If there is an error from Quickbooks, it will provide an error message on the screen and the newer versions of Quickbooks will also download a new IIF file to your computer that tells you what the errors are.
If you are not able to figure out the error and need to reach out to support, please include the original IIF file that you tried to import, a screen shot of the error and, if applicable, the new IIF file that QB generated with the errors.
Below are some common issues:
1. Customer Name already exists in Quickbooks
Quickbooks does not allow you to create a new customer if the name already exists as a vendor, employee or "other". If you receive this type of error, check the names in AssociationSphere to these lists in QB. If the name does already exist in QB, then you will need to change the name slightly. Quickbooks help files recommend adding something like a (V) after the last name on their vendor record, for example.
2. Transactions with $0 were created in Quickbooks
Check to make sure that you exported using the correct amount field. If you exported using Tax-Deductible, for example, but meant to use Amount, it may have brought in $0 instead of the actual gift amount.
3. Transactions are not showing up on the Export screen in AssociationSphere
There could be a few reasons for this:
If the transaction was previously exported to Quickbooks, it will be marked as exported and will not show on the export screen by default. Use the Export Status filter on the left to select Exported to show those transactions again.
If there is not a mapping for the For, Fund, Event & Appeal field used on the transaction, it will not show up on the export. Check these 4 fields on the gift record and compare to the entries on the QB Mapping screen. If the combination is not shown on the mapping screen, it will need to be added.
4. Cannot import Sales Tax item
If you have the sales tax turned on in Quickbooks, be sure that the sales tax option is set to Yes under Account Settings in AssociationSphere.
5. Character limit error
Quickbooks limits Customer names to 41 characters, so if a constituent name in AssociationSphere is longer than 41 characters, Quickbooks will provide an error message and will not create a new customer record.
6. General Issues
Newer versions of Quickbooks use the below prompt when importing your IIF file. The Import IIF button in blue imposes stricter error checking and there have been reports of many bugs with this method.
The link at the bottom "Import it for me. I'll fix it later" uses the import method that we have used with Quickbooks for years without issue.
If you continue to have problems importing your IIF file, please try using the link rather than the Import IIF button.