AaaTeX s IIF Importer2 Operations 1 Build level nnn See ReadMe.pdf for download and install instructions.

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1 AaaTeX s IIF Importer2 Operations 1 Build level nnn See ReadMe.pdf for download and install instructions. Please note that the IIFImporter2 is based on the original IIFImporter. Some statements and images are from the original program. So the data may be slightly different. Some functions are only available in certain Editions of the IIFImporter2. This are grayed out in the program. 1. Activating/Registering the program. After you purchase the program you must Activate it from the Help, Activation/Registration menu. You use the information that was entered into our ecommerce system when you purchased the product i.e. Company Name, Phone and PostCode. This is your key. 2. Setup. Before importing data there is some setup requirements on exactly how the program is to run. a. Import the file i. Select the file from the list window or use the browse button to find the file any folder. Then double ii. click on the file name or select it and click on GO. The program, by default will rename the file by adding the date time to it i.e. if the file was file.iif it will be renamed to file_yyyymmdd_hhmmss.iif unless the Don t (Rename Import File) is selected. b. Error / Warning Messages Do you want the program to stop on errors and/or warnings that occur during the import process. If so click on the appropriate check box on the Import Tab. All, On Error Only, Warning, None, etc. The program will write all errors and warnings to the log file. (See information on Errors) c. Printing Transactions Default Check box Set To Print should be check if you want the default for transactions to have the Set To Print flag turned on (if the imported transactions supports it). This will NOT override the setting in the imported record. d. Setting Printing Flag Check box Set Pending Flag should be check if you want the default for transactions to be Pending (if the imported transactions supports it). This will NOT override the setting in the imported record. e. Apply Payments i. Check Auto Apply to auto apply the customer payments ii. Check By Trans to apply the payment to an invoice. The Invoice number must be in the Memo field and the SPL amount must match the Invoice number otherwise it will Auto Apply. f. Hit the Save Settings button to save the changes Buttons to the Left of the Screen Go (Import) End, Save Settings Quit, Do not save Settings Save Settings IIF Importer2 Operations Copyright March 15, 2015 Page 1 of 19

2 3. Operations Import Tab - pick an input file What to Import The program can import lists and transactions. You can select which type of list or transaction from a given file even if it has more types. The others will be ignored. Note: On the Advanced Settings Tab check the list types and transactions types that you will to import. Please note that there are some types that are NOT supported by this program and must use QuickBooks to import them. If the type is not on this tab then this program can NOT import them. Check the Check All Lists and Check All Transactions to import all supported types. 1) Click the Browse button to choose your file. Select the file from the list window or use the browse button to find the file any folder. Then double click on the file name or select it and click on GO. 2) The program, by default will rename the file by adding the date time to it i.e. if the file was file.iif it will be renamed to file_yyyymmdd_hhmmss.iif unless the Don t (Rename Import File) is selected. a) Pattern - path for imported files b) Country - choose US, Canada c) Class Forced - Force this class otherwise to be used (Gold Edition or better) d) Class - choose from drop down list e) Put Error File in Program Folder - if unchecked, put it in the source folder 3) Auto Increment Transaction File - Automatically increases the transaction Nos. by 1 a) Check Box for Invoices, Sales Orders, Sales Receipts (Cash Sales), Estimates b) Fill in Next No. 4) Write Bad Transactions to Log - check box. Do you want the program to stop on errors and/or warnings that occur during the import process? a) Stop on Error Level - The program will write all errors and warnings to the log file. i) None ii) Error only iii) Warning and Higher iv) Info v) All vi) Ignore Unknown Field Headings error message Settings Tab 1) Duplicate Numbers AR - check for duplicate numbers a) None b) Error only c) Warning and Higher d) Info 2) Duplicate Numbers Bills - check for duplicate numbers a) None b) Error only c) Warning and Higher d) Info 3) Add Customers from Transactions - Invoices cannot be added without customers. Should we add them? a) Add Customers if Error - only add customers if there is an error adding the invoice b) Don t Add Customers - Don t add customers - I need to know. 4) Receive Payments Apply - IIF Importer2 Operations Copyright March 15, 2015 Page 2 of 19

3 a) Check Auto Apply to auto apply the customer payments b) Check By Trans to apply by transaction Reference No. - if missing, by Amount c) By Amount scan for matching amounts d) Do ALL Matching Amounts First else date - when doing amount matching, Do ALL Matching Amounts First e) Inv Ref No. In Memo - Invoice No. is in Memo Field. Nothing checked=docnum field f) Inv Ref No. In REFNUM g) Invoice # is after the characters to the right (Silver Edition or Better). If you file has prefixed the invoice # being paid by a character string i.e. Invoice:, you can tell the program to scan and skip these characters. In the above case you would check the checkbox and enter Invoice: (without the quotes). This is NOT case sensitive. h) Check Days back from Payment date this limits the scan of invoices back nn days. 5) 0% Tax Item a) Sales Tax - If you use sales tax and are importing it with the AUTOSTAX feature (see QuickBooks Help) then there MUST be a Sales Tax Item defined with a 0% due to certain limitations in QuickBooks. b) If you do not use AUTOSTAX and the customer and items are taxable QuickBooks will add the tax just as it does from the screen. c) Ignore Tax Warning Messages 6) Miscellaneous Settings a) Set to Print - Check box Set To Print should be check if you want the default for transactions to have the Set To Print flag turned on (if the imported transactions supports it). This will NOT override the setting in the imported record. b) Setting Printing Flag Check box Set Pending Flag should be check if you want the default for transactions to be Pending (if the imported transactions supports it). This will NOT override the setting in the imported record. 7) Don t Do Address Formatting - QuickBooks keeps addresses as Addr1, Addrx and City, State, Postal and Country. The IIF file does not. The program will try to format the address unless the box is checked. 8) Replace list if already there (uncheck=do not replace) -add list, do not replace 9) Import File Disposition a) Don t Do Anything - After import, do not rename file b) Rename to name_date_time - Add to old name, yymmdd_hhmmss c) Delete File d) Move File to - type in path e) Rename File with Prefix - choose prefix (i.e. ~) f) Rename File with Prefix and date_time - choose prefix (i.e. ~) Advanced Settings Tab 1) What Types to Import (Select What is Needed others will be ignored) 2) Lists to Import (i.e. Accounts, Customers, Vendors, etc.) 3) Transactions to Import (i.e. Invoices, Sales (Cash) Receipts, Estimates, etc.) 4) Other Options a) Use Sub Items - If your file only uses the sub-items and not the full name (Silver Edition or Better) i.e. Full Name = GroupA:CatagoryB:Item123 but the item in the transactions only has the sub-item i.e. Item123 then the Use Sub-Items check box must be checked. This only applies to transactions b) Check Items First - Check Items before doing the Import c) Add Items As Service Items if not found in QuickBooks IIF Importer2 Operations Copyright March 15, 2015 Page 3 of 19

4 d) Add Parents Lists - Add customers to jobs, if unchecked it will not. ( i.e. Item Full Name to be imported = GroupA:CatagoryB:Item123. The list importer will create GroupA and GroupA:CatagoryB if this box is checked.) (Gold Edition or Better) e) Dynamically Add Payment Methods - will dynamically add payment methods f) Dynamically Add Ship Methods - will dynamically add the ship methods g) Remove Extra White spaces before Import - On Transactions, this will Remove any white spaces in the name field (Gold Edition or Better) h) Remove Extra White spaces If Error - ON TRANSACTIONS: If a NOT FOUND error occurs, not in list,and an error this will REMOVE and extra white spaces in the name field and retry (Gold Edition or Better) i) Don t change Sales Rep Field, it is initials (Silver Edition or Better) j) Make inactive if can t delete - lists with Transactions cannot be deleted (Silver Edition or Better) k) Exceeds Max Length Is Error - Consider exceeding maximum length of a field an error, otherwise truncate (Silver Edition or Better) l) Correct Dates - Remove time etc. (Silver Edition or Better) m) Use this Item if Item is Blank - choose from drop down list (Silver Edition or Better) n) Update Quantity on Hand (Requires Single User Mode) checkbox - for inventory item updates (Silver Edition or Better) 5) Substitute Tax Item - Choose from drop down list Substitute this Tax item (Silver Edition or Better) 6) Force Payment Method - Forces payment method ie Paypal (Gold or Better) 7) QB IIF Simulation Attempts to duplicate how the QB IIF menu tool works. There are some exceptions. 8) Process Address as BLOCK Does not attempt to find the City, State PostCode line. If checked the fields are put in exactly as in the file. If unchecked (default) then the program will look for a City comma state and zip code and put it in the QB City, State and PostalCode fields. Replacements Tab 1) Replacement of Transaction Types (Silver Edition or Better) a) Replace Transaction Types check box - Replace one transaction type with another - From/To 2) Items a) Blank Item Type b) Blank Item types in INVITEM 3) Missing Accounts a) Income b) COGS/Expense c) Asset IIF Importer2 Operations Copyright March 15, 2015 Page 4 of 19

5 Overrides Tab These settings will OVERRIDE whatever is in the file (Gold Edition or Better) 1) Hidden (Inactive) - Overrides hidden field a) None b) Yes c) No 2) Customer Type - Overrides Customer Type 3) Custom Fields a) Customer b) Items 4) Accounts Overrides The ACCNT field may be overridden on either TRNS or SPL lines either unconditionally or based on existing Account and Transaction Type (TRNSTYPE). a) Select the new account in the Override to Account b) Check the Active checkbox c) Optionally select the If Account Is (multiples are separated by commas) d) Optionally select the for Trans Type (multiples are separated by commas) IIF Importer2 Operations Copyright March 15, 2015 Page 5 of 19

6 Unattended Mode Tab Unattended Mode - QuickBooks Location - allow import while QuickBooks is down (Gold Edition) QuickBooks Company File Name (Browse Button) QuickBooks Path Allow Unattended Access to QuickBooks (checkbox) Enable Diamond file Mapping for multiple Company folders using the File Map file below File Mapping Folder Name - Enter the full path. If only the name is given the working folder is use. File Mapping is used with the Process Folders File command button to process multiple Company Files. File Mapping and Companies Files terms are interchangeable. See the screen image below. Control Tab Performance Features Bypass Initial Customer Query checkbox - This will bypass the initial customer query Bypass Initial Items Query - This will bypass the initial Items query Clipboard Disabled - Turn off the use of the clipboard for saving names during import. If you work while importing, this may disrupt the copying/pasting that you may do. IIF Importer2 Operations Copyright March 15, 2015 Page 6 of 19

7 Folder Monitoring Activate folder monitoring by checking the Active checkbox and settings a monitor time cycle in seconds (i.e. 300 for 5 mins or 0 for Instant Monitoring). The Error Stop level for monitor cycles can also be set here (You may want to have these settings to be different than normal imports so it does not stop with a Yes, No, Cancel Reply). See screen image below. If a time interval greater than 0 is specified then the monitoring must be turned on/off from the File Menu, Start/Stop Folder Monitoring.. Please not that if Folder Monitoring is used you must set the Import File Disposition so the same files are not imported over and over. Column Headings Tab Ignore these columns Headings - Headings in the!iif records Type - type in the IIF records Active - must be checked Active IIF Importer2 Operations Copyright March 15, 2015 Page 7 of 19

8 Custom Fields New enhancements areas. 1. Custom Fields 2. Receive Payments 1. Custom Fields Currently the use of custom fields is dependent upon the Custom Field Dictionary that can be exported from QB Customers and Items. The column headings are CUSTFLDxx where = Relative CustFld # in the Dictionary less one as CUSTFLD1 for the first. It is to be noted that the QuickBooks IIF Import facility does not support Custom Fields on Transactions but only on lists. It was up to the user to make sure that the Custom Fields dictionary was in the file to be imported. If not the custom field that would be used for each CUSTFLDx would be unpredictable. The IIF Importer2 does support Transaction custom fields for sales transactions of Invoices, Sales Receipts, Sales Orders and Estimates. Since the Custom Field Dictionary was difficult or confusing to obtain 2 new methods are now available to simplify this. IIF Importer2 Operations Copyright March 15, 2015 Page 8 of 19

9 External File for the Custom Field dictionary. The file can be external to the file being imported and used over and over. This is done on the Custom Field tab. This is a Silver Edition or Better feature. Another method which is even more simple of naming the custom field in the column header. Gold Edition or Better All you need do is to name the custom field within square brackets. So instead of have a custom field named Birthday and using a column heading of CUSTFLD3. You could just use [Birthday]. 2. Receive Payments Currently the only method to post an payment to an invoice was via AutoApply in which QuickBooks would decide which Invoice to post the Payment to. Please note that the QuickBooks IIF import facility do not post payments to any invoices. They are left as dangling payments to the customer. Two New methods have been added to help post payments to the proper invoice. 1. Apply By Reference number Here the payment is applied to the reference number specified which can be either in the Memo field or the New RefNum field in the SPL records. (Silver Edition or Better). IIF Importer2 Operations Copyright March 15, 2015 Page 9 of 19

10 2. Apply By Amount (Silver Edition of Better). The program will scan for the customers invoices and match by amounts. If the payment is over the amount it will apply it to all invoices that it can (Gold Edition or Better) a. Multi Apply will attempt to pay multiple invoices if the amount is greater than that of the first invoice found. IIF Importer2 Operations Copyright March 15, 2015 Page 10 of 19

11 1 There are some settings and features that are only available in the more advanced editions of the product. These settings will either be disabled on the screen or get an error message if attempted to be invoked. Vista users should review the Vista requirements in the ReadMe documentation. Among the Vista / QuickBooks requirements you must have Vista User Access Security on and cannot be the Vista Administrator user otherwise the program cannot communicate with QuickBooks and you will get a Cannot start QuickBooks message. IIF Importer2 Operations Copyright March 15, 2015 Page 11 of 19

12 Automation, Command Line Parameters, Folder Monitoring. 1. Command Line Parameters The IIFImporter2 can be automated through the use of command line parameters and folder monitoring. a. Command line parameters are used when the program is invoked via the run or command line prompts as: b. C:\Program Files (x86)\aaatex\iifimporter2\ IIFImporter2.exe [parameters]: where (x86) for 64 Bit versions of Windows (i.e. XP 64, Vista 64, etc.) or blank if not. Parameters are separated by the / forward slash character. If / is omitted then it parameter is assumed to be the file name of the file to be imported and nothing but the file name. c. Full file name of the file to be imported as: C::\Program Files\AaaTeX\IIFImporter2\ IIFImporter2.exe c:\importer\myiiffile.iif You could use the program with the Open As or assigning the file type IIF to this program. d. Import ALL files that match criteria previously defined in the screen settings (It uses the path and pattern as the General tab) C::\Program Files\AaaTeX\IIFImporter2\ IIFImporter2.exe \IMPORT_ALL e. Closing automatically when import is complete i. /CloseIfNoErrors - Closedown if no errors ii. /CloseIfNoWarnings Like the above but for Warnings or greater iii. /Close - Closedown at end of imports f. Companies File (Diamond Edition or Better) Importing multiple files to multiple QuickBooks Companies. i. /CompaniesFile the name of the Companies file to be processed. g. Running without Error Messages i. Use the /Silent parameter with other / parameters NOTE: If any / Parameters are used then the file to be imported by preceded by /File= 2. Folder Monitoring The program will monitor the input folder and automatically process any file that matches the pattern.. (Note that this requires that the Input File Disposition be set to move or rename the file so that it will not the constantly be imported. See Folder Monitoring settings are on the Control Tab IIF Importer2 Operations Copyright March 15, 2015 Page 12 of 19

13 3. Auto Starting The program can be started automatically under a user session by using the Windows task scheduler (please consult with the Windows Help for your system). Command Line Paramters can be used to achieve the desired functions. It would typical to start the program via the task scheduler at 3AM and have it import all files in a given folder then close down. The command line parameters for this are: C::\Program Files\AaaTeX\IIFImporter2\ IIFImporter2.exe \IMPORT_ALL \CLOSE The Stop On Error Level should be set to NONE and the error log (ERR_date_time.log) would have the import results with any errors. This is usually require running without QB being open. See Unattended mode below. IIF Importer2 Operations Copyright March 15, 2015 Page 13 of 19

14 4. Unattended Mode QuickBooks need up be up when the program is running. (But if QuickBooks is up it must be set to the same company file that the program is using.) Unattended Mode requires that: The program is authorized to run unattended. This is set in the QB Integrated Application Preference when the program runs for the first time (Allow program to Login Automatically). Please note that different versions of QB may have slightly different screens. 5. Processing Multiple QuickBooks Companies in one execution (Diamond Edition or Better) This feature allows you to process multiple files to multiple QuickBooks companies in one invocation of the program. This can be used either via hitting the Process Companies Folder File or via the /CompaniesFile command line parameter. A tab delimited text file must be used to indicate what folders the IIF files are in and to what QuickBooks company file they should be imported into. The file is usually created with any spreadsheet program (i.e. Excel) has the format: Column A=Folder Contain the IIF files, Column B=Full name of the QuickBooks folder (path, etc.) e.g. C:\Data\CompA\IIFs Q:\QBFiles\CompA.qbw See the screen image below. In addition the Company files folder name can be overridden in the command line via specifying the full path name e.g. /CompaniesFile=C:\QB\YourName.tdt IIF Importer2 Operations Copyright March 15, 2015 Page 14 of 19

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16 Errors Errors are automatically written to the error log file. Select the error level that you want to stop and see on your screen in the Stop On Error Level Frame by selecting All, Errors Only, None, etc. The program will display an error message asking if you want to continue, skipping the import that caused the error or terminate the program. ALL ERRORS AND ACTIVITY ARE WRITTEN TO THE ERR FILE. The file will be created in the Working Folder which depends on the Windows system. Newer versions i.e. Vista and after (Public Documenets c:\users\public\documents\aaatex\iifimporter2) otherwise Shared Documents (c:\documents and Settings\All Users\Public\Documents\AaaTeX\IIFImporter2) unless overridden via a IIFImporter2.sys statement usually used for hosted environments. ***NOTE*** Some error messages, though they seem to be coming from the IIFImporter2, may be a result of Quickbooks or the IIF File. The program control and debugging files are in the Shared Documents Folder (Working Folder) The folder varies with Windows Version For XP., 2003 it is C:\Document And Settings\All Users\Shared Documents\AaaTeX\IIFImporter2 For Vista Based systems it is c:\public\shared Documents\AaaTeX\IIFImporter2 (unless overridden via a IIFImporter2.sys statement usually used for hosted environments) The IIFImporter.sys file can be created / Edited with Notepad or any text processor. It has just a few parameters: - WF=[path] [path] is the new Working Folder - WFBase=[path] [path] is the new Working Folder base then the program will create AaaTeX\IIFImporter2 in it. - SERVER uses the Windows User folder as the base for the Working Folder The error file can be in the Shared folder above or you the input path depending on the screen settings. IIF Format The program uses the same format as the QuickBooks IIF formatted for a typical tab delimited text Windows file. Each row (record) should end with a CR/LF with no embedded CRs, LFs, or Tabs. See below for updates to this QuickBooks supported fields. See the QuickBooks Help screens for information on the format. IIF Extensions and Enhancements SALESORD (Sales Order Support) IIF Importer2 Operations Copyright March 15, 2015 Page 16 of 19

17 a. DELETE list entry (i.e. Customer, Vendor, etc.) can be deleted by using the DELETE keyword in FUNCTION column. Note only entities with NO transactions can be deleted. If there are transactions you can make it inactive (optional). b. RENAME list entry (i.e. Customer, Vendor, etc.) can be RENAMED by using the RENAME keyword in FUNCTION column and putting the new name in the NEWNAME column. c. PRICELEVELs that are Item based d. Estimate field MARKUP on the SPL Line e. Cash Sale (Sales Receipt) CheckNum TRNS field (for the check number) f. TEMPLATE on all order related TRNS fields g. Customer Credit Card information - credit card number, name on card, expiration date, and address can be put on the CUST record. Fields are CC, CCName, CCAddr, and CCPostalCode. h. ServiceDate on the SPL. i. Grayed out areas There will be many control areas that are grayed out. The usual reason for this is that these functions are not available for the version that you are using i.e. there are Silver Version functions, etc. or that the features have not yet been implemented (to be put into a future release). If you need these features you should contact AaaTeX about either an upgrade or to find out when the function will be added. Download and Install instructions are in the ReadMe.pdf file. When running for the first time the ADMIN user must grant access via the QuickBooks Integrated Program Security messages that will popup. You must grant authority with the ADMIN user. This may vary slightly by version. Please reply Yes Always, then Yes to these windows. IIF Importer2 Operations Copyright March 15, 2015 Page 17 of 19

18 If you have credit card numbers that must be put into QuickBooks you must also click on Allow this application to access personal data. Click on Yes Click on Done IIF Importer2 Operations Copyright March 15, 2015 Page 18 of 19

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