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ShellFIP
May 10, 2024
Question

IIF invoice import - how to choose what template the invoices are created on

  • May 10, 2024
  • 1 reply
  • 0 views

We have been importing invoices for years and have a standard template for regular invoices. When we create Finance Charges, we have a separate template. I would like to import the Finance Charges using an IIF file rather than use the QuickBooks "Assess Finance Charge" method. Since this is a different template, is there anything in the IIF file that would allow to specify the correct invoice template for that IIF file?

1 reply

I
IrizA
May 10, 2024

Hello there, ShellFIP. 

 

I can definitely see that you would like to import your Finance Charges using the Intuit Interchange Format (IIF) file. However, please know it's currently unavailable since this is not included in the list of transactions or information that you can import in QuickBooks Desktop (QBDT). As of now, what you can use is the Assess Finance Charge. 

 

You can see this material to learn more about the import and export of IIF: Export, import, and edit IIF files. 

 

Furthermore, you can run a report and customize it according to your preferences: Customize reports in QuickBooks Desktop. 

 

We're still here to help whenever you need us. Just leave your concerns in the comment section. 

S
ShellFIPAuthor
May 15, 2024

Actually, Finance Charges are just another type of income and on our version they are just another Invoice - so I can import the Item (Fin Chg) to the correct Account (Accounts Receivable:Finance Charge Income) - but I am just not able to select what template is used during the import process. When importing, it appears that the template that is used is the last template that an Invoice was created with. Thus, if I create a Finance Charge invoice in QB using the "Finance Charge" template, all invoices imported through the IIF process will get the "Finance Charge" template. But if the last invoice created in QB is not "Finance Charge", all invoices imported through the IIF will receive the last template used. Since we import regular invoices, usually the template displaying on "Create Invoices" will be our standard template. I don't want to have to create $0 invoice and save it just so that I can get the template to change to the "Finance Charge" template when I want to do an import for that. How can I specify on the IIF what template should be used? Or will I be forced to create a manual invoice for $0 every time I want to change the templates?

C
ChristineJoieR
May 15, 2024

Thank you for sharing this with us, ShellFIP. I recognize the task you need to achieve in QuickBooks Desktop. I have ways to ensure you can choose the template for your finance charges. 

 

In QuickBooks Desktop, the template used for imported transactions via an IIF file is based on the last template selected when manually creating that transaction type.

 

That said, we're unable to specify the desired template within the IIF file itself. QuickBooks Desktop will automatically apply the most recently used template for that transaction type (invoice, finance charge) during the import process.

 

To ensure the correct template is used when importing finance charges or other transactions, you need to first manually create a dummy $0 transaction of that type using the desired template. It will set that template as the "last used", so the succeeding imports of that transaction type via IIF will use that template layout.

 

You'll want to review the header placement of these file headers required to prevent errors and learn about the import-export limitation during import. Check out this article for your guide: 

 

 

We are still here if you have other inquiries about your invoices and finance charges in QBDT. Leave us a reply below, and we'll be there. Have a great day. 

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