Bill Format for Cash Memo by xuy16262

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									Quickbooks
FAX ON DEMAND                                                DOCUMENT #            1807


Importing Data (IIF - Intuit Interchange Format)
QuickBooks can import information which has to be set out in a specific file format. That file
format is called IIF, that stands for Intuit Interchange Format. This file format needs to be either
delimited by tabs or commas to allow QuickBooks to successfully import the information.

QuickBooks can import any type of transaction or list item. For it to do this, the IIF file needs to
be saved in the correct format and also must have certain headers and titles so that the software can
understand what goes where and when.

If you import actual transactions into QuickBooks you must remember that it is unable to import
‘links’. That means that if you import an Invoice, a payment and then a deposit, you will need to
go into QuickBooks and manually link the three transactions together.

When importing information into QuickBooks we normally recommend you use a spreadsheet
application (i.e. MS Excel) because the layout is very clear and it is easier to locate any mistakes
that could cause QuickBooks not to import the IIF file.

Import files can contain information about the transactions in a QuickBooks company file. The
keyword for a transaction is TRNS; the keyword for each distribution line is SPL. The
distribution lines appear immediately below the transaction. The keyword ENDTRANS appears
after the last distribution line. In an import file, the first column for a transaction that has three
distribution lines would look like this:

TRNS
SPL
SPL
SPL
ENDTRNS

Column headings for transactions

The following table shows the column headings for transactions. The TRANSTYPE, ACCNT and
AMOUNT columns are required.

TRNSID      A unique number that identifies the transaction. QuickBooks generates this
            number when you create an export file.
TIMESTAMP (Export files only) A second unique number that works with TRNSID to identify
            the transaction. QuickBooks generates this number when you create the export
            file.
TRNSTYPE (Required) A keyword that identifies the type of transaction. These keywords can
            appear in the TRNSTYPE field:
BILL        Bills from vendors
BILLCCARD Bill payments you make by credit card
BILLPMT     Bills payments you make by cheque
BILL REFUND Refunds from a vendor
CASH REFUND          Cash refunds you give to customers
CASH SALE Sales receipts
CCARD REFUND        Refunds you receive on credit card charges
CHEQUE     Cheques
CREDIT CARD         Charges you make on a credit card
CREDIT MEMO         Credit you give to customers for merchandise they return
DEPOSIT    Bank or money market deposits
GENERAL
JOURNAL    General journal transactions
INVOICE    Invoices
PAYMENT    Customer payments
PURCHORD Purchase orders
DATE       The date of the transaction. The date is always in DD/MM/YY format. For
           example, 30/05/96.
ACCNT      (Required) The name of the account assigned to the transaction.
NAME       The name of the customer, vendor, payee or employee.
CLASS      The name of the class that applies to the transaction. If the class is a subclass, the
           class name includes the names of the parent classes, beginning with the highest
           level class. A colon (:) separates each class name.
AMOUNT     (Required) The amount of the transaction. Debit amounts are always positive,
           credit amounts are always negative.
DOCNUM     The number of the transaction. For cheques, the number is the cheque number; for
           invoices, the number is the invoice number, etc.
MEMO       The memo text associated with the transaction.
CLEAR      Indicates whether the transaction has cleared. These keywords can appear in the
           CLEARED field:
Y          Yes. The transaction has cleared.
N          No. The transaction hasn't cleared.
P          Pending.
TOPRINT    Indicates whether a cheque, invoice, credit memo or sales receipt has been marked
           as "To be printed". These keywords can appear in the TOPRINT field::
Y          Yes
N          No
ADDR1      The first line of the customer's, vendor's, payee's or employee's address.
ADDR2      The second line of the customer's, vendor's, payee's or employee's address.
ADDR3      The third line of the customer's, vendor's, payee's or employee's address.
ADDR4      The fourth line of the customer's, vendor's, payee's or employee's address.
ADDR5      The fifth line of the customer's, vendor's, payee's or employee's address.
DUEDATE    (Bills and invoices only) The due date of the bill payment or invoice payment.
           The date is always in MM/DD/YY format. For example, 1/30/94.
TERMS      (Invoices only) The terms of the invoice.
PAID       (Invoices only) Indicates whether an invoice has been paid in full. These
           keywords can appear in the PAID field:

Y              Yes. The invoice has been paid in full.
N              No. The invoice is either partially paid or unpaid.
PAYMETH        (Sales receipts only) The method your customer used to pay for the merchandise.
SHIPVIA        (Invoices and sales receipts only) The method you used to ship the merchandise.
SHIPDATE       (Invoices and sales receipts only) The shipping date. If you are creating an
               import file, enter the date in MM/DD/YY format. For example, 1/30/94.
REP            (Invoices and sales receipts only) The initials of the sales representative or
               employee who made the sale.
FOB            (Invoices, credit memos and cash sales only) The location where you delivered
               the merchandise -- free of charge -- to a carrier for shipment.
PONUM          (Invoices and credit memos only) The customer's purchase order number.
INVTITLE      (Invoices, credit memos, and sales receipts only) The title that appears on the
              invoice, credit memo or sales receipt.
INVMEMO       (Invoices, credit memos and sales receipts only) Your message to the customer--
              as it appears on the invoice, credit memo or sales receipt.
SADDR1        (Invoices and sales receipts only) The first line of the customer's shipping
              address.
SADDR2        (Invoices and sales receipts only) The second line of the customer's shipping
              address.
SADDR3        (Invoices and sales receipts only) The third line of the customer's shipping
              address.
SADDR4        (Invoices and sales receipts only) The fourth line of the customer's shipping
              address.
SADDR5        (Invoices and sales receipts only) The fifth line of the customer's shipping
              address.
Column headings for distribution lines

The following list shows the column headings for distribution lines:

SPLID           (Required) A unique number that identifies the distribution line in the transaction.
                QuickBooks generates the number when you create an export file.
TRNSTYPE        A keyword that indicates the type of transaction. The keyword in this field must
                match the keyword in the TRNSTYPE field for the transaction. The keyword will
                be one of the following:

BILL            Bills from vendors
CHEQUE          Cheques
DEPOSIT         Bank deposits
INVOICE         Invoices
PAYMENT         Customer payments
DATE            The date of the transaction. The date in this field must match the date in the
                DATE field for the transaction.
ACCNT           (Required) The income or expense account to which you assigned the amount on
                the distribution line.
NAME            The name of the customer, vendor, payee or employee.
CLASS           The name of the class that applies to the distribution amount. If the class is a
                subclass, the class name includes the names of the parent classes, beginning with
                the highest level class. A colon (:) separates each class name.
AMOUNT          (Required) The distribution amount. Credit amounts are negative.
DOCNUM          The number of the transaction. For cheques, the number is the cheque number; for
                invoices, the number is the invoice number, etc.
MEMO            The memo text associated with the distribution line.
CLEAR           Indicates whether the distribution amount has cleared. These keywords can
                appear in the CLEARED field:
Y               Yes. The amount has cleared.
N               No. The amount hasn't cleared.
P               Pending
PRICE           The unit cost of the item.
QNTY            The number of items sold. This value is part of a line item on an invoice, credit
                memo or sales receipt.
INVITEM         The type of items sold. This value is part of a line item on an invoice, credit
                memo or sales receipt.
PAYMETH         On a sales receipt, indicates the method of payment (cheque, Visa, etc.) that the
                customer used.
REIMBEXP        Indicates the status of the distribution amount as a reimbursable expense. These
                keywords can appear under REIMBEXP:
NONEED                          Indicates that the distribution amount does not qualify as a reimbursable expense.
NOTHING                         Indicates that the distribution amount is available to be billed to a customer as a
                                reimbursable expense.
THISWAS                         Indicates that the distribution amount is a reimbursable expense that appears on an
                                invoice or sales receipt.
HASBEEN                         Identifies a distribution amount on a cheque that has been billed to a customer as a
                                reimbursable expense.
EXTRA                           Adds additional information about the distribution line. This keyword can appear
                                in the EXTRA field:
ENDGRP                          (Invoices, credit memos and sales receipts only) Indicates that the distribution line
                                is the last item of an invoice item group. Here is an example of a simple
                                transaction and also what the IIF file would look like to be able to import it:




!HDR     PROD         VER          REL        IIFVER            DATE            TIME
HDR                   Version 3.0T Release R3
         QuickBooks for Windows/UK                         1            08/02/96 8.39E+08
!TRNS    TRNSID       TRNSTYPE DATE           ACCNT             NAME            CLASS     AMOUNT DOCNUM MEMO                    CLEAR     TOPRINT ADDR1                 TERMS     SHIPDATE
!SPL     SPLID        TRNSTYPE DATE           ACCNT             NAME            CLASS     AMOUNT DOCNUM MEMO                    CLEAR     QNTY    PRICE                 VATCODE   VATRATE
!ENDTRNS
TRNS              72 CHEQUE         08/04/96 Current Account    Andrew Williams                  -117.5    123458               N         N           Andrew Williams               08/04/96
SPL               73 CHEQUE         08/04/96 Advertising                                            100                         N                                       S            17.50%
ENDTRNS




Below are some more examples of IIF transactions, if you require more information about
importing other items like names or items or budgets you may like to refer to the help option
within QuickBooks and search for ‘IIF Files’. This will give you extensive information regarding
both importing and exporting.

Invoice:
TIME
 8.39E+08
CLASS     AMOUNT DOCNUM MEMO                CLEAR TOPRINT ADDR1              ADDR2     DUEDATE TERMS   PAID   INVTITLE INVMEMO
CLASS     AMOUNT DOCNUM MEMO                CLEAR QNTY    PRICE              INVITEM                          EXTRA
                                                                                       VATCODE VATRATE VATAMOUNT

            1,175.00     3002               N         Y         James Millar               09/01/96 Net 30    N            Invoice   Thank you for your business.
           -1,000.00                        N
                                Sales Item Description    -10            100 Sales     S               17.50%       -175




Receive Payment:
!HDR       PROD        VER          REL        IIFVER                           DATE      TIME
HDR                    Version 3.0T Release R3
           QuickBooks for Windows/UK                                        1     08/02/96 8.39E+08
ENDTRNS
!TRNS      TRNSID      TRNSTYPE DATE             ACCNT                          NAME       CLASS        AMOUNT DOCNUM CLEAR               TOPRINT ADDR1          ADDR2       DUEDATE TERMS   EXTRA
!SPL       SPLID       TRNSTYPE DATE             ACCNT                          NAME       CLASS        AMOUNT DOCNUM CLEAR               QNTY    PRICE          INVITEM     VATCODE VATRATE VATAMOUNT
TRNS                92 PAYMENT   08/02/96        Undeposited Funds              Joe Bloggs                1,175.00 2454 N                 N                                  0/0/0
SPL                 93 PAYMENT   08/02/96        Accounts Receivable            Joe Bloggs               -1,175.00 2454 N
ENDTRNS




Bill:
!HDR     PROD         VER          REL           IIFVER                 DATE                  TIME
HDR                   Version 3.0T Release R3
         QuickBooks for Windows/UK                                  1                 08/02/96 8.39E+08
!TRNS    TRNSID       TRNSTYPE DATE              ACCNT                  NAME                  CLASS     AMOUNT DOCNUM MEMO                      CLEAR    ADDR1      ADDR5   DUEDATE TERMS
!SPL     SPLID        TRNSTYPE DATE              ACCNT                  NAME                  CLASS     AMOUNT DOCNUM MEMO                      CLEAR    PRICE      REIMBEXPVATCODE VATRATE
!ENDTRNS
TRNS              78 BILL             08/02/96   Accounts Payable       Hewlett Packard                      -500 HWP123                    N            Hewlett Packard    8/17/96         Net 15
SPL               79 BILL             08/02/96   Equipment Rental                                          425.53            Printer Rental N                       NOTHING S                  17.50%
ENDTRNS




Bill Payment:
!HDR     PROD        VER          REL            IIFVER                     DATE               TIME
HDR                  Version 3.0T Release R3
         QuickBooks for Windows/UK                                      1              08/02/96 8.39E+08
!TRNS    TRNSID      TRNSTYPE DATE               ACCNT                      NAME               CLASS     AMOUNT CLEAR          ADDR1        ADDR5   DUEDATE TERMS                  EXTRA
                                                                                                                                                                    VATCODE VATAMOUNT
!SPL     SPLID       TRNSTYPE DATE               ACCNT                      NAME               CLASS     AMOUNT CLEAR          PRICE        REIMBEXPVATCODE VATRATE VATAMOUNT
!ENDTRNS
TRNS              84 BILLPMT         08/02/96    Current Account            Hewlett Packard                      -500 N        Hewlett Packard    0/0/0
SPL               85 BILLPMT         08/02/96    Accounts Payable           Hewlett Packard                       500 N                   NOTHING
ENDTRNS




General Journal Entry
PROD          VER                   REL        IIFVER                   DATE             TIME
QuickBooks    Version 3.0T
             for Windows/UK         Release R3                      1    08/02/96         8.39E+08
TRNSID        TRNSTYPE              DATE       ACCNT                    NAME             CLASS     AMOUNT DOCNUM MEMO                   DUEDATE TERMS   EXTRA
SPLID         TRNSTYPE              DATE       ACCNT                    NAME             CLASS     AMOUNT DOCNUM MEMO                   VATCODE VATRATE VATAMOUNT

          97 GENERAL JOURNAL           08/02/96 Current Account                                         -117.5         124 Journal      0/0/0
          98 GENERAL JOURNAL           08/02/96 Advertising                                                100             Journal      S               17.50%        17.5




Credit Memo/Refund
!HDR     PROD         VER              REL        IIFVER                             DATE          TIME
HDR                   Version 3.0
         QuickBooks for Windows/UK     Release R3                                1      08/02/96    8.39E+08
!TRNS    TRNSID       TRNSTYPE         DATE       ACCNT                              NAME          CLASS     AMOUNT DOCNUM MEMO                 TOPRINT ADDR1      ADDR2     DUEDATE TERMS
!SPL     SPLID        TRNSTYPE         DATE       ACCNT                              NAME          CLASS     AMOUNT DOCNUM MEMO                 QNTY    PRICE      INVITEM   VATCODE VATRATE
!ENDTRNS
TRNS             103 CREDIT MEMO          08/02/96 Accounts Receivable               Joe Bloggs            -1,175.00       3004              Y           Joe Bloggs              08/02/96
SPL              104 CREDIT MEMO          08/02/96 Sales                                                    1,000.00              Sales Item Description
                                                                                                                                                      10        100 Sales    S                17.50%
ENDTRNS




QB3

								
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