Troubleshooting Printer's Plan & QuickBooks Integration Follow

Overview

This guide explains how to diagnose and correct .IIF (Intuit Interchange Format) import failures when you export Sales, Invoices, Payments, or Invoices + Payments from Printer’s Plan into QuickBooks Desktop. It supplements the QuickBooks Integration Guide , which covers initial account, item, tax, and preference setup.

• How It Works
• Troubleshooting Steps
• Cloud‑Hosted Export Setup
• Article Update Workflow
• Key Points
• Demonstration

How It Works

IIF Structure

Printer’s Plan creates a tab‑delimited text file. Each transaction block consists of:

• !TRNS — header (INVOICE, GENERAL JOURNAL, etc.)
• !SPL — individual line‑item splits
• !ENDTRNS — end‑of‑transaction marker

Recognizing these rows lets you match QuickBooks error lines to specific data.

Example – Sales Export

!TRNS	TRNSTYPE	DATE	ACCNT	AMOUNT	MEMO	NAME	CLASS
!SPL	TRNSTYPE	DATE	ACCNT	AMOUNT	MEMO	NAME	CLASS
!ENDTRNS
TRNS	GENERAL JOURNAL	05/06/2025	1152	35.00	Total Sales
SPL	GENERAL JOURNAL	05/06/2025	Broker	-35.00	Broker

Example – Invoice Export

!TRNS	TRNSTYPE	DATE	ACCNT	NAME	AMOUNT	DOCNUM	MEMO
!SPL	TRNSTYPE	DATE	ACCNT	NAME	AMOUNT	DOCNUM	MEMO	QNTY	INVITEM	EXTRA	TAXABLE	PRICE
!ENDTRNS
TRNS	INVOICE	05/06/2025	1151	BEST PRINT	35.00	10006
SPL	INVOICE	05/06/2025	1152	-35.00	10006	Single Sided Card		-1000	Single Sided Card	N

What Causes Import Failures?

Printer’s Plan exports valid IIF, but QuickBooks rejects rows if referenced configuration elements are absent or inconsistent.

Troubleshooting Steps

1. Open the IIF (optional)
   Read‑only review helps confirm what was exported.
   Preferred editors: Excel / Google Sheets (import as tab‑delimited), Notepad++ (Win) or BBEdit (Mac). Save edited files as plain‑text .iif; ensure Windows “All Files” or remove Mac “.txt”.
2. Attempt the import  • QuickBooks Desktop → File ▸ Utilities ▸ Import ▸ IIF Files.
3. ReadIIF_LOG.TXT Locate in the same folder; open and search for [ERROR].
4. Resolve the configuration mismatch Update accounts, items, terms, or taxes in Printer’s Plan and QuickBooks to match exactly.
5. Edit & re‑import safely Correct only failed rows; never re‑import lines already accepted to avoid duplicates.

Cloud‑Hosted Export Setup

For hosted users, save exports to the local PC:

1. Main Menu → Change Data Source Folders
2. Select Export Data → Change
3. Browse to C on [YourComputer] → Users → YourName → Desktop
4. Choose OK

Key Points

• Back‑up the QuickBooks company file before each import.
• Use IIF_LOG.TXT to identify the failing field.
• Correct mismatches in configuration, not just in the file.
• Do not re‑import rows already accepted—this duplicates data.
• Always save and deliver files with the .IIF extension.

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