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gfilson
Level 2

Question about Invoice IIF file

From everything I've read in these posts, I'd say we've been pretty lucky.  Our invoice IIF file import works well... except for the "Due Date".  There is no "Due Date" field in the IIF header, but there is a field for "Date" and "Terms".  I ASSUMED QB would calculate the Due Date from there, but it doesn't.  Whenever I import an invoice IIF file, QuickBooks inserts the current date as the due date.  Is there something I'm missing.  I've read all the IIF documentation - nothing there.  I've contacted QuickBooks, but they do not support IIF files.

 

We're using the "invoice with no sales tax" headers and sample file.  Here's a quick pic with dummy data.

IIF.png

Any help would be greatly appreciated!

Solved
Best answer March 12, 2021

Best Answers
BigRedConsulting
Community Champion

Question about Invoice IIF file

@gfilson 

RE: Thank you - I had a feeling that [QuickBooks won't calculate the due date] was the answer all along, but was hoping I was wrong. 

 

While technically true, you can set the due date as well as the terms in the IIF file so you don't have to edit each invoice after import.

 

To set the due date, add the field DUEDATE to the !TRNS definition row. 

 

Then, on TRNS rows, specify the due date as a date in the same date format as you use for the rest of the file.

 

You can see this and much more in the IIF files that our BRC IIF Transaction Creator Pro creates. Use it in trial mode to create IIF files for review (you might even like it and want to purchase it.)

View solution in original post

10 Comments
JenoP
QuickBooks Team

Question about Invoice IIF file

I'll help with your question about importing data into QuickBooks, gfilson.

 

You can edit your IIF file and add a column for due date. Here's how:

 

  1. Open Microsoft Excel, go to File, and then select Open.
  2. Click the drop-down list for File type, then select All Files.
  3. Select the IIF file you want to edit and select Open.
  4. In the Text Import Wizard, select Next, and then Next and Finish.
  5. Make the changes to your IIF file.
  6. Go back to the File menu, select Save, and then click Yes.

 

Exit Excel. Then, you'll get a prompt to save the IIF again. Select Don't Save. After that, you can import your file once again. Let me share these articles for additional guidelines and reference: 

 

 

Don't hesitate to reach out to us again if you need anything else. We're always here to help. 

gfilson
Level 2

Question about Invoice IIF file

Thank you for the reply.  If I understood you correctly, you seemed to say that I can add a column for "Due Date".  I don't see a code in the header section for Due Date - what would it be?  And does it have to be in any particular position order (like before "Terms")?  The IIF sample and header information in the links had nothing for Due Date.

Again, the help is greatly appreciated!

JasroV
QuickBooks Team

Question about Invoice IIF file

Thanks for the clarification, @gfilson.

 

The due date of your invoice will be calculated under the Terms column. Once uploaded to your QuickBooks, the program will calculate the due date for you.

 

To ensure a smooth process, you’ll want to check that all fields are entered when importing your IIF. File. 

 

For more insights and guidelines about the process, you can refer to the links shared by my colleague above.

 

Additionally, you might want to check this link for guidance in case you need to manually import your bank transactions in your QuickBooks Desktop (QBDT) software.

 

If you have other questions or clarifications about importing IIF files, let me know in your reply. You’re always welcome in the Community space. Have a great day and keep safe.

Fiat Lux - ASIA
Level 15

Question about Invoice IIF file

@gfilson 

You may prepare the Invoice data with the following template

CustomerTransaction DateRefNumberPO NumberTermsClassTemplate NameTo Be PrintedShip DateBillTo Line1BillTo Line2BillTo Line3BillTo Line4BillTo CityBillTo StateBillTo PostalCodeBillTo CountryShipTo Line1ShipTo Line2ShipTo Line3ShipTo Line4ShipTo CityShipTo StateShipTo PostalCodeShipTo CountryPhoneFaxEmailContact NameFirst NameLast NameRepDue DateShip MethodCustomer MessageMemoCust. Tax CodeItemQuantityDescriptionPriceIs PendingItem Line ClassService DateFOBCustomer Acct NoSales Tax ItemTo Be E-MailedOtherOther1Other2Unit of MeasureAR AccountCurrencyExchange RateSales Tax Code
Anne's Bakery01/09/2020100    Y15/09/2020Anne's BakeryOne Harbor Street  AnytownNY12345USAAnne's BakeryOne Harbor Street  AnytownNY12345USA(123) 456-7890          NonCabinets10Cabinets1000              Non
Anne's Bakery01/09/2020100    Y15/09/2020Anne's BakeryOne Harbor Street  AnytownNY12345USAAnne's BakeryOne Harbor Street  AnytownNY12345USA(123) 456-7890          NonHardware10Hardware50              Non
John's Barber Shope02/09/2020101    Y15/09/2020John's Barber Shope1 Main Street  AnytownNY12345USAJohn's Barber Shope1 Main Street  AnytownNY12345USA(999) 888-8888          NonBlueprints1Blueprints500              Non
Main St Bank03/09/2020102    N16/09/2020Main St Bank1 State Street  AnytownNY12345USAMain St Bank1 State Street  AnytownNY12345USA(888) 888-8888          NonDoor1Door300              Non
Main St Bank03/09/2020102    N16/09/2020Main St Bank1 State Street  AnytownNY12345USAMain St Bank1 State Street  AnytownNY12345USA(888) 888-8888          NonHandles1Handle10              Non

 

then explore these importer tools

https://transactionpro.grsm.io/qbd

https://partners.saasant.com/affiliate/idevaffiliate.php?id=5051_2

 

gfilson
Level 2

Question about Invoice IIF file

Thank you JasroV, but unfortunately it didn't work.  Here's a clip of the IIF file:

iif.png

 

And here's a clip of the result:

inv.png

As you can see, the Invoice Date (3/1/21) imported correctly, the terms (Net 30) imported correctly, but the Due Date simply defaulted to the current date.

gfilson
Level 2

Question about Invoice IIF file

Thank you Fiat Lux - ASIA, but we would really like to avoid purchasing tools to make QuickBooks do what it's supposed to do natively.  This should be a straightforward import question, and everything else is coming in as expected.  I don't understand why the Due Date is not working as intended, but I'm sure there's an answer out there somewhere.

KlentB
QuickBooks Team

Question about Invoice IIF file

Thanks for keeping us updated, gfilson.

 

I understand that you need to import the invoices with due dates on them. Currently, the program is unable to automatically calculate the due date of imported invoices based on the transaction date and terms. Rest assured, I'll take note of your ideas and suggestions to help improve your QuickBooks experience.

 

For now, you can open the invoice and manually change the term to 60 (or any other term) from the drop-down menu. Then, reselect 30 days again to set the due date correctly.

 

You'll also want to consider visiting QuickBooks Desktop Marketplace to find a third-party importer tool so you don't have to manually edit each invoice. Once you're in, just select your product version from the QuickBooks Compatibility section and then enter "import invoice" in the search bar to filter the results.

 

In addition, here are some articles that you can read to learn more about the transactions that you can import and export using Intuit Interchange Format (IIF) files: 

 

I'll be right here if you need a guide in managing your invoices or handling your other transactions. Have a great rest of the day.

gfilson
Level 2

Question about Invoice IIF file

Thank you - I had a feeling that was the answer all along, but was hoping I was wrong.  I'll check out the third-party options.  Thanks again!

BigRedConsulting
Community Champion

Question about Invoice IIF file

@gfilson 

RE: Thank you - I had a feeling that [QuickBooks won't calculate the due date] was the answer all along, but was hoping I was wrong. 

 

While technically true, you can set the due date as well as the terms in the IIF file so you don't have to edit each invoice after import.

 

To set the due date, add the field DUEDATE to the !TRNS definition row. 

 

Then, on TRNS rows, specify the due date as a date in the same date format as you use for the rest of the file.

 

You can see this and much more in the IIF files that our BRC IIF Transaction Creator Pro creates. Use it in trial mode to create IIF files for review (you might even like it and want to purchase it.)

View solution in original post

gfilson
Level 2

Question about Invoice IIF file

Thank you greatly.  This actually WORKED!  One final question, is there any way to include "Date Serviced" in the import?  That would wrap things up for us nicely.

 

Thanks again!

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