Quickbooks Import IIF: show what was just imported

Berkson Wein
Berkson Wein used Ask the Experts™
on
Hi all

I've got a user who regularly imports transactions into Quickbooks 2011 by importing an IIF file.  It works fine.

What she's wondering is if there's a way to run a report to show transactions that were imported on a given day (or date ranges).  Being able to do this would allow her to compare what the system that generates the iif says should be imported with what QB says was actually imported.

Doable?

Thanks.
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JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018
Commented:
Since the date range in an IIF file can be anything, there is no generic report to do what you want.

The workaround is as follows:

(a) Determine the date range of the IIF file and use the Custom Transaction Detail report to report on the transactions.

(b) For greater precision, make a custom field (available in invoices and bills) or make a code in an existing field that all your transactions use. Then filter the report in (a) by the code you used. This should give you a precise report of what you did.

... Thinkpads_User
First create a reports group to hold these reports
Reports menu > memorized reports > memorized reports
in the lower left, click on memorized reports button, then select create new group
call the group - "entered today"

next generate the report:
Reports > custom detail report
Modify report > Filter tab>
In the filter box, scroll to the filter "entered and date modified"
In the dropdown box, be sure to select "today" - dont enter today's actual date
Also in the filter box - select the filter "transaction type"
and select the transaction type she is importing.
Click on the header tab  and label the report " Invoices imported today"
then Click OK
Memorize the report in the new group "entered today"

Repeat for other transaction types entered.

Linda Saltz, QBalance
Berkson WeinTech Freelancer

Author

Commented:
Thinkpads_User: the transaction date won't be a viable option.  There's transactions that are entered regularly into QB, the IIF import is just additional transactions from another system.

The custom field is an interesting option.  Have more info on that?

Linda: the date ENTERED is a good start.  That won't help identify only those imported fields though, since there will be manual entries on the same day.

If I could get the custom fields into the IIF, say a field that has the data "imported from external system" or something, then I could do a report by date entered and only show those entries that have "imported from external system" in the custom field.

I'd love a pointer on how to accomplish that.  I know how to do a memorized report and put in the criteria, what I don't know is how to create the custom fields.

THANKS ALL!
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Business Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018
Commented:
Another thing you might try is to set up a new user on QB and call it IIFUSER. Give it the authorities it needs and only use that user to import IIF files. The transactions entered that way can be filtered by QB user.
.... Thinkpads_User
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018
Commented:
>>> The custom field is an interesting option.  Have more info on that?

Custom fields generally do not transcend all transaction types. One field that appears in both invoices and bills (and then also journal entries) is Customer:Job. It may be feasible to use a special job (which can then be filtered).

The idea of a different userid in QB for entering the IIF files may hold the most promise.

.... Thinkpads_User
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
Hello weinberk - Any update?   ... Thinkpads_User
Berkson WeinTech Freelancer

Author

Commented:
I think we're either going to go with a different user or using a different general ledger code.  Thanks for your help!
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
Thank you, and I was pleased to help you with this. Good luck going forward.

.... Thinkpads_User

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