In this article, we will go over setting up the sales data export between Printer's Plan and QuickBooks
When you select the Sales Data option, only the lump sum sales and payment totals are sent to
QuickBooks. Individual invoices, and the Accounts Receivable functions, are managed in Printer’s Plan
When you select the Sales Data option, only the lump sum sales and payment totals are sent to QuickBooks. Individual invoices and the Accounts Receivable functions are managed in Printer's Plan.
To transfer data from Printer’s Plan to QuickBooks you can select one of the delivery methods options:
1. IIF File (Export/Import) Method
2. Direct Connect Method
Using the IIF Method Printer’s Plan will create a data file in the .iif format (Intuit Interchange Format),
this file is then manually imported into QuickBooks.
Using the Direct Connect method Printer’s Plan will directly connect with QuickBooks to transfer the
data in a few clicks.
Part 1: Setting Default Export Options
In this section, you will establish the default settings for exporting your Printer’s Plan data to QuickBooks.
Setting the Export Data Type
To select the type of data to export go to the tab of Printer’s Plan and open the Settings tab of Printer's Plan and open the Third Party folder. In this folder select QuickBooks and the QuickBooks Settings window will appear
To export Sales Data, in the Data to Export field select Sales
To export Invoice Data, in the Data to Export field select Invoices
Setting the Export Delivery Method
To select the method for exporting Printer’s Plan data to QuickBooks, go to the Settings tab of Printer’s
Plan and open the Third Party Integrations folder. In this folder select QuickBooks and the QuickBooks
Settings window will appear:
To generate an IIF file that can be exported from Printer’s Plan select IIF File in the Export Type field.
To transfer data using the Direct Connect method select Direct Connect in the Export Type field
To use the Direct Connect export method, the QuickBooks Foundation Class needs to be installed on the
computer that is running QuickBooks. This installation file can be downloaded from the following link:
Part 2: Configure Printer’s Plan and QuickBooks
This section outlines the initial setup in QuickBooks and Printer’s Plan that is required to accurately
To prepare for the transfer of sales data from Printer’s Plan to QuickBooks you need to perform a
one-time setup in each program.
In Printer’s Plan, set up:
- QuickBooks Accounts table
- Sales Departments table
- Payment Types table
In QuickBooks, set up:
- Chart of accounts (if you have not set it up already)
Assigning numbers to the accounts will help with mapping them to the Printer’s Plan accounts.
- Class List (optional).
- Create the ALLTAXES vendor.
- Create the Sales customer.
QuickBooks Accounts Configuration In Printer’s Plan:
1. Set up the QuickBooks Accounts table. In the Settings tab open the Accounting folder and select
In the Acct. No. column, enter the numbers of the corresponding accounts in QuickBooks.
Note: You may enter account names instead of numbers. Then, the names must match exactly in
both programs; otherwise, the import will create a new account in QuickBooks. Therefore, using
numbers is more likely to ensure accuracy. Make sure each account in Printer’s Plan has a
matching account in QuickBooks.
Sales Department and Class Configuration:
1. Set up the Sales Departments table. In the Settings tab open the Accounting folder and select
In the Department ID and Name column enter the QuickBooks account. You must have a
corresponding Income account in QuickBooks for each entry on this table.
You may enter numbers, names, or both numbers and names.
If you use both numbers and names, the format should be as: “Number” space “Name”. In this
case, only the numbers in both programs must be identical. The names do not need to be
Using numbers with or without names in both programs ensures accuracy.
If you are tracking class information (optional), enter the QuickBooks class in the QuickBooks
QuickBooks Accounts Configuration In QuickBooks:
1. To set up the Chart of Accounts, click Lists and select Chart of Accounts
2. Create the following accounts, using the suggested account type for each.
(These are the same accounts listed in the QuickBooks Accounts table in Printer’s Plan, which is
explained in the previous section.)
3. Create other income accounts if you have not already done so.
Note: We recommend that you assign a number to each account. This will ensure accurate
mapping of QuickBooks accounts to Printer’s Plan Sales Departments as is explained later in this
document. (Numbers in the above table are arbitrary and for demonstration purposes only.)
Class List Configuration (optional):
1. Make sure QuickBooks is set up to use classes. In QuickBooks go to Edit |Preferences |
Accounting | Company Preferences. In this window check-in the Use Class Tracking option and
2. To create a class, go to Lists | Class List at the bottom left corner of this window click on Class,
then select New from the menu.
3. In the New Class window enter a Class Name and click OK.
Create the ALLTAXES vendor:
1. In QuickBooks open Vendors | Vendor Center. In the Vendor Center window click the New
Vendor menu and select New Vendor.
2. In the Vendor Name field enter ALLTAXES and in the Account Settings tab select the Sales Tax
3. Click OK to save the Vendor.
Create the Sales customer.
1. In QuickBooks open Customers| Customer Center. In the Customer Center window click the
New Customer & Job menu and select New Customer.
2. In the Customer Name field enter Sales
3. Click OK to save the customer
Part 3: Export Procedures
This section outlines the process for transferring Printer’s Plan data to QuickBooks.
Step 1: Post the Completed Orders
Printer’s Plan will only export data to QuickBooks from jobs that have been posted. If you are not familiar
with “posting” in Printer’s Plan, please read about it in our knowledge base article on posting (https://support.printreach.com/hc/en-us/articles/360008506534-Posting-Orders-to-History-A-R-)
Step 2: Select the Data to Export.
The posting mentioned in Step One records all the data you need to import into QuickBooks. Therefore,
the following steps explain how to list the posting(s) of your choice and how to export the data recorded
in those postings.
1. Go to the Reports section.
2. Open Posting Journal. Four types of filters appear: Regular Sales, Quick Sales, Total Sales, and All
3. Right-click All Fields and select Add filter… The Find window appears
4. Select the date range (or the posting numbers) for the posting(s) you want to list and click Find
Now. The posting(s) that fit the criteria appear, each posting as one-line item.
5. Highlight the postings you wish to export and click the Export button
If you are using the IIF Delivery Method skip Step 3: Import Data Using the Direct Connect Delivery
Method section below and jump to Step 4: Importing Data Using the IIF delivery method. If you are
using the Direct Connect delivery method continue with the next section.
Step 3: Import Data Using the Direct Connect Delivery Method.
6. In the Export window select either All Rows or Selected Rows. Before you click OK make sure
QuickBooks is open and running on the computer that is creating the export data. We also
recommend that you backup your QuickBooks data file. Once you verified QuickBooks is open
If you are exporting Invoice Data an optional preview window may appear before the data is sent
to QuickBooks. This would allow you to preview the jobs before sending the information to
QuickBooks. This option is set in the Settings | Third Party Integrations | QuickBooks | Enable
Invoice Preview field.
7. After export the data a confirmation window will appear indicating the information has been
Click OK. This is the final step in this guide if you are using the Direct Connect delivery method.
Step 4: Import Data Using the IIF delivery method.
6. In the Export window select either All Rows or Selected Rows and click OK.
7. After clicking OK the File Explorer window opens. In the File Name field: rename the file with a
unique identification and in the Save as type field select QuickBooks (.iif).
8. Click Save. A confirmation window will show that the export was successful:
Note: This window also asks if you want to open the file. Click No.
If you want to view the contents of this file, you can open the file in Notepad.
(Clicking Yes in the above window may give you an error message if you have QuickBooks
installed on your computer or display a dialog box asking which program you want to use to open
the file. If you receive the error message, click OK to close it.)
9. Open QuickBooks.
10. Back up the QuickBooks data now.
If the import process fails, you will restore the backed up data before you attempt to import
11. After the backup is complete, click File, select Utilities > Import > IIF Files.
The Import window appears
12. Find the .iif file created with the Printer’s Plan export, and click Open. After the import is
complete, a confirmation window appears.
13. Click OK. This is the final step using the IIF Delivery Method.