How To Edit, Export & Import IIF In QuickBooks Desktop: Import kit, Sample files, and Headers




First, we want to introduce you to the basic concept of IIF import in QuickBooks.

Basically, (.IIF) files are the TSV (Tab-Separated Value) files, in ASCII text, which is used by QuickBooks Desktop to easily import and export lists or transactions. This TSV file makes it very easy to transfer data to and from different platforms to well manage the company records in QuickBooks.

In QuickBooks Desktop, importing and exporting.IIF files are very manageable because QuickBooks Desktop itself formats the file for you. But, creating the .iif extension files from scratching or adapting data from a program is technically complicated and can be complex if you do not have the prior experience of formatting delimited text files. Unless you have a very large amount of data to import, it makes it easier and easier to enter information directly into the QuickBooks desktop.

Note: Intuit does not provide aided technical support for creating or importing .iif files.

Now let’s proceed further and discuss how to edit, export & import IIF In QuickBooks Desktop and later we will discuss the Import kit, Sample files, and Headers in IIF. Meanwhile, you can also contact our customer support team in case you want to hire our team of Intuit certified ProAdvisor to resolve your QB queries by dialling our toll-free number +1-855-441-4417.

Limitations Of IIF Import and Export 

  • In IIF, you are able to import transactions but if you want to export them from QuickBooks then you cannot do it.
  • You are only limited to import a definite number of list items. You need to view the maximum number of list entries for extra information.
  • The IIF files that you import do not generate a link between the transactions. It will be linked after you import an invoice and its payment. We usually recommend the users to link the transactions by using the Receive Payments or Pay Bills windows. If you want  You also have an option to find third-party app solutions that will help you to link the transactions from the Intuit Marketplace.
  • You can not import the data under the item’s custom fields when you import assembly items
  • The price levels that are set up on a per-item or percentage basis, you cannot export or import
  • IIF cannot be used to export payroll data from QuickBooks desktop to any other products. You can only use IIF to export payroll data from Inuit Online Payroll and Intuit Full Service Payroll to QuickBooks Desktop.
  • You are not able to import IIF from one country version of QuickBooks to another country version. like, If you want to import the American version of QuickBooks to the Canadian version, you cannot do it
  • When you create an IIF file, avoid leading zero numbers in Microsoft Excel. In a  workaround, you have to format the column cells as custom.

Steps To Edit, Export & Import IIF In QuickBooks Desktop

How to Export IIF

  • First, you need to log in to your company file with all admin credentials.
  • Later, click on the File menu and look for the Switch to Single-user Mode.
  • Again, under the File menu, go to the Utilities and click on Export. Now click on Export IIF Files.
  • Click on the location where you want to save the IIF, from the Save in the drop-down, .like Windows desktop, downloads folder, or any other folder.
  • Enter a name in the File name field and select Save.
  • Click on OK.

How To Import IIFs

First, check out the items that you can import. The list is as follows:

  • Chart of Accounts
  • Employees
  • Vendor types
  • Items
  • Shipping methods
  • To do’s
  • Notes
  • Sales tax codes
  • Customers and customer: jobs
  • Other names
  • Classes
  • Payment terms
  • Customer messages
  • Sales reps
  • Vendors
  • Customer and job types
  • Payment methods
  • Budgets
  • Price levels

now, go through the following steps to Import IIF’s

  • Sign in to your company file as an admin.
  • First, you need to log in to your company file with all admin credentials.
  • Later, click on the File menu and look for the Switch to Single-user Mode.
  • Now, you need to create a backup of your company file. Because if in case the data doesn’t import the same way as you expected, then you can easily restore without losing the data.
  • Again, under the File menu, go to the Utilities and click on Export. Now click on Import IIF Files.
  • Now, you need to Browse your IIF file from the location where you saved. Click on it and then select Open.
  • Click on OK to confirm, see your data was imported.

How To Edit an IIF file

Follow these steps to edit an IIF file.

  • Open Microsoft Excel, click on File option on the left upper corner and choose Open.
  • You need to Browse your IIF file from the location where you saved.
  • Click on  All Files under the drop-down of File type.
  • Click on the IIF and later click on Open.
  • Now, under the Text Import Wizard, click on Next and again go with Next and then click on Finish.
  • If it is asking you permission to Make the changes to your IIF file. Click on Yes.
  • Again, in the File menu, click on Save.
  • Choose Yes.
  • Exit the Excel. Now, on your screen, you will get a prompt to save the IIF again. Here, you have to click on Don’t Save.

Above, we have discussed the steps to edit, export & import IIF In QuickBooks Desktop, by moving further, let’s proceed with the discussion of Import kit, Sample files, and Headers.

In order to save your time and improve your results, you can download and install the.IIF Import Kit. If you have any doubts or confusion, then first download a sample to practice with IIF files, or also you can use the templates for importing transactions into QuickBooks.

What is the IIF import kit?

The IIF Import Kit in QuickBooks is like a help guide for creating and working with IIF Files. It has  the following components:

  • IIF Import Manual: This is a .pdf document that covers the .iif pitfalls and best practices with IIF files.
  • IIF Header Help: This the column headings that will use to import list data.
  • IIF Example Files: This is a folder that covers the version-specific .iif transaction examples.

Steps to download and install the.IIF import kit

  • First, you need to download the.IIF kit.
  • Now, click on the Save option to continue with download the IIF_Import_Kit.zip file to your Windows desktop.
  • You also need any compression application like WinZip or any other compatible application compression utility to extract or compress your downloaded file. The downloaded file will automatically extract or compress into a subfolder called.IIF Import Kit.
  • Now go to the IIF Import Kit folder and see the extract contents.

Important: The same import kit for Microsoft Excel and CSV files is also available.

How to use the Sample.IIF files

Using the sample file with different methods:

This is Recommended: Microsoft Excel, a spreadsheet program that is compatible with the tab-delimited format.

  • In Excel sheets, data will display in row and columns that are easier to read and edit for users. If you open the sample files in other text editors that will be much more complicated to read and edit.

You can also use that sample.IIF files as the templates for your data.

  • The correct.IIF format must be followed to successfully import your transaction.
  • Using sample files as templates will help you do the right thing.

If you import IIF files into QuickBooks allows you to only limited error checking.

  • There may be an error in the wrong format or the data will import incorrectly – without any errors.
  • Always check your data carefully after import to ensure that it is complete and accurate.

Every downloaded .zip file covers:

  • A complete set of sample IIF files with transaction data only.
  • A sample company file backup that you can restore to QuickBooks to practice the transactions that you import.

The downloads options for IIF import kit are available in two versions -the one that contains sales tax, and the other one that does not.

Here we provide you the links for both, go with according to your requirement

Steps to download sample files

  • Go to the link to download a sample file.
  • Now click on Save in the file download tab.
  • Choose the location for the file where you can easily find when you need, like on your computer’s hard drive, your Desktop, or download folders.
  • You also need any compression application like WinZip or any other compatible application compression utility to extract or compress your downloaded file. The downloaded file will automatically extract or compress into a subfolder called.IIF Import Kit. Don’t forget to note where or which folder you extract your files so you can easily find them

What is Individual sample .IIF files

  • Individual sample files have a single.IIF file and only gives you a “read me” text file.
  • Includes both transaction data and related inventory data (account, customer, item, etc.), which displays you to merge different types of data into one IIF file.
  • You can use an individual sample file with a sample company file backup to practicing with steps to import. Now, download the company file individually and later restore it to QuickBooks.

Now, here we will introduce you with the transactions type and its related file name:

Transaction TypeFile Name
Billbill.iif
Bill payment by checkbill_payment.iif
Bill payment by credit cardbill_paymentcc.iif
Bill creditbill_credit.iif
Cash sales with taxcash_sales_with_tax.iif
Cash sales without taxcash.iif
Check affecting an accountcheck.iif
Credit card refundcredit_card_refund.iif
Credit memocredit_memo.iif
Credit memo with sales tax chargedcredit_memo_with_sales_tax.iif
Customer paymentcustomer_payment.iif
Depositdeposit.iif
Estimateestimate.iif
Estimate with sales tax chargedestimate_with_sales_tax.iif
The invoice with sales tax chargedinvoice_sales_tax_charged.iif
The invoice with sales tax and group itemsgroupitem_with_salestax.iif
The invoice with no sales tax (sales tax preference off)invoice.iif
The invoice with no sales tax and group itemsgroupitem_without_salestax.iif
Item receiptitem_receipt.iif
General journal entryjournal.iif
Purchase orderpurchase_order.iif
Sales tax paymentsales_tax_payment.iif
Statement chargestatement_charge.iif
Transfertransfer.iif
Sample company file backup with sales tax turned OFFiif_sample_company_file_no_tax.qbb
Sample company file backup with sales tax turned ONiif_sample_company_file_with_tax.qbb

What is .IIF headers?

The file header in the IIF file describes the program what type of data to import (that client list or transaction). Every header particularly explains the fields in the company file. The file headers are in rows that start with an interjection period point. It is necessary for the first column in the header should include a keyword.

Steps to use .IIF headers

Correct spelling and placement of the file headers are needed to counter errors while importing. In addition, it is necessary that all file headers are required in an.IIF file so that transactions can be favorably imported into QuickBooks. Many examples are accessible in .IIF Import Kit. Go with the following steps for more information:

  • Go to the QuickBooks Help menu, and click on QuickBooks Help.
  • Now click on the Search bar.
  • In the search bar, type IIF file format, and click on the Start Search arrow.
  • Click on the help guide to import files or further assistance.

Hope, you like to read this article on how to edit, export & import IIF In QuickBooks Desktop, and also a detailed introduction about how to import kit, sample files, and headers. But if you still have any issue and query regarding this topic then feel free to contact us on our toll-free+1-855-441-4417 and get instant help from our Intuit Certified ProAdvisors.

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