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QuickBooks FAQ


Doc ID:    A438
Version:    2.0
Status:    Published
Published date:    06/09/2011
Updated:    06/09/2011
 

Answer

The QuickBooks Integration Guide can be found at: http://www.authorize.net/files/qbintegrationguide.pdf

Q: Can I export my transaction history from my Authorize.Net account into my QuickBooks software?

A: Yes. Whether you have a Card Present or Card Not Present account, transaction history available within the Merchant Interface can be exported for use with QuickBooks software.

Q: What is the file extension IIF?

A: The .iif file name suffix is Intuit's file format for importing transactions into the QuickBooks Accounting Package. Currently .iif is accepted by all versions of QuickBooks but is not officially supported.

Q: What versions of QuickBooks does the download report feature support?

A: The QuickBooks download report feature is compatible with Basic, Professional and Premier editions of QuickBooks from 2002 to 2005. For versions not mentioned here, please first download and import a test file to ensure compatibility before importing .iif files generated by the payment gateway. We recommend that you always import a test file before using the download feature on a regular basis.

Q) How do I download a file of transaction history details and import the file into my QuickBooks software?

A) To create a settled transactions report for use with QuickBooks:

  1. Log into the Merchant Interface at https://account.authorize.net/
  2. Click QuickBooks Download in the main left side menu.
  3. If you have not already done so, configure the default download file settings. You can use the QuickBooks Integration Guide, link provided at the top of this article, to assist you with configuring the default download file settings. Once complete, be sure to click Submit at the bottom of the page to save your settings.
  4. If desired, select a QuickBooks charge transaction type from the Charge Transaction drop-down list: Sales, Receipt/Cash Sale, Invoice, Payment, and Invoice Payment.
  5. If desired, select Credit Memo from the Refund Transaction drop-down list. You may run a report for just one or a combination of the QuickBooks Charge Transaction and QuickBooks Refund Transaction types available.
  6. Select a settlement batch date or date range from the Start Date and End Date drop-down lists. You may select any date range up to 90 days.
  7. 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 appears 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, please see step 5.
  8. Click Save to download the file properly in QuickBooks .iif format, or click Open to open the report immediately. If you choose to open the downloaded report immediately instead of saving it to your computer, the file will not open automatically in QuickBooks. You are still required to import the file according to QuickBooks procedures.
  9. Select the location on your computer or network where the file should be saved and click Save.

All download files are named "DownloadYYYYMMDD-HHMMSS.iif." For example, a file that is downloaded on March 5, 2008 at 3:41:30 pm would be named Download20080305-154130.iif. Be sure to save all QuickBooks report downloads as .iif files only.

Note: Any invoices and payments contained in an imported report are not automatically associated in QuickBooks. Please match any such transactions together manually.

Q: What do I do if I receive an error while importing my file into QuickBooks?

A: 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 will be successfully imported into QuickBooks. If you choose to cancel the import, transactions listed before the transaction that encountered the error will be successfully imported into QuickBooks. To import the remaining transactions, correct any error(s) first and then re-run the QuickBooks Download Report in the Merchant Interface.

To import the corrected and remaining transactions:

  1. Log into the Merchant Interface at https://account.authorize.net/.
  2. Click QuickBooks Download in the main left side menu.
  3. If necessary, correct any error(s) in your QuickBooks configuration on the QuickBooks Download Report Settings page.
  4. Re-run the same QuickBooks Download Report. Or, depending on the error experienced, you may choose to simply correct the errored transactions in the original .iif import file.
  5. Delete the transactions that have already been successfully imported into QuickBooks from the new .iif download file. This prevents duplicate transactions from being imported into QuickBooks.
  6. 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.
  7. Import the modified .iif file into QuickBooks.

Please refer to your QuickBooks documentation for more detailed information about importing files.

Q: What would happen if I import a file into QuickBooks twice?

A: Importing the same file twice causes double accounting of your transactions. You can either void or delete the invalid transaction by going to the QuickBooks Edit menu and either choosing Void or Delete. Please refrain from importing a file twice into QuickBooks unless you are sure the first import was not successful.

Q: I entered an incorrect QuickBooks Item Name. How do I correct my transaction?

A: The transaction will be recorded in QuickBooks but the non-existing item will be added as the default Service item type. You can edit your transaction and change it to the item type you desire.

Q: I entered a non-existent account in my QuickBooks settings. How do I correct the transaction?

A: Non-existent accounts will be created as Bank Accounts. You can delete your transaction and import it again using the right bank account or simply transfer funds from the incorrect bank account into the correct account.

Q: I am getting timeouts while importing the Authorize.Net file into QuickBooks. How do I resolve this issue?

A: Select a smaller batch range while importing your transaction into QuickBooks .iif file format. Alternatively, you can import your credits and refunds into a separate file.

Q: Will eCheck.Net deposit statements appear in QuickBooks?

A: Not at this time.

Q: Is itemized order information included in the e-mail transaction receipt?

A: Yes, but only in the transaction e-mail to the customer, not in the e-mail to the merchant.

Q: Is itemized order information supported for merchants using Transaction Version 2.5?

A: No.

Q: Is itemized order information available for Card Present merchants?

A: Yes.

Q: Does itemized order information imply support for Level 3 credit card processing?

A: Currently this is available only for reporting and not for Level 3 processor support.


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