Importing AR Invoices via IIF File/.TXT File

Thanks for the detailed information you've added to your post, Mr G.

Yes, the ADDR2 and ADDR3 should be added so the billing addresses (From and To) will be recognized by QuickBooks Desktop. 

Also, every customer details are associated to specific cell codes. To know more about the import process, I'd recommend using the .IIF import kit. You'll see here sample files with their associated cell codes and how you can get through the data: IIF Overview - import kit, sample files, and headers.

Here's also a link on how to import the file: Export, import, and edit IIF files.

Note that you'll have to create a backup file before starting the import process. You can restore the file in case you have incorrectly import some data.

If you need more assistance in importing the invoices. I'd recommend contacting our Technical Support Team within the support hours. They can give you detailed instructions on how to complete it.

Let us know how this goes so we can also check what else we can do to help you out.

Hi @JamesDuanT,

Thanks for the info! And yes, that's where I got most of my info, from those links; Instructions stated if customer already exists, don't include their address info. I now entered random addresses in columns, it worked and it updated addresses on customer profile as well 😁.

Would you happen to know if it's possible to import transactions to a Sub-GL? Seems like my transactions/invoices make it to the AR/customer side, but internally "invoice line items" get lost in some Bermuda Triangle GL, Invoice does not show up in GL report. I re-select "ITEM" on the invoice (which is linked to a Sub-GL), then I refresh GL report to account for imported invoice. My "ACCNT" on import file states Sub-GL name, am I missing master GL name in there? If we can pretend the below, should import say "Sales Revenue: 4100 CA Revenue" instead of just "CA Revenue"? How about if I need to import to one more Sub-GL level, "4150 NorCal Revenue" ?

4000 Sales Revenue 

     4100 CA Revenue

           4150 NorCal Revenue

           4175 SoCal Revenue

     4200 CO Revenue

     4300 DE Revenue

Also, is there a webpage/file which contains all IIF fields and their definitions/mapping? I.e. what's the IFF field name for Due Date? I searched for such page and couldn't find one.

Lastly, is it possible to use internal ID's for IIF fields, instead of their names for importing ease? If so, where to look for unique/internal account/customer/items, etc ID's?

Thank you!! 🍻

Hello there, @Mr G.

Yes, it's possible to import sub-accounts to the General Ledgers. However, you'll need to consult with your IT specialist or check out with our integrated third-party apps to easily do this for you.

There's an article that will give you sample Intuit Interchange Format (.IIF) files and its definition: IIF Overview: import kit, sample files, and headers. This includes other topics in creating and working with .IIF files.

You can also share with your IT specialist or ask the third-party app support that you want to add Internal ID on the .IIF files.

I've added this article that may help you with your future task: Reconcile an account in QuickBooks Desktop. This contains tips on how to avoid getting issues during the process.

Please don't hesitate to tag my name in the comment section below if you have other concerns or questions. I'd be happy to assist you further. Take care and have a wonderful day.

Hi @MarsStephanieL ,

Thanks for the reply!

Those instructions/articles don't include samples of importing AR invoices to a Sub-GL nor IIF bible of field meanings/translations - Any other options?

I'll read your article on reconciliations, Thanks!

Thanks for the clarification and for getting back to us, @Mr G.

The option to import AR invoices to a Sub-GL is currently not available. As a workaround, you can look for a third party app that lets you import AR invoices to a Sub-account in your QuickBooks Desktop (QBDT) software.

You can visit our QuickBooks Apps Store page or go to the Apps Center in your QBDT home screen and look for an app from there.

I also have here an article that you can read to learn more about what files can be exported and imported using the Intuit Interchange Format (IIF): Export, import, and edit IIF files.

Additionally, check out this link for tips on what you can do with IIF files.

You’re always welcome to get back to this thread if you have other follow-up questions about IIF. I’ll be around to help you out. Keep safe and have a wonderful day!

@JasroVRE: "The option to import AR invoices to a Sub-GL is currently not available."

It is and always has been.

To import a transaction into a sub-account, include the parent account and then the sub-account one after the other in the ACCNT field of the IIF file, separated with a ":"

Don't include the account numbers, if any, but just the account names.

For example: "Accounts Receivable:Trade".