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BenTam
Level 5

How to import General Journal Entries in QB Desktop 2018

I found a "2007 General Journal Entry.iif" in the "IIF Example Files" folder of the "IIF Import Kit". May I know how to use it.

 

TIA

15 Comments 15
Anonymous
Not applicable

How to import General Journal Entries in QB Desktop 2018

The kit's examples are examples of valid IIF files that you can pattern match.

 

If you won't want to learn to make IIF files yourself from your data, you can use our BRC IIF Transaction Creator Pro  instead.  It'll make IIF files with Journals as well as most other transaction types, some much more complicated.

qbteachmt
Level 15

How to import General Journal Entries in QB Desktop 2018

Remember, you hardly use JE in QB. Not for anything with names on it; not for AR, AP, QB Payroll, QB inventory, QB Sales or Sales Taxes.

 

And you might read about this other method:

https://quickbooks.intuit.com/community/Help-Articles/Send-and-import-General-Journal-Entries/m-p/20...

BenTam
Level 5

How to import General Journal Entries in QB Desktop 2018

Thanks for your reply.

 

My company is running a training business. We mark down payments on a sheet called income log. Then enter the total into General Journal Entries. Is there any other way of bookkeeping?

qbteachmt
Level 15

How to import General Journal Entries in QB Desktop 2018

If you are using QB, then what you just described is Money, not necessarily the Income.

 

What you do in QB is use the Sales Functions, such as Sales Receipt and Invoice. Invoice = the date of the sale, they have not yet paid and Receive Payment is used later. This is AR. Or, Sales Receipt = for the date of the sale, I am also already paid, such as your ran their credit card already.

 

On the Sales form, you list what you charged them. This might be fees, services, materials, other charges such as mileage or postage, and it might include Sales Taxes. That's why Money does not = Income. Money is Settlement that someone owed you for something and this Something is what you process as a Sale.

 

And if you don't care about tracking specific customer info, that's fine. There is no name needed on a sales receipt at all. In fact, there is a method called Summarized Sales, used for documenting the date's activity. Example: A dentist office has specialty patient and insurance billing and manage software. They use one Generic Sales Receipt for the "daily office sales" to simply document what was paid that date in the office, as Office Collection, Sales of Services and any products sold, as well. That way, the activities charged, and then Paid by check, cash, credit and debit card, are all accounted for. See this:

https://longforsuccess.com/daily-sales-summary-for-retailers-restaurants-ecommerce-and-more/

BenTam
Level 5

How to import General Journal Entries in QB Desktop 2018

Hi qbteachmt,

 

Thanks for your reply and the link.

 

The new income logs have already been entered into General Journal Entries in QB for 3 months. If we need to change the records to invoice, we have to export 3 months' General Journal Entries in QB. Then import them as invoices.

 

What we need to do now is exporting the old income logs in our old accounting system. Then import them into the General Journal Entries of QB.

qbteachmt
Level 15

How to import General Journal Entries in QB Desktop 2018

No one stated you have to redo anything. You asked this question, "Is there any other way of bookkeeping?" and that is what I provided. You can stop using your old method or not; you can redo your old work or not. No one is telling you what you have to do. We are telling you how to use the tools provided in QB. "need to change" would be your decision, of course.

 

You won't use invoices; you told us these represent payments that you are considering income for the date you got paid. What I described, is that you are not going to have Sales Info in QB using journal entries, because you are doing Banking, not Sales. You are using about 5% of the program tools.

BenTam
Level 5

How to import General Journal Entries in QB Desktop 2018

Hi qbteachmt,

 

Thanks for you reply and opinion.

Do you want to answer my question how to use "2007 General Journal Entry.iif"?

qbteachmt
Level 15

How to import General Journal Entries in QB Desktop 2018

BRC already answered this part: "Do you want to answer my question how to use "2007 General Journal Entry.iif"?"

 

The info is in the Kit. The coding instructions, example files, understanding the optional settings and providing required field info, that's all in the kit. There are instructions in the kit, as well.

 

How to Use it is: Code the file. Then, you should make a backup of your QB file, because there is no unimport. Then you use File menu > Utilities, Import and there is the tool to browse to the file you made.

BenTam
Level 5

How to import General Journal Entries in QB Desktop 2018

However "File menu > Utilities, Import, IIF" don't have an option for importing "General Journal Entry".

qbteachmt
Level 15

How to import General Journal Entries in QB Desktop 2018

"don't have an option for importing "General Journal Entry""

 

Yes, you do. It is a .iif file, so you use the function to Import > IIF Files. The Contents of your file is transaction type = GENERAL JOURNAL (coding type).

 

Did you read the file in the kit, "Start Here - IIF Import Manual.pdf?" Go to page 4 of 5, a little over halfway down, the 7th bullet list item is exactly what I stated. That's why you would start with "Start Here."

BenTam
Level 5

How to import General Journal Entries in QB Desktop 2018

Hi qbteachmt,

 

Do you mean the following paragraph?

 

QuickBooks cannot import IIF files just by double-clicking the IIF icon or using a Windows context menu. IIF file import can only be initiated through the QuickBooks user interface (File > Utilities > Import). Some system administrators have found it convenient to associate the IIF extension with their IIF editor (usually a spreadsheet program). This way, double clicking the file quickly opens it in the editor of your choice.

qbteachmt
Level 15

How to import General Journal Entries in QB Desktop 2018

Here is what you previously asked that I answered, "How to Use it is: Code the file. Then, you should make a backup of your QB file, because there is no unimport. Then you use File menu > Utilities, Import and there is the tool to browse to the file you made."

 

Maybe the emphasis helps?

 

Here is what you stated next: "However "File menu > Utilities, Import, IIF" don't have an option for importing "General Journal Entry".

 

And I pointed out you browse to your File. The File contains the Coding instructions. The Coding is 'as general journal" or "as invoices" or "as checks" or all of that can be in one import file.

 

Here are the pertinent instructions I already gave, found in the Instruction Kit, which you found, because you quoted it:

 

QuickBooks cannot import IIF files just by double-clicking the IIF icon or using a Windows context menu. IIF file import can only be initiated through the QuickBooks user interface (File > Utilities > Import). Some system administrators have found it convenient to associate the IIF extension with their IIF editor (usually a spreadsheet program). This way, double clicking the file quickly opens it in the editor of your choice

 

Exactly what I stated.

 

I recommend you work on one of the provided sample files. This is a programming function, so it helps to have some understanding of Coding.

qbteachmt
Level 15

How to import General Journal Entries in QB Desktop 2018

Oh, let me help with This Part:

Some system administrators have found it convenient to associate the IIF extension with their IIF editor (usually a spreadsheet program). This way, double clicking the file quickly opens it in the editor of your choice.

 

That means Excel or Notepad or whatever you use to build that coded file. You can teach Excel that it is the default to open .iif filetype. This is a Windows setting.

BenTam
Level 5

How to import General Journal Entries in QB Desktop 2018

Hi qbteachmt,

 

Thanks for your reply.  I've downloaded a QBJ builder from the Internet. I'll try to use it to import our old stuff into the General Journal Entries of QB.

BenTam
Level 5
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