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Batch Creating a QuickBooks .IIF File for Multiple Deals

Autosoft -

Non-franchise dealerships that use QuickBooks to manage their books can use Autosoft's QuickBooks integration to export vehicle sales data from Autosoft DMS's Sales and F&I application. The .iif file that is created by Autosoft DMS can then easily and quickly be imported to QuickBooks to create a vehicle sales journal entry in QuickBooks. 

Autosoft DMS allows you to create an .iif file for individual deals or a batch .iif file containing multiple deals' data.

To batch generate a single .iif file for multiple deals, follow these steps:

Step 1. Hover over the Sales button in the main navigation bar and select Integrations from the menu that opens. The Sales Integrations screen opens, listing all deals.

sales_integrations_screen.png

Step 2. Use the Integration Organization drop-down to select QuickBooks. The Transaction field auto-populates with QuickBooks Export Deal.IIF. The Show Only Ungenerated toggle in the lower-right corner of the screen is activated automatically (signified by the blue background), displaying only those deals for which an .iif file has not been created.

sales_integrations_screen_qb_selected.png

Step 3. You can use the Start Purchase Date and End Purchase Date fields to limit the list to only deals with purchase dates within a certain range. By default, the Start Purchase Date field contains the first day of the calendar month, and the End Purchase Date field contains the current date. 

Step 4. By default, all the deals are selected, but you can click the checkbox to the left of any deals you don’t want to include in the batch to clear those deals’ boxes, thereby removing them from the batch. If the deal list is lengthy and many of the deals don’t need to be included, click the checkbox next to the Buyer heading to clear all the checkboxes and simply check the boxes to the left of the deals you wish to include.

Step 5. Click the Create button in the upper-right corner of the screen.

Step 6. The system creates a single .iif file containing all the selected deals' data. When the process is complete, a PDF Transaction Report is created and opens in a new browser tab.

The Transaction Report lists all the deals you've selected for .iif creation. Each successful deal is listed by deal number, date, vehicle stock number, VIN, and buyer. Below the deal list, a message verifies that the file was successfully created for the deals listed above. The Transaction Report also direct you to the location of the downloaded .iif file for retrieval and upload to QuickBooks.

successful_batch_transaction_report.png              Successful Transaction Report

If none of the deals you selected could be made into an .iif file, the Transaction Report lists each deal and the reason for its failure. The message at the top of the report directs you to adjust the Vehicle Sales Setups in the Accounting Setup before reattempting to create the .iif file. 

failed_batch_transaction_report.png
              Failed Transaction Report

If one or more of the deals you selected for .iif creation couldn't be successfully processed, the Transaction Report notes which deals were successful and which were unsuccessful. 

partially_failed_batch_transaction_report.png
                               Batch Transaction Report with Successful and Failed Deals

If any deals in the batch were successful, the .iif file is created for those deals only. After you've made the necessary adjustments to the setups, repeat Steps 1 through 6 for the failed deals only. 

Note:  If your browser is set to block pop-ups, the PDF Transaction Report may be blocked from opening or the browser 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.

Step 7. 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.  

batch_downloaded_file_notification.png

Different browsers, like Internet Explorer, Microsoft Edge, 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, 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).

Each successful deal is represented in the document. "ENDTRNS" after a deal's data notes the end of one deal and the start of the next. 

QB_file_in_Notepad_batch.png

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

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