IIF import invoices qb2018 pro desktop

mlcporter · ‎January 11, 2025

I am trying to import invoices into Quickbooks 2018 pro desktop. I have found several examples of the iif file, but none of them have worked. I finally stumbled on another format in the Intuit website that seems to be getting closer. The problem I am facing now is it complains that the sales tax cannot be left out. I have tried adding the taxcode field TRNS record. I have also tried adding a tax code line to the spl area. That throws an error that the Sales Tax Payable account cannot be referenced. Does anyone know how to set the tax in an invoice.

Also, does each line item have to be set in advance in the items list?

Here is my test file

!TRNS TRNSID TRNSTYPE DATE ACCNT NAME CLASS AMOUNT DOCNUM MEMO CLEAR TOPRINT NAMEISTAXABLE ADDR1 ADDR3 TERMS SHIPVIA SHIPDATE TAXCODE
!SPL SPLID TRNSTYPE DATE ACCNT NAME CLASS AMOUNT DOCNUM MEMO CLEAR QNTY PRICE INVITEM TAXABLE OTHER2 YEARTODATE WAGEBASE
!ENDTRNS
TRNS 120001 INVOICE 7/18/98 Accounts Receivable SpeedShore 40.00 1903 N Y N 12/31/24 TAX
SPL 120002 INVOICE 12/31/24 Sales - Billable Hours Billable Hours -20 1903 Billable Hours N -1 20 Framing N 0 0
SPL 120003 INVOICE 12/31/24 Sales - Billable Hours Billable Hours -10 1903 Billable Hours N -1 10 Wood Door:Exterior Y 0 0
SPL 120004 INVOICE 12/31/24 Sales - Billable Hours Billable Hours -10 1903 Billable Hours N -1 10 Hardware:Doorknobs Std Y 0 0
ENDTRNS

IrizA · ‎January 11, 2025

It's great to hear you've found another format you can follow for your Intuit Interchange Format (IIF), mlcporter. It's correct that you'll need to set up your items in your QuickBooks. Let me discuss this further.

Before uploading your IIF file, ensure that your items are properly configured to prevent them from being overlooked during the import process. Additionally, there are two downloadable versions available. One of these uses sales tax, and one does not.

Download iif1.zip - If you have the Sales tax preference ON
Download iif2.zip - If you have the Sales tax preference OFF

Therefore, if the Sales Tax preference is enabled in your company file, download the .iif file with tax included, even for transactions that don't involve charging tax (enter a zero in the sales tax column for transactions without tax).

To find out more about IIF and view additional sample files, you can use this resource as a guide when creating IIF: IIF Overview: import kit, sample files, and headers.

If you wish to edit your IIF files, please refer to this material: Export, import, and edit IIF files.

I'll be glad to assist you again while you're in the process of importing your IIF file, mlcporter. Please let me know by replying to the comment section below.

mlcporter · ‎January 11, 2025

Thanks for the reply. I was able to get it working. I found a 3rd version of the example on Intuit's web site and it worked perfectly. For anyone who might need it, here is the example file I was able to import.

!TRNS TRNSID TRNSTYPE DATE ACCNT NAME CLASS AMOUNT DOCNUM MEMO CLEAR TOPRINT NAMEISTAXABLE ADDR1 ADDR2 ADDR3 ADDR4 DUEDATE TERMS OTHER1

!SPL SPLID TRNSTYPE DATE ACCNT NAME CLASS AMOUNT DOCNUM MEMO CLEAR QNTY PRICE INVITEM PAYMETH TAXABLE VALADJ SERVICEDATE OTHER2 EXTRA

!ENDTRNS

TRNS 46 INVOICE 7/16/98 Accounts Receivable SpeedShore 873.44 3 N Y Y 12/31/24

SPL 47 INVOICE 7/16/98 Sales - Billable Hours -62.5 Cabinet Pulls N -25 2.5 Cabinets:Cabinet Pulls Y N 0/0/0

SPL 48 INVOICE 7/16/98 Sales - Billable Hours -750 Cabinets N -5 150 Cabinets Y N 0/0/0

SPL 49 INVOICE 7/16/98 Sales Tax Payable TAX -60.94 3 N 7.50% Texas Sales Tax N N AUTOSTAX

ENDTRNS

mlcporter · ‎January 11, 2025

Thanks for the reply. I was able to get it working. I found a 3rd version of the example on Intuit's web site and it worked perfectly. For anyone who might need it, here is the example file I was able to import.

!TRNS TRNSID TRNSTYPE DATE ACCNT NAME CLASS AMOUNT DOCNUM MEMO CLEAR TOPRINT NAMEISTAXABLE ADDR1 ADDR2 ADDR3 ADDR4 DUEDATE TERMS OTHER1

!SPL SPLID TRNSTYPE DATE ACCNT NAME CLASS AMOUNT DOCNUM MEMO CLEAR QNTY PRICE INVITEM PAYMETH TAXABLE VALADJ SERVICEDATE OTHER2 EXTRA

!ENDTRNS

TRNS 46 INVOICE 7/16/98 Accounts Receivable ClientName 873.44 3 N Y Y 12/31/24

SPL 47 INVOICE 7/16/98 Sales - Billable Hours -62.5 Cabinet Pulls N -25 2.5 Cabinets:Cabinet Pulls Y N 0/0/0

SPL 48 INVOICE 7/16/98 Sales - Billable Hours -750 Cabinets N -5 150 Cabinets Y N 0/0/0

SPL 49 INVOICE 7/16/98 Sales Tax Payable TAX -60.94 3 N 7.50% Texas Sales Tax N N AUTOSTAX

ENDTRNS

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IIF import invoices qb2018 pro desktop