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QuickBooks Online

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Quickbooks Desktop has a different IIF format than Quickbooks Online. Please refer the help page for the version of Quickbooks that you are using.

Neither version accepts the format of the other.

For step by step instructions on importing CSV or Excel files into QuickBooks, visit QuickBooks Support at Import Journal Entries in QuickBooks Online.
QuickBooks help may say to turn off account numbers in Quickbooks. DO NOT TURN THEM OFF.

While Quickbooks indicates is able to match on either Account Name or Account Number, it is simply too much effort to keep account name matching character for character. Theatre Manager places the contents of the External Account field in the export file.

This is the best to match TM accounts to Quickbooks using a field that generally should never change.

 

QuickBooks Online - Detail

The QuickBooks - Detail export exports each detail line within the G/L Entry. Each deposit and sales posting are exported as their own separate entries within the export file. This allows an exact match of each GL entry to crossover into QuickBooks (line for line).

 

QuickBooks Online - Summary

The QuickBooks - Summary export creates a summarized version of the deposit and sales postings for each posting date. The deposit and sales postings lines are summarized into a single entry for each posting date within the export file.

 

Parts of the QuickBooks Export File

JournalNo Journal Entry Reference Number.
  • (detail export) The Journal Number from the sales posting or deposit posting. i.e. SP-0008480, DP-0004536
  • (summary export) The combination of TM+yyyy+mm+dd based on the Journal Posting Date plus an extension of E+mm+dd+hh+mm+ss based on the E for exported and the exported date/time. For example, if the Journal Posting date was November 23, 2021 and the exported date was November 24, 2021 at 10:42:25am, the JournalNo would be TM20211123-E1124104225.
JournalDate
  • (detail export) The Journal Entry Date. The date is always in MM/DD/YYYY format.
  • (summary export) The Journal Posting Date. The date is always in MM/DD/YYYY format.
Currency A valid Currency Code. Required for multi-currency databases.
Default Value: CAD or USD
Memo The Journal Entry Description for this G/L Entry (Sales Posting, Deposit Posting).
AccountName The name or account number of the QuickBook's account. Theatre Manager's External Account value (name or number) will be used to create the export file.
QuickBooks is able to match on either Account Name or Account Number. Theatre Manager will place the contents of the External Account field in the export file which is used to match TM to Quickbooks.
QuickBooks requires all new accounts to be created before importing. Be sure to add them in your chart of accounts.
Debits The Debit Amount of the transaction.
Credits The Credit Amount of the transaction.
Description The memo text associated with the transaction.
  • (detail export) The description or memo for this particular G/L transaction from Theatre Manager's journal entry.
  • (summary export) The description will identify the Journal Posting Date.
Name The name of the Agency Vendor.
If QuickBook's has set Vendor Name as a Sales Tax Agency for an account (i.e. tax collected account), the vendor name must be provided exactly as it was named in QuickBooks otherwise QuickBooks will reject the import file.
Location The location of the transaction.
You can customize sales forms by Location to make it easier to track sales by a specific site.

Refer to QuickBooks Support to Turn on Location Tracking. For each transaction, you can assign 1 location only.
When providing a Location with the transaction, the Location must be provided exactly as it was named in QuickBooks otherwise QuickBooks will reject the import file.
Class The name of the class that applies to the transaction.
  • (ticket sales) The value will default to the Event Code.
  • (payments) The value will default to the Payment Method description as its defined in the Payment Methods Code Table.
Classes represent meaningful parts of your company, like store departments or product lines. You can use them to get deeper insights into your sales, expenses, or profitability for each part of your business.

Refer to QuickBooks Support to Turn on Class Tracking. For each transaction, you can assign 1 class only.
When providing a Class with the transaction, the Class must be provided exactly as it was named in QuickBooks otherwise QuickBooks will reject the import file.

 

Vendor is a Sales Tax Agency

In QuickBooks, you may have set a Vendor as a Sales Tax Agency for your tax account(s).

If QuickBooks is set up in this manner, the following example illustrates how to set up the External Account description. It must be set as [AccountNameOrNumber]\[VendorName]\[Location] where a backslash (\) separates the 3 fields.

During the export process, the External Account field will be automatically parsed into the 3 separate values for AccountName, Name, and Location when a backslash (\) is within the External Account field.

 

Location Tracking

In QuickBooks, you may have enabled Location tracking.

If QuickBooks is set up in this manner, the following example illustrates how to set up the External Account description. It must be set as [AccountNameOrNumber]\[VendorName]\[Location] where a backslash (\) separates the 3 fields.

During the export process, the External Account field will be automatically parsed into the 3 separate values for AccountName, Name, and Location when a backslash (\) is within the External Account field.

 

Common Questions

QuickBooks has a requirement that a valid Customer/Vendor is included when posting to the built-in Accounts Receivable or Accounts Payment accounts. QuickBooks can not assign a receivable or a payable to 'nobody', it requires a Customer/Vender that is previously set up within QuickBooks.

The solution is as simple as avoiding any postings directly to the QuickBooks account types of Accounts Receivable and Accounts Payable. Rather, create a separate standard (non A/R) asset account and call it (for example) "A/R for Theatre Manager" and separate liability account and call it (for example) "A/P for Theatre Manager" and reference those account numbers in Theatre Manager's External Account value (name or number) used to create the export file. This way, there is no need to maintain Customers/Payees/Vendors in the export file as these accounts are just standard Asset / Liability and not linked to a special account type.

This way when you import the amount into QuickBooks, it will go against the standard asset account and not against the built-in accounts receivable account in QuickBooks.

When you want to see the details that make up the "A/R for Theatre Manager" or the "A/P for Theatre Manager" account, go directly to Theatre Manager for the details, rather than QuickBooks.

To recap, create a standard Asset & and a standard Liability account to use to post to in QuickBooks.

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