Overview
This process will create an IIF file formatted for import into QuickBooks containing Invoice data derived from the Rootstock Sales Order Invoice and related tables.
The Rootstock process does not sync Customer Master information with the Customer and QuickBooks. When importing the Sales Order Export IIF files into QuickBooks, the Customer is created automatically if it does not exist, without addresses and other account information.
IMPORTANT It is imperative that if the customer already exists in QuickBooks, the name used on the Customer Master record matches precisely. Otherwise, a duplicate Customer account is created in QuickBooks when importing transactions.
Processing
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Export the Sales Invoices from Rootstock
The following step creates the IIF file containing all approved Rootstock Sales Invoice transactions that have not yet been exported (transferred). The created output file (named 'INV' plus the date formatted YYYYMMDD plus '.IIF' contains header and detailed line information to be used to import the transactions and create the required invoice(s) in QuickBooks.
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Navigation: In Rootstock > Go to the 'Financials' functional section on the Rootstock Menu > select the 'Sales Invoice Export' function.
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The Company defaults to that associated with the user's current Division, and the system auto-populates the name of the Output File with the prefix 'INV' plus the date formatted as YYYYMMDD plus '.IIF' i.e. INV20210127.IIF. The Payable Invoice Export Qty indicates the number of Sales Invoices that are ready to export.
NOTE Before exporting the Sales Invoices, ensure there is a G/L Account (syqbcoa__c) record with 'Account Type' as 'AR'. Otherwise, the export will fail.
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Import the 'Sales Invoice' IIF File into QuickBooks
The next step is to import the IIF File (prefix: 'INV') just created by the 'Sales Invoice Export' in Rootstock into the QuickBooks Company.
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Navigation: In QuickBooks > Go to Files > Utilities > Import > IIF Files.
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Locate (from 'Downloads' in the system folder) and 'double click' on the IIF File created in Step 1 above (named 'INV' plus the date formatted as YYYYMMDD plus '.IIF')
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If successful, the user receives a 'QuickBooks Information' message that 'Your data has been imported'.
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As previously mentioned, there is no 'verification' available for the Sales Invoice Export process. To verify that the Sales Invoice(s) have been properly imported into QuickBooks, the user must manually compare the total invoice amount(s) on the export file to that of the Invoice(s) created during the import process.
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Suppose the export file fails to import properly into QuickBooks. In that case, the user must identify the cause of the problem, correct it in Rootstock, then manually edit the Sales Invoice to reset the 'Transferred' checkbox to 'False' so that the transaction is picked up again during the next 'Sales Invoice Export' process.
SEE ALSO
Quickbooks Desktop
QuickBooks Chart of Accounts Import
Quickbooks AP Invoice Export
Quickbooks Cost Transaction Export
QuickBooks Cost Transaction Export Verification
QuickBooks PO Receipt Export
