Once your QuickBooks GL integration is enabled, you export your transactions from ALIS and import them into QuickBooks. The recommended method uses the QuickBooks JE – IIF file, which imports into QuickBooks Desktop without manual cleanup. A manual method is also available for communities that import a Transaction Details report through a third-party importer.
Before you begin
Your QuickBooks GL integration must first be enabled. See How to Enable Your GL Integration.
Account names in your export must exactly match your QuickBooks chart of accounts, and your billing item and resident/customer names must match your QuickBooks lists. Mismatched names are the most common cause of a failed or incorrect import. Confirm your chart of accounts and item list before your first export.
Recommended: QuickBooks JE – IIF integration type
This set of steps covers the QuickBooks JE – IIF integration type to produce a tab-delimited .iif file that imports into QuickBooks Desktop without manual cleanup.
- Go to the GL Transactions page and open the period you want by clicking GL Txns.
- Select the transactions to export using the row checkboxes or the select-all checkbox.
- Click Export Transactions. ALIS generates a tab-delimited .iif file.
- Open the Exports tab (or click View Exports), then click Download to save the .iif file.
- Import the saved .iif file into QuickBooks Desktop. For the import steps, see QuickBooks' documentation on importing IIF files: Import journal entries.
The file imports without manual cleanup because it already follows QuickBooks' IIF format (one transaction header, one or more split lines, and a close row per journal entry). Each journal entry includes a unique transaction ID, so QuickBooks blocks duplicate re-imports.
Legacy method: manual export
Some communities import a Transaction Details report into QuickBooks Desktop using a third-party importer (for example, Transaction Pro) rather than the IIF file. This method requires manual cleanup and field mapping.
Some communities export a Transaction Details report and import it into QuickBooks through a third-party importer instead of using the IIF file. The steps you complete in ALIS are:
- Go to Reports > Billing and select Transaction Details.
- Apply filters for the period you want, then click Refresh.
- Export the report.
Prepare and import the file according to your importer's documentation. For the import to map correctly, your billing item and resident names must match your QuickBooks lists, and any items you no longer use should be removed so charges map to the current item.
Troubleshooting common import errors
- Unmatched account or "Line Account Invalid": an account name does not match your QuickBooks chart of accounts. Add or rename the account so the names match exactly.
- Items or customers not mapping: a billing item or resident/customer name does not exist in QuickBooks or does not match. Update the name in ALIS or add the item in QuickBooks so the two match. Remove defunct items you no longer use so imports map to the correct current item.
- "Service date must contain a date": a row is missing a valid date. Add the date and import again.
- Blank or extra header rows: remove them from the file before importing.
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