Importing a custom Invoice IIF into QuickBooks Desktop Enterprise Solutions - Manufacturing and Wholesale Edition 24.0

What do you mean "by automation"?

I understand how important it is to import invoices efficiently, @rdsryan that way, you can save time on manual work and avoid errors. Let me share the IIF file limitations and the key considerations you need to keep in mind for a successful import. 

Before we proceed, could you clarify what specific automation you're referring to in relation to importing IIF files? Understanding these details will help us provide more accurate and effective support.

Here's the things you need to consider:

• You can only import a certain number of list items. See the maximum number of list entries for more info.
• When you import IIF files, it doesn't link transactions. For example, you still need to link an invoice and an invoice payment after the import.
• To link transactions, go to the Receive Payments or Pay Bills window. You can also use third-party apps to import and link transactions.
• When you import assembly items, you can't import data in the item's custom fields.
• You can't export or import price levels that are set up on a per-item basis.
• You can only use IIF files to export payroll data from Core, Premium, and Elite Standalone Payroll.
• You can't import and export IIF files to and from a country's version of QuickBooks to another country's version. For example, from the US version of QuickBooks to the Canadian version.
• When you create an IIF import file, you can't enter numbers with leading zeros in Microsoft Excel. As a workaround, you can format the column cells as Custom.

These restrictions can result in unsuccessful imports. It's important to follow the specified formatting and guidelines to ensure a smooth importing process. For more detailed information, please refer to this article: Export, import, and edit IIF files.

We know importing data can be challenging, especially with these limitations. Following the correct format and steps can make the process smoother. If you need help or have questions, feel free to reach out. We’re here to support you and make sure your import is successful!

We have an in-house database system with matching data to the SPL lines in the IIF I posted. The idea is to export the data directly from there in a form (the IIF) that will import cleanly. If the format I posted works for this, we can do the programming on our end to organize the data. If the example I posted looks fine, I am happy with it. 

What does "you can't export or import price levels that are set up on a per-item basis." mean, if you wouldn't mind clarifying. 

Can you tell me if the structure of the IIF works? I just need another pair of eyes on it so I can shove it into our programming system. 

I understand that you need to import data from your in-house database system into QuickBooks Desktop for your convenience and to bypass manual entry of details in the IIF format, Rdsryan.

We can import and export data from another program or create it from scratch as long as the header matches the IIF format. However, this process can be technically complex and challenging without experience in formatting delimited text files. Please always check your data carefully after importing to ensure it is complete and accurate.

To address concerns about price levels, the IIF process in QuickBooks Desktop uses a file format that is too basic for handling complex price lists. It can't look up a special price for every item because it doesn't have the correct headers to read and write that kind of detailed, multi-level price data.

To determine if the structure of your IIF file works, ensure the following:

• The file is formatted correctly according to the IIF specifications, with appropriate headers and data sections.
• Each transaction type (e.g., TRNS, SPL, ENDTRNS) is correctly formatted and complete.
• Data fields are in the correct order and use valid values.
• The file imports without errors into QuickBooks Desktop.

Also, it would be best to utilize the import/export IIF format. This file facilitates easier data transfer between different platforms, allowing for better control of company records in QuickBooks Desktop.

If you have additional questions, please reply to this post.

@rdsryan 

IIF only supports limited functionality. You can prepare data from CSV or XLS files and use a third-party importer to automate the process. It's a $199 one time license.

https://get.transactionpro.com/qbd

If your company is located in the US, you can get this license for free from a partner.