, but as long as you can move your mouse, the tool is working.

5. When the tool finishes, select OK.

6. Go to the File menu, and then hover over Utilities.

7. Select Verify Data.

8. Let the tool check your file for data issues.

If QuickBooks doesn't find any problems, select OK. However, if QuickBooks finds an issue with your company file, click Rebuild Now.

Let's also make sure QuickBooks has its latest release. This is to ensure that everything is up to date.

I've added these articles to learn more about exporting transactions in QBDT:

• Improved IIF Import in QuickBooks 2019

• Export or import Intuit Interchange Format (.IIF) files

Please let me know how it goes. I'm always here to help if you have any other questions importing lists in QuickBooks. Have a good one.

I'm sorry, I thought my image would have posted as well. This is the error that I'm getting.

Problem:

You are trying to open a QuickBooks file. Only QuickBooks company files can be opened this way.

Solution:

1. Determine the type of file you are opening by right-clicking the file and choosing Properties. The file type is listed under 'Type of file'.

2. Refer to QuickBooks Help for details about how to open a file of that type.

I'm not sure what the problem is and why QuickBooks is unable to read a QuickBooks file. 

Thanks for your help!

Welcome to the Community, @AccountingPro1.

I'd be glad to help you in opening the IIF file.

To avoid any error in opening the .iif file, make sure to not double click it.

When the file association of the .iif file is changed to other applications other than MS Excel this type of error occurs. You can verify the type of file you're opening by doing a right-click and access the properties option.

You can also change the file association of the .iif file to open with MS Excel so you can open the file.

Please feel free to read this article to learn how to import IIF files in QuickBooks Desktop: Export, import, and edit IIF files.

Keep me updated by hitting the Reply button. Enjoy the rest of the week and stay safe!

Yes, I can help and show you another to export your lists, deon.

You'll want to run a Chart of Accounts report and then export it to Excel. After exporting, you can open the Excel file and follow the column format QuickBooks Online prefers. Then, save it as a CSV file type. 

Here's how to run the Chart of Accounts report: 

1. Open your QuickBooks Desktop company file.
2. Go to the Lists menu and click Chart of Accounts.
3. From the bottom menu, click Reports and select Account Listing.
4. Click the Excel drop-down in the Account Listing report.
5. Select Create New Worksheet and then click Export.

After the export is done, the Excel window will open. Format the columns accordingly and then follow these steps to save it as a CSV type. 

1. Click File > Save As.
2. Select the location where you can easily locate the file.
3. Enter a File name and from the Save as type drop-down. select CSV (Comma delimited).
4. Click Save.

You can now import the file into QuickBooks Online. 

Keep me posted on how this works and if you're prompted with errors so I can walk you through it. Take care!