Configuring QuickBooks® IIF Integration

Last reviewed: 04/19/2011
Article ID: R10908

The information in this article applies to:

Summary

Tabs3 and PracticeMaster offer two types of integration with QuickBooks accounting software. KB article R10866, "Overview of QuickBooks Integration," outlines the types of integration. This article describes how to configure and implement the IIF format of integration in Tabs3, PracticeMaster and QuickBooks.

Configuring IIF Integration

The following must be performed when integrating with QuickBooks using the IIF format:

Single-User Mode

In order for QuickBooks to import Tabs3 and PracticeMaster data, QuickBooks must be running in Single-user mode. By default, QuickBooks is configured to run in Single-user mode.

Switching to Single-user Mode
  1. In QuickBooks, from the File menu, select Switch to Single-user Mode.
  2. A message will be displayed indicating that the file can now be used in single-user mode. Click OK.

Exporting the QuickBooks Chart of Accounts

When using the IIF Format, you must export the QuickBooks Chart of Accounts to a file named T3QBACCT.IIF. This file must reside in the Tabs3 and PracticeMaster program directory. It is used to provide a list of QuickBooks accounts that can be configured as default accounts for cost and payment tcodes. This list is also used in the QuickBooks General Journal Entry window if you want to change the default accounts.

To export the QuickBooks Chart of Accounts

  1. Select File | Utilities | Export | Lists to IIF Files.
  2. In the Export window, select the Chart of Accounts check box.
  3. Click OK.
  4. In the Save in field, navigate to the Tabs3 and PracticeMaster program directory. (Note: You can determine where the Tabs3 and PracticeMaster program directory is by selecting Help | About in Tabs3 or PracticeMaster. The program directory will be displayed in the middle section.)
  5. In the File name field, type T3QBACCT.IIF.
  6. Click the Save button to create the export file.
  7. If a message is displayed indicating the file already exists, click Yes to replace it.
  8. Once the data has been exported successfully, a message will be displayed. Click OK.

Note: This file should be recreated whenever accounts are added or modified in QuickBooks.

Enabling QuickBooks Integration in Tabs3 and/or PracticeMaster Customization

In order to use the IIF integration, IIF integration must be configured in Tabs3 and/or PracticeMaster Customization.

To enable QuickBooks Integration in Tabs3 Customization

  1. From the Tabs3 menu, select the Utilities menu and then select Customization.
  2. On the Other Systems tab, select IIF Format for the QuickBooks Type of Integration.
  3. Select the Append Client ID to QuickBooks General Journal Entry Description check box if you want the Client ID shown after the description in the QuickBooks General Journal Entry's Memo field.
  4. Press Ctrl+S.

To enable QuickBooks Integration in PracticeMaster Customization

  1. From the PracticeMaster menu, select the Utilities menu and then select Customization.
  2. Select IIF Format for the QuickBooks Type of Integration.
  3. Select the Append Client ID to QuickBooks General Journal Entry Description check box if you want the Client ID shown after the description in the QuickBooks General Journal Entry's Memo field.
  4. Press Ctrl+S.

Configuring Cost and Payment Tcodes

Only transactions saved with cost and payment tcodes that have been configured to integrate with QuickBooks can create General journal entries.

To configure cost and payment tcodes in Tabs3

  1. From the Tabs3 menu, select the File menu, then select Open | Miscellaneous.
  2. Click the Tcode tab.
  3. In the Tcode field, specify a tcode that you want to integrate with QuickBooks.
  4. Select the Integrate with QuickBooks check box.
  5. Specify a default QuickBooks Debit Account.
  6. Specify a default QuickBooks Credit Account.
  7. Press Ctrl+S.
  8. Repeat steps 3 to 7 for all tcodes you want to integrate with QuickBooks.

Note: The QuickBooks integration fields will only be available if QuickBooks Integration has been enabled in Tabs3 Customization.

Payment Note: Some firms will use an Undeposited Funds asset account instead of the Cash account for the QuickBooks Debit Acct when posting payments. A deposit slip is then created in QuickBooks, which posts the funds from the Undeposited Funds account to the Cash account.

Note: The following types of tcodes cannot be configured to integrate with QuickBooks

Configuring PracticeMaster Cost Tcodes

Note: When integrating with Tabs3 and PracticeMaster, the Tcode file must be edited using Tabs3.

Before PracticeMaster Tcodes can be configured to integrate with QuickBooks, the QuickBooks integration fields must be added to the form layout.

To add the QuickBooks integration fields to the form layout

  1. From the PracticeMaster menu, select the File menu and then select Open | All Other Files.
  2. Double-click Lookup Files.
  3. Double-click Billing Files.
  4. Double-click the Transaction Code file.
  5. From the Edit menu, select Form Designer.
  6. Right-click and select the Add Field menu option.
  7. In the Field Selection List, click the QB_INTEGRATION field.
  8. Press the Shift key and click the QB_CR_ACCT field to highlight all three QuickBooks integration fields.
  9. Click OK.
  10. Move the fields to the desired positions.
  11. Press the Esc key.
  12. Click Yes to save the changes.

Once the QuickBooks integration fields have been added to the form layout, you must configure all tcodes you want to integrate with QuickBooks.

To configure tcodes to integrate with QuickBooks

  1. From the PracticeMaster menu, select the File menu and then select Open | All Other Files.
  2. Double-click Lookup Files.
  3. Double-click Billing Files.
  4. Double-click the Transaction Code file.
  5. On the List tab, double-click a tcode you want to integrate with QuickBooks.
  6. Select the Integrate with QuickBooks check box.
  7. Specify a default QuickBooks Debit Account.
  8. Specify a default QuickBooks Credit Account.
  9. Press Ctrl+S.
  10. Repeat steps 5 to 9 for all tcodes you want to integrate with QuickBooks.

Note: The QuickBooks integration fields will only be available if QuickBooks Integration has been enabled in PracticeMaster Customization.

Importing Journal Entry Information into QuickBooks

When configured to integrate using the QuickBooks IIF Format method of integration, Tabs3 can post General Journal Entries to a QuickBooks account during either of the following situations:

After making a cost or payment entry, the QuickBooks General Journal Entry window will be displayed, allowing you to post the cost/payment amount to the appropriate QuickBooks accounts. Tabs3 and/or PracticeMaster saves this data in a file named T3QBJRNL.IIF. Periodically, this file can then be used by QuickBooks to import the journal entry information into QuickBooks.

Note: Although it is not absolutely necessary to move the T3QBJRNL.IIF file before importing it into QuickBooks, the following procedures incorporate this safety precaution to prevent double-posting of data as well as eliminate potential issues that may arise in a multi-user situation.

To import T3QBJRNL.IIF into QuickBooks

  1. Open Windows Explorer.
  2. Navigate to the Tabs3 program directory.
  3. Right-click the T3QBJRNL.IIF file and select Cut. (Note: Deleting (i.e., cutting) the file from the Tabs3 directory ensures that a new T3QBJRNL.IIF file is created for new postings.)
  4. Navigate to the QuickBooks data directory (usually \Program Files\Intuit\QuickBooks).
  5. Right-click the QuickBooks data directory and select Paste.
  6. Start QuickBooks.
  7. Select File | Utilities | Import | IIF Files.
  8. Select the T3QBJRNL.IIF file in the QuickBooks directory and click Open to begin the import process.
  9. A message will be displayed indicating the data has been imported.
  10. Using Windows Explorer, either delete or rename the T3QBJRNL.IIF file in the QuickBooks directory. It is important to do this so the information does not get imported into QuickBooks again.

Note: QuickBooks will reject transactions if there are any problems during the import process.

References

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