The QuickBooks Download page allows you to download your successfully settled transactions into reports suitable for importing into QuickBooks and other compatible accounting management systems.
Note: You must configure your QuickBooks Download Report Settings before you can use this feature. To view your QuickBooks Download Report Settings, click Settings in the main menu and then click QuickBooks Download Report Settings in the General section.
To create a settled transactions report for use with QuickBooks:
Step 1: If desired, select a QuickBooks charge transaction type from the Charge Transaction drop-down list:
Sales Receipt/Cash Sale—A default QuickBooks transaction type that records when full payment is received by the merchant at the time a sale is recorded.
Invoice—A default QuickBooks transaction type that records full payment is not received at the time the sale is recorded or is received in advance.
Payment—A default QuickBooks transaction type that records when a payment is received on a customer invoice.
Invoice Payment—A default QuickBooks transaction type that records both invoices and their subsequent payments.
Step 2: If desired, select Credit Memo from the Refund Transaction drop-down list.
Note: You can run a report for just one or a combination of the QuickBooks Charge Transaction and QuickBooks Refund Transaction types available.
Step 3: Select a settlement batch date or date range from the Start Date and End Date drop-down lists.
Note: You can select any date range up to 90 days.
Step 4: Click Run Report to view your report in the Merchant Interface, or click Download to download the report into QuickBooks format.
If you select Run Report, the generated report will appear in the Merchant Interface with the following details: Transaction ID, Invoice Number, Transaction Status, Submit Date, Customer Name, Card Type, Payment Method, Payment Amount, Settlement Date, and Settlement Amount.
If you select Download:
Step 5: Click Save to save the download file properly in QuickBooks .iif format, or Open to open the report immediately.
Note: If you choose to open the downloaded report immediately instead of saving it to your computer, please note that the file will not open automatically in QuickBooks. You are still required to import the file according to QuickBooks procedures.
Step 6: Select the location on your computer or network where the file should be saved.
Step 7: Click Save. Your file is automatically saved to the location you specified. You can navigate to that location to retrieve the file and open it in QuickBooks.
Step 8: Click Close.
Your report is downloaded as an .iif document suitable for importing to the Basic, Professional, and Premier editions of QuickBooks from 2002 to 2005. For versions not listed here, please import a test file to ensure compatibility before uploading .iif files generated by the payment gateway
All download files are named “DownloadYYYYMMDD-HHMMSS.iif.” For example, a file that is downloaded on March 5, 2006 at 3:41:30 pm would be named Download20060305-154130.iif. Be sure to save all QuickBooks report downloads as .iif files only.
Note: Any invoices and payments contained in an imported report will not be automatically associated in QuickBooks. you need to manually match any such transactions together.
Import Errors
To avoid unnecessary import errors, it is always a good idea to use the QuickBooks recommended default accounts for your QuickBooks download report settings.
If an error is encountered while importing the .iif file, QuickBooks will display an error message indicating the transaction where the error occurred.
If you choose to continue the import, all transactions except those that experienced errors are successfully imported into QuickBooks.
If you choose to cancel the import, transactions listed before the errored transaction will be successfully imported into QuickBooks. To import the remaining transactions, you will first need to correct any error(s) and re-run the QuickBooks Download Report in the Merchant Interface.
To import the corrected and remaining transactions:
Step 1: If necessary, correct any error(s) in your QuickBooks configuration or on the QuickBooks Download Report Settings page (see the Import Troubleshooting table below).
Step 2: Re-run the same QuickBooks Download Report, OR, depending on the error experienced, you can simply correct the errored transactions in the original .iif import file.
Step 3: Delete the transactions that have already been successfully imported into QuickBooks from the new .iif download file. This will prevent duplicate transactions from being imported into QuickBooks.
Step 4: In your QuickBooks configuration, transfer the customer name associated with the errored transactions from the Other Names list to Customer Names list, or make the customer name inactive in the Other Names List.
Step 5: Import the modified .iif file into QuickBooks.
IMPORTANT: Please refer to your QuickBooks documentation for more detailed information about importing files.
|
QuickBooks Error Message |
Possible Issues |
Resolution |
|---|---|---|
|
Cannot import not enough disk space or too many records exist |
The number of transactions and/or customer names saved in QuickBooks exceeds the available storage space. |
Transactions or customer names saved in QuickBooks must be archived before new customer names or transactions can be imported. Please refer to QuickBooks support documentation for more information. |
|
Error on Line (line number) Can't record Invalid Transaction |
The Default Customer Name or Customer Name Mapping provided is not listed in QuickBooks. |
Add the Default Customer Name or Customer Name Mapping that you have configured in your QuickBooks Download Report Settings to your Customer Job List in QuickBooks. Or, if the Customer Name already exists under the Other Names List, transfer the Customer Name to the Customer Job List, or make the customer name inactive in the Other Names List. |
|
The transaction is not in balance. Make sure the amount in the detail area on the form for this transaction equals the amount at the top of the form. |
The sum of the Product and/or Service (itemized listing), Duty, Freight/Shipping, and Sales Tax amounts does not equal the total amount of the transaction. For example, sales tax mapping is not configured in the QuickBooks download report settings, but sales tax was submitted with the transaction. |
Review and correct (if necessary) the Product and/or Service (itemized listing), Duty, Freight/Shipping, and Sales Tax amounts for the transaction. |
|
Warning: You cannot associate an item with Sales Tax Payable, Undeposited Funds, AR, AP or non posting accounts. Usually if you sell the item, use and income account; if you buy use an expense account Error on Line (line number) Can't record Invalid Transaction |
|
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|
Warning: Cannot Make deposit to the account name specified Error on Line (line number) Can't record Invalid Transaction |
The Charge Transactions account or the Refund Transaction Account type you have specified on the QuickBooks Download Reports Settings page is incorrect for this transaction type. |
Configure your Charge Transaction Accounts and/or Refund Transaction Account using the following account types: Sales Receipt/Cash Sale—Undeposited Funds Invoice— Accounts Receivable Payment— Undeposited Funds Payment Funding —Accounts Receivable Credit Memo —Accounts Receivable |
|
Warning: QuickBooks has detected that you have no items or that one or more of your accounts is not associated with an item. Please enter an item. Error on Line (line number) Can't record invalid Transaction |
Freight and/or duty mapping wasn't configured, but freight and/or duty amounts were passed in with the transaction. |
Configure freight and duty item/accounts mapping on the QuickBooks Download Report Settings page. |
QuickBooks Download File Formatting
The QuickBooks fields included in your downloaded report will vary according to the QuickBooks type of transaction(s) selected. Click on the links below to find out more details about each file type.