IIF import error is one of the most challenging and common issues QB users face. IIF stands for Intuit Interchange Format. It is a file type used to interchange data between QBDT and other applications, or previous versions of QB. However, a QuickBooks Desktop IIF import error can occur when you try to import/export a file that contains incorrect or improperly formatted data. This might hamper your critical business processes and lead to delays in your work. That’s why it is important to fix this issue in a timely fashion. First, let’s understand what the IIF import error actually is.
What is QuickBooks Desktop IIF Import Error?
IIF-type files are used to import and export QuickBooks Desktop data, like bank transactions, general journals, customers, and vendor lists from other applications or different versions of QBDT. It is challenging to create an IIF file from scratch or to import data from another program. Therefore, this method is not recommended unless you’re working with large datasets. However, while importing an already created file, you might run into an IIF import error in your QB workstation, which might cause the import procedure to fail. This might be because you’re not importing files the correct way. So, let’s see how to do that before troubleshooting advanced issues.
How to Import an IIF File in QuickBooks Desktop the Right Way
Let us show you how to import your Intuit Interchange Format file correctly into your QBDT software.
- Open your QBDT app
- Sign in as an Admin
- Switch to Single User
- Browse to File
- Then select Utilities
- Click on Import
- Press IIF Files
- Now, navigate to the location of the IIF file you want to import
- Select the file and press Open
- QuickBooks would give a pop-up message stating that your file has been imported
- Click OK
If you bump into any errors in this process, that means there’s some issue with your IIF file. Let’s discuss the reasons you might be encountering this error.
Why am I Facing an IIF Import Error?
There are various reasons for why you might be dealing with a QuickBooks Desktop IIF import error. Some of them are:
- Improper formatting of the IIF file data
- Your QB Desktop version might be incompatible with the IIF file you’re trying to import
- The required fields in the file are not filled
- You’re not running QB as an Administrator
- The Account and Item names don’t exist or are incorrect
These are some of the main reasons why you might be dealing with an IIF import error in QBDT. The ways through which you can recognize an import error of the IIF file are mentioned below.
Ways to Identify an IIF import error in QuickBooks
The ways you can identify a QuickBooks Desktop IIF import error in QuickBooks are:
- Error messages
- Usually, if your import fails, you might see an error message like Invalid Data or Formatting Error.
- Import Log
- QuickBooks auto-generates an import log through which you can tell what went wrong while importing the file.
These two are the primary methods through which you can identify an IIF import error in your QBDT app. Now, let’s see the checklist you need to go through before importing an IIF file.
Things to Make Sure Before You Try Importing an IIF File Again
Suppose, importing your IIF file failed in the QBDT app. Before you try importing IIF files again, there are some things you need to do.
- Check that your IIF file is formatted the correct way.
- Verify that the QB version you use is compatible with the IIF file; if not, update your QBDT app to the latest version.
- Moreover, you can use third-party tools.
- Check if it contains any special characters.
- Split the IIF file into smaller files.
Now, if you continue to see IIF import error in QB, you should continue reading.
7 Tested Methods to Fix IIF Import Error in QuickBooks Desktop
As we discussed, there are several reasons as to why you may be seeing a QuickBooks Desktop IIF import error. To fix these, check the following methods:
1. Check the Format of Your IIF File
The IIF file needs to have a correct structure in order for it to work. Otherwise, you might get an error message like:
“It’s a list or transaction that is not supported by the IIF import process”.
You can check the formatting of your file in a text editor like Notepad. Here’s what you should look for:
- You should check and eliminate any blank columns or rows in your file.
- The headers should always match the data type you’re importing. For example, if the data type you’re importing is invoices, the headers should include TRNSTYPE, DATE, ACCNT, AMOUNT, etc.
- The format you should be using is the Tab Delimited Format. This is the standard format for IIF files.
If improper formatting was the culprit behind this error, this should fix your problem.
2. Check the Account Names & Items
The IIF import might fail if the account names and items in your IIF file are incorrect or don’t exist in your company file. To verify if the data is correct:
- For Account Names, here is what you can do:
- In QB, go to Lists > Chart of Accounts
- Check if there are any errors in your IIF file according to the existing accounts list.
- For Items, here is what you should do:
- In QB, go to Lists > Item List
- Check and verify if the items in your IIF file are correct
If there are any mismatches, correct them accordingly to rectify this problem.
3. Check the Data in Various Fields
Missing or invalid data in these fields might be the root cause of the QuickBooks Desktop IIF import error. Please make sure that you fill in all the required details. For instance, for an invoice report, these are the info you need to provide:
- AMOUNT
- DATE
- ACCNT
- NAME
For the IIF file to work, make sure that you have entered the correct data.
4. Download and Use the IIF Import Kit
Importing files with the IIF import kit provided by Intuit is much easier. It is because it will help you better understand the structure of the file.
You will see sample IIF files, templates, and detailed instructions, in the import kit. Moreover, it will also help you import data without errors.
5. Try to Run QB as an Administrator
One of the reasons you’re seeing a QuickBooks Desktop IIF import error is because of insufficient permission. To resolve it, run your QBDT app as an administrator with the following steps:
- Right-click your QBDT icon
- Click on Run as Administrator
- Import the IIF file again
Permission issues won’t be a factor now in importing IIF files.
6. Change the Extension of Journal Entries for Fixing the IIF Import Problem
Journal entries are usually imported into the company file from your previous software with the help of a QBJ extension. During this process, you can encounter the QuickBooks Desktop IIF import error.
However, we will take you through a method by which you can prevent that:
- Open your QBDT app
- Navigate to the File menu
- Select Utilities
- Click on General Journal Entries
- Press Import
- Select your .QBJ file
- Click on Add GJE’s
- After the summary window of general journal entries pops up, press OK
If any items fail, perform the steps below to mend them:
- Right-click on the export file
- Select the Open with option
- Choose MS Excel
- Select Yes if you see an incompatible features message
- From the File menu, press Save and modify the incorrect data
- Close Excel
- If it prompts to save again, press NO
Performing these steps should resolve your QBJ file issue.
7. Validate the IIF File by Using a Test File
You should try to validate your IIF file with a small dataset first. This would allow you to catch any formatting issues or errors beforehand. To do this, create an IIF file with a few entries and check to see if it works.
Quick View of IIF Import Error in QuickBooks Desktop
We have presented a concise summary of the information given in this blog below in a tabulated format.
| QuickBooks Desktop IIF import error | While importing an IIF file in QB Desktop, you can run into issues like Invalid Data or Formatting Error. This can prevent you from importing the file into your QB app and hamper your work progress. |
| It’s causes | Improper formatting, incompatible or outdated QBDT version, unfilled required fields, not running QB as an administrator, or non-existent account and item names. |
| Ways to identify | Error messages and import log |
| Prerequisites for importing an IIF file again | Correct formatting, compatible QB version, splitting the file into smaller parts, and using third-party tools. |
| Fixes | Check the formatting of your file, verify if the required fields are filled, check if the account and item names are correct, and run QB as an administrator. Additionally, use the IIF import kit, change the extension of general journal entries, and validate the IIF file using a test file. |
Conclusion
In this comprehensive blog, we talked about the QuickBooks Desktop IIF import error and gave you the reasons why you might still be at bay with it. Moreover, we provided you with a step-by-step guide to help you with solving this issue yourself. If you continue facing the same problem, dial +1(855)-738-0359 to speak to our QB experts today.
Frequently Asked Questions (FAQs)
For fixing an IIF file, you have to first import it into QB and review it for any errors in the import log. Then edit the original file according to the errors you see in the log and clear any formatting-related issues or other similar problems. Moreover, make sure that the data is correct before you import your file.
To make an IIF file, go to Intuit’s website and download a sample IIF file. After downloading the file, open it in a text editor of your choice and replace the sample data with your own. When the step is complete, save the file with a .iif extension. Then, finally, import the file into your QB app.
Kate is a certified public accountant (CPA) with expertise in various accounting software. She is technically inclined and finds passion in helping businesses and self-employed people carry out bookkeeping, payroll, and taxation without worrying about errors. Every once in a while, Kate loves to travel to far-off places and relax in the lap of nature.