To support QuickBooks Desktop customers, we export the QuickBooks Desktop export file (IIF format) which will make uploading transactions and reimbursements significantly easier than a CSV.
There are 4 fields that we can export data for including the memo:
- Chart of Accounts (Accounting Category)
In order to set up IIF export, the Chart of Accounts and Lists from QuickBooks Desktop must be imported into Ramp.
On QuickBooks Desktop:
- Setup a Ramp Card account of type Credit Card.
- Ensure that an Accounts Payable account (for use with reimbursements) is setup of type Accounts Payable.
- Ensure that a Bank Account (for use with reimbursements) is setup of type Bank Account
- Export list of fields to code on Ramp
- Switch to "single user mode"
- Go to File > Utilities > Export > Lists to IIF Files.
- Make sure Chart of Accounts is selected, along with the following if applicable: Customer List, Vendor List, and Class List.
- Press OK to export the IIF file.
You should have a Credit Card, Bank and Accounts Payable account in your chart of accounts (ctrl + A).
- Drop the IIF file exported from QuickBooks Desktop into the setup screen and your accounting categories will populate. Then select your Ramp Card credit card account from the dropdown.
- If your accounting categories change on QuickBooks Desktop, all you need to do is re-export all of the lists from QuickBooks Desktop (File > Utilities > Export > Lists to IIF Files) and click “Import a new IIF File” at the bottom of the Accounting Settings > Manage Accounting Fields screen.
- Once you’ve uploaded everything, you can go into Accounting Settings > Default Accounts to set up your default A/P account and cash accounts for reimbursements.
Customers may need to keep their Chart of Accounts and Lists up-to-date with Ramp's Accounting Fields. This import process will be required as a customer's QuickBooks Desktop Lists change.
Note: if nothing populates in the credit card or AP drop downs, make sure they have the correct type in QuickBooks Desktop (Credit card type = Credit Card and AP Account type = Accounts Payable)
Note: To import an IIF file, a user needs Administrator or External Accountant privileges within QuickBooks Desktop. Thus any user that is managing this process that is not one of these roles needs to have permissions updated to be able to import successfully. For more information regarding permissions, please visit this article.
When an IIF is downloaded, it can be uploaded into QuickBooks From the Utilities Menu. (Tip: Backup the local QuickBooks company file first).
If you have any windows open, you will see this:
Clicking OK will close any open windows and open the IIF import dialog:
You can select a file to Import. The dialog only accepts files with an IIF extension.
In the above dialog, the IIF has been imported successfully. In this instance a list item has been successfully imported (in this case a vendor) and the transaction has been imported also.
The data shows up on the Bills screen as a Paid Transaction:
It shows up under Vendor Transactions:
Clicking on the transaction provides details of the split and the expense accounts it has been allocated to:
No categorization step is required on the QuickBooks side as this has been done on the Accounting tab in Ramp, and no separate import of vendors is required either.
Note: If you get an error message, QuickBooks Desktop generates another IIF file with error messages for each of the failed imports. You can open up the file using excel to see what the underlying error is. When writing into support about a failed sync, please attach this file so that our team can efficiently debug the issue.
After the file is imported (steps above), please go to each Employee, open up a Bill and click "Pay Bills".
On this screen, select each bill, click "Set Credits", and then find the corresponding General Journal entry for the Bill:
Then click done. You will need to repeat this for each paid bill (QuickBooks Desktop does not allow bulk actions).
Finally, click the "Pay Selected Bills" button, marking these as Checks. (You can either add them as "To be printed" or "Assign Check Number" - your preference.
You will receive this confirmation screen:
Then, you can click done, and the bills against those employees will be marked as paid.
Bill Pay for QuickBooks Desktop is available! For more information, please reference this article.