We offer invoice exports to both the desktop and online versions of Quickbooks.  To review QuickBooks Online please visit our QBO help page.

Desktop Version

Overview

Our QuickBooks Desktop integration supports the ability to export the following in IIF format:

  • Accounts Payable (Bills & Credits)

  • Journal Entry (Cost of Goods Sold, Manual Adjustments, Physical Inventories and Transfers)

Sync Approach

The sync must be deployed from a Yellow Dog Folder containing the settings.ini and is typically installed on a Yellow Dog App Server with FTP connection to a location the client has access to or locally on the client’s pc.

Files exported from this integration must be imported manually into QuickBooks Desktop.

Sync Frequency

The sync frequency can be scheduled to the client’s preference.

Configuration Options

File formats for this integration have already been pre-defined to work with QuickBooks desktop however there are several configuration options built in the sync to allow for certain customizations.

The following are options that can be configured and reviewed with your Yellow Dog Accounting Specialist:

  • File breakdown (how the exports will generate for example same file for Invoices and Return to Vendors)

  • Export only Unpaid Invoice Data

  • Transaction Days

Importing Files into QuickBooks

To import the files into QuickBooks, go to File - > Utilities - > Import - > IIF Files, then choose the Yellow Dog export from the active folder.

Requirements

Client

The client will need to provide the following:

  • QuickBooks version

  • A list of GL codes to build in Yellow Dog under 'Inventory Accounts'. Expenses such as Freight and Tax will need to be included unless those expenses will be distributes amongst the cost of items in the invoice.

  • A list of vendors exported from QuickBooks. If vendors do match in both systems (include capitalization and spelling) this will cause errors.

  • How the export files need to be broken down:

    • Single File

    • Single File Per Type

    • Single File Per Store

    • Single File Per Store And Type

    • Single File Per Store And Vendor

    • Single File Per Store And Vendor And Type

    • Single File Per Vendor

    • Single File Per Vendor And Type

Yellow Dog

Yellow Dog will verify all GL Codes and Vendors have been built out and will request and provide FTP when applicable.

Sample Files

Coming Soon

Additional Notes

In the event an import is unsuccessful, QuickBooks will provide an error file int he same directory as the oginial file that will detail why the import failed.

In the event that exports need to regenerated please reach out Client Services

Limitations:

  1. QuickBooks Desktop does not support any direct connection so all files need to be manually imported by the client. (12/19/2023)

  2. QuickBooks Desktop integration will not automatically archive files after importing so this must be done manually by the client (12/19/2023)

  3. Journal Entry - Transfers do not support Shortage at this time. Sites using QuickBooks Desktop should not accept less than what as issued on a transfer in Yellow Dog. (12/19/2023)

  4. Itemized exports are not supported (12/19/2023)

  5. Historic accounting data will NOT export if Accounting was not previously assigned. (8/30/24)

  6. PrePaid Invoices are never exported. (8/30/24)

  7. The Single File Per Store file breakdown options will only result in separate files per store IF the accounting codes are different per store. (8/30/24)

  8. Address is no longer exported as part of Invoice (Bills)/Return to Vendor (Credits) exports as of v2024.08.29.375. (8/30/24)

    1. There is a limit to the address 1 field in Quickbooks, resulting in Address Too Long errors when importing files in some cases in earlier versions of our sync.