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Creating a QuickBooks .IIF File for a Single Deal

Autosoft -

If your non-franchise is using the QuickBooks integration with Autosoft DMS's Sales and F&I application, you can easily create an .iif file containing deal data for import to QuickBooks. QuickBooks uses the .iif data for "Finished" deals to create vehicle sales journal entries.

Autosoft DMS allows you to create individual .iif files for a single deal or to batch create one .iif file containing data for multiple deals.

To generate the .iif file for a single deal, follow these steps:

Step 1. Search for and open the finished deal or work a deal to its finished state.

finished_deal.png

Step 2. Once in the deal, click the Integration button below the Deal Summary Card. The Integration page for the deal opens.

finished_deal_integration_page.png

Step 3. Use the Integration Organization drop-down to select QuickBooks. The Transaction field auto-populates with QuickBooks Export Deal.IIF. If you haven't attempted to create a QuickBooks .iif file for this deal in the past, the Status will read, "Not Sent." If you have attempted to create the .iif file for the deal in the past, the Status will read, "Success" in green, or "Failed" in red, with a date and time stamp, as well as the name of the user who created the file or attempted to. 

unsent_finished_deal.png

Step 4. If the file was not successfully created in the past, click the Create button on the right side of the screen. 

Step 5. The system creates an .iif file to export to QuickBooks. When the process is complete, the Status to the right of the Integration Organization and Transaction fields and in the transaction list at the bottom of the page displays, "Success," along with a date and time stamp and the name of the user who performed the operation.

successful_transaction.png
Successful Transaction Status

A PDF Transaction Report is created and opens in a new browser tab. If the .iif file creation was successful, the Transaction Report lists the deal number, date, vehicle stock number, VIN, and buyer for the deal. It also directs you to the location of the downloaded .iif file for retrieval and upload to QuickBooks.   

successful_single_transaction_report.png
             Successful Transaction Report

Note:  If your browser is set to block pop-ups, the PDF Transaction Report may be blocked from opening or may ask you to verify you wish to open the PDF. Be sure to enable all pop-ups from Autosoft DMS in your chosen Web browser and select Open when prompted to open this download.

If the file generation failed, the Status reads, "Failed," and the Transaction Report lists the same deal information as a successful .iif creation, as well as the reason/s for the failure. The Transaction Report directs you to return to the Vehicle Sale section of the Accounting Setup and make the necessary changes. 

failed_transaction.jpg           Failed Transaction Status

failed_single_transaction_report.png            Failed Transaction Report

Step 6. After the .iif file is downloaded, you can access the file in your Web browser for review in such applications as Notepad before export to QuickBooks. 

Depending on the Web browser you're using, downloaded files are accessible in various locations on the browser screen. In this example using Google Chrome, downloads appear in a bar in the lower-left corner of your browser screen.  

successful_transaction_iff_download_arrow.png

Different browsers, like Internet Explorer or Firefox, may allow you to access downloaded files from a Download icon in the toolbar at the top of the browser window.  

The file is named "QuickBooksFileExport" followed by the date it was created and a sequence number. If you're creating numerous .iif files for individual deals, make note of each file's name to avoid confusion when exporting to QuickBooks. 

To view the file in Notepad, click on the download (you may have to right-click on the download, select Open With, and choose Notepad if you haven't viewed an .iif file on your system in the past). 

IIF_file_in_Notepad.png

To import the .iif file to QuickBooks, see the Knowledge Base article, "Importing an .IIF File to QuickBooks."

 

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