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Importing iif file into Quickbooks: "You must specify a vendor name for the sales tax account"

Posted on 2011-03-10
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Last Modified: 2012-05-11
When attempting to import an invoice iif file into another Quickbooks company file I receive this message: "You must specify a vendor name for the sales tax account"  This seems to only happen on invoices that have sales tax and taxable items.

This is on Quickbooks Enterprise Solutions 8.0
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Question by:jceo
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Expert Comment

by:stlinae
ID: 35108480
The easiest way around it (the only way that I know of actually), is turn off Sales Tax while importing then back on once you're done.
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Author Comment

by:jceo
ID: 35109333
Thank you.  I tried this but it did not work.  
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Expert Comment

by:stlinae
ID: 35113911
Is there Sales Tax on the invoice? (I assume yes, but stranger things have happened.)
Do you have that same Sales Tax item already set up in the file you're importing to?
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Author Comment

by:jceo
ID: 35127852
Yes there is sales tax.  I actually have a batch of invoices that I am importing where some have sales tax and some do not.  The ones that do have sales tax are not being imported.  Yes, I have the same sales tax item in the company file I am importing into.  Thank you
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Expert Comment

by:stlinae
ID: 35130061
Would you mind giving an example of one of the invoices you're having problems with?
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Author Comment

by:jceo
ID: 35130194
Sure, here is one of the culprits.  This is the excel version.  I then use Transaction copier for Quickbooks by Big Red Consulting to convert it to an iif.  Thank You
invoice-example.xls
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Author Comment

by:jceo
ID: 35130785
Do you think there is any way I can edit it in excel to get it to import?
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Accepted Solution

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stlinae earned 2000 total points
ID: 35130803
Okay... While I know of Big Red, I've never used their tool so don't know what the finished iif looks like. But, in creating the iif myself, I found one major issue. You don't have a vendor name for the sales tax item on the invoice, only the customer name. XYZ Company cannot b the Name used on the Sales Tax line. it must be a vendor. (Bank of Anycity for this example)

I didn't do the term or sales rep, as it shouldn't matter, but you can see how the import should look with the sample. I'm also including a screen shot of the transaction detail report just to show you it did go in. I did have to turn Sales Tax off when importing. When you turn it back on, don't let it make every customer or every item taxable, unless they actually are.



test.xls
imported.jpg
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Author Comment

by:jceo
ID: 35141512
You are right.  That is the problem, I manually fixed it and it is working now.  The funny thing is that there is a Big Red report that creates the invoice export for me and it seems to be using the customer name instead of a sales tax vendor.  I will have to figure that out but at least now I know what the problem is.  Thank you Very Much!
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Author Closing Comment

by:jceo
ID: 35141519
Excellent.  Very accurate
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Expert Comment

by:stlinae
ID: 35141552
Glad I could help!
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