While most merchants prefer the ease and efficiency of TrueCommerce's automated data transfer from Nexternal to Quickbooks through TrueCommerce Connect, the Nexternal platform does offer a built-in manual export capability that can work for many merchants, depending upon how they set up and use Quickbooks. [Orders / Export / QuickBooks import (.iif)]
The QuickBooks export creates an export.iif file which can be imported directly into QuickBooks by Intuit. The import includes both customers and orders.
Before creating a QuickBooks Import file, use the preferences link to customize the export to suit your needs. Orders may be imported as Sales Receipts (a.k.a. Cash Sales) or Invoices, based on the method of payment (credit card vs. non-credit card). When specifying accounts, vendors, and items to use, take care to enter them letter-for-letter as they appear in QuickBooks. This is essential for accurate results.
With regard to products, the import will attempt to match Nexternal's SKU field to items in QuickBooks' Item List. Again, an exact letter-for-letter match is required. If a product is listed as a "Subitem" in QuickBooks, the Nexternal SKU must match the format Item:Subitem. For products with attributes, this format is automatically used in the .iif file, based on the product-level SKU and SKU-level SKU, when applicable.
Nexternal's Product Name is mapped to QuickBooks' Description field. However, an exact match is not necessary.
To map to a subaccount in Quickbooks, use a semicolon and no spaces between the parent account and the subaccount (Parent:Subaccount).
1. For simplicity purposes, only orders marked as Shipped/Sent are normally included in the QuickBooks export. You may override this restriction and include all (non-Canceled) orders from the Preferences screen; however, Pending Orders are still only included if the Include in Order Aggregation option is on at Orders/Preferences/Pending Order Preferences.
2. In a multiple ship-to situation, the shipping address will import into QuickBooks as "Multiple Addresses". If, further, the order is being shipped to multiple states, the Other/Multiple States sales tax information is used, as specified on the QuickBooks Preferences screen.
3. For Sales Receipts, several versions of QuickBooks are subject to a bug whereby QuickBooks ignores the Order Number submitted in the .iif file and assigns its own, based on its numbering sequence. To our knowledge, QuickBooks has not produced a fix for this bug. Please contact QuickBooks for more information.
4. If you are importing into QuickBooks for the first time, back up your data beforehand. This will give you a means to undo the import if the results are not as expected.
5. QuickBooks enforces a dependency between Transaction Type and Asset Account. Sales Receipts should generally use an account of type Bank, while Invoices generally use an account of type Accounts Receivable.
6. Do not import the same order twice. This will cause QuickBooks to create a duplicate transaction.
QuickBooks .iif Transaction Import Error Message
When trying to import your QuickBooks .iif file, you may get the following error: You cannot associate an item with Sales Tax Payable, Undeposited Funds, accounts receivable, accounts payable, or non-posting accounts.
This error is often the result of trying to associate an item with an account that was established by QuickBooks upon installation. If you are attempting to post sales tax to the Sales Tax Payable account (which is established by QuickBooks), remove the Item Name in the Sales Tax Section found in Orders/Export/QuickBooks Preferences and try again.