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QuickBooks Invoice File

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  • QuickBooks Invoice File

    Does anyone know the Invoice file structure required for Exporting from Alpha to Quickbooks. The structure below, comma separated is the general layout, but I need the column headings.


    !TRNS TRNSTYPE DATE ACCNT NAME AMOUNT
    !SPL TRNSTYPE DATE ACCNT NAME AMOUNT
    !ENDTRNS
    TRNS Invoice
    SPL Invoice
    SPL Invoice
    ENDTRNS
    Regards
    Ron


    The reward for work well done is more work!

  • #2
    Re: QuickBooks Invoice File

    Ron

    You'll need to look at using QB IIF (old import technology that Intuit has deprecated) or using something like QODBC and writing to QB from Alpha using Alpha DAO to QODBC.

    http://qodbc.com has all of the technical specifications and a support forum with examples.
    Al Buchholz
    Bookwood Systems, LTD
    Weekly QReportBuilder Webinars Thursday 1 pm CST

    Occam's Razor - KISS
    Normalize till it hurts - De-normalize till it works.
    Advice offered and questions asked in the spirit of learning how to fish is better than someone giving you a fish.
    When we triage a problem it is much easier to read sample systems than to read a mind.
    "Make it as simple as possible, but not simpler."
    Albert Einstein

    http://www.iadn.com/images/media/iadn_member.png

    Comment


    • #3
      Re: QuickBooks Invoice File

      I really want to keep it simple and output to an Excel file; this is not the problem. The problem is how should the spreadsheet be formatted and can you Import an Invoice file into QuickBooks? I have developed a superb ordering system for the client (modesty is just one of my failings), but he still has to enter the invoice details into Quickbooks. I have looked at the help file, within QuickBooks, but it does not mention Invoices.
      Regards
      Ron


      The reward for work well done is more work!

      Comment


      • #4
        Re: QuickBooks Invoice File

        Originally posted by Ron Cooper View Post
        I really want to keep it simple and output to an Excel file; this is not the problem. The problem is how should the spreadsheet be formatted and can you Import an Invoice file into QuickBooks? I have developed a superb ordering system for the client (modesty is just one of my failings), but he still has to enter the invoice details into Quickbooks. I have looked at the help file, within QuickBooks, but it does not mention Invoices.
        QuickBooks provides an import for Customer, Items, & Vendors via Excel. Not Invoices. (or any other list or transaction type)
        Al Buchholz
        Bookwood Systems, LTD
        Weekly QReportBuilder Webinars Thursday 1 pm CST

        Occam's Razor - KISS
        Normalize till it hurts - De-normalize till it works.
        Advice offered and questions asked in the spirit of learning how to fish is better than someone giving you a fish.
        When we triage a problem it is much easier to read sample systems than to read a mind.
        "Make it as simple as possible, but not simpler."
        Albert Einstein

        http://www.iadn.com/images/media/iadn_member.png

        Comment


        • #5
          Re: QuickBooks Invoice File

          As Al says, you need to look at QODBC if you want to export any type of transaction data to Quickbooks.....

          Comment


          • #6
            Re: QuickBooks Invoice File

            In agreement. QODBC is really your best option. However, if you go into the import wizard in Quickbooks and create a file as a sample, save it, you should see the column headings that are needed. I seem to remember that the actual field headers it looks for changes by the version.

            Comment


            • #7
              Re: QuickBooks Invoice File

              jeremy, you are correct. One of the things I struggled with at first was that the detailed layouts and transaction requirements documented for QODBC are out of date. But if you create a sample import, the actual field headers are listed.
              You still need to "interpret" the QODBC Quickbooks layout docs to see what fields are mandatory in transferring data to Quickbooks, and sometimes you need to create separate transactions for some of the optional/new fields that did not exist when the QODBC docs were written. You also have to get used to the way you write transactions like invoices to QB, the inverse of what you might expect (you have to write the invoice lines before the header) and also the need to retrieve and use the quickbooks internal IDs for inventory items, customers, accounts etc when communicating updates with QB.
              Once you have got over the initial hurdles however, it all works very smoothly.

              Comment


              • #8
                Re: QuickBooks Invoice File

                QODBC is the way to go. I use it to take ticket information from my MSP application and port into Quickbooks for smooth time/payroll/invoices. I don't have to "import" into quickbooks thus eliminating this human intervention.
                Creating Healthcare Work-Flow Solutions Since 2005

                Comment


                • #9
                  Re: QuickBooks Invoice File

                  Thank you to everyone. My client has agreed to purchase, for me, QODBC. Another learning curve, but I really didn't want go sailing anyway!
                  Regards
                  Ron


                  The reward for work well done is more work!

                  Comment


                  • #10
                    Re: QuickBooks Invoice File

                    The driver marry's the machine.
                    Creating Healthcare Work-Flow Solutions Since 2005

                    Comment


                    • #11
                      Re: QuickBooks Invoice File

                      Ron

                      Did you ever get this to work? I tried some QODBC links but it seemed really slow. I ended up using a Excel plugin call IIF Create.

                      Thanks, Pat

                      Comment


                      • #12
                        Re: QuickBooks Invoice File

                        Patrick

                        I chickened out and passed the project onto another developer, here in the UK. I thought I would take too long. The project is still work in progress, but the customers order system is now integrated with Quickbooks, using QODBC.
                        Regards
                        Ron


                        The reward for work well done is more work!

                        Comment


                        • #13
                          Re: QuickBooks Invoice File

                          Originally posted by sicomputerguy View Post
                          Ron

                          Did you ever get this to work? I tried some QODBC links but it seemed really slow. I ended up using a Excel plugin call IIF Create.

                          Thanks, Pat
                          Performance of QODBC can be enhance greatly by retrieving only the records and fields that are needed.

                          So a select * from invoiceline gets all of the fields and records from the transaction table.

                          replacing * with the field names and adding a where clause makes it much faster.
                          Al Buchholz
                          Bookwood Systems, LTD
                          Weekly QReportBuilder Webinars Thursday 1 pm CST

                          Occam's Razor - KISS
                          Normalize till it hurts - De-normalize till it works.
                          Advice offered and questions asked in the spirit of learning how to fish is better than someone giving you a fish.
                          When we triage a problem it is much easier to read sample systems than to read a mind.
                          "Make it as simple as possible, but not simpler."
                          Albert Einstein

                          http://www.iadn.com/images/media/iadn_member.png

                          Comment


                          • #14
                            Re: QuickBooks Invoice File

                            For the same $200 you would have to pay for the QODBC driver, you can get 01 Transaction Pro Importer to do the same job with a lot less hassle and with a much lower learning curve.

                            Website: Baystate Consulting
                            Robin

                            Discernment is not needed in things that differ, but in those things that appear to be the same. - Miles Sanford

                            Comment


                            • #15
                              Re: QuickBooks Invoice File

                              Robin

                              Thank you for that, I will investigate.
                              Regards
                              Ron


                              The reward for work well done is more work!

                              Comment

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