Finance QB Daily Return Import - hmislk/hmis GitHub Wiki

QuickBooks Daily Return Import

Introduction

The QuickBooks Daily Return Import generates an IIF file containing the day's OPD billing and payment journal entries. When imported into QuickBooks Desktop, it creates the corresponding journal entries in the accounting system โ€” one entry per bill or payment method, mapped to the configured QuickBooks accounts and classes.

Navigation

Main Menu โ†’ Financial Reports โ†’ QuickBooks Export โ†’ Daily Return OR Main Menu โ†’ Finance โ†’ ERP Export โ†’ Daily Return IIF

Generating the Daily Return IIF

  1. Navigate to the QB Daily Return export page.
  2. Set the date (usually yesterday's date for day-end processing).
  3. Select the export scope:
    • All departments
    • Specific department or ward
  4. Click Generate IIF.
  5. The system produces a downloadable .iif file.
  6. Save the file to your computer.

IIF File Structure

Each transaction in the IIF file has this structure:

!TRNS	TRNSTYPE	DATE	ACCNT	NAME	AMOUNT	DOCNUM	QBCLASS	CUSTFLD1
!SPL	TRNSTYPE	DATE	ACCNT	NAME	AMOUNT	DOCNUM	QBCLASS	CUSTFLD1
!ENDTRNS
TRNS	INVOICE	15/05/2026	OPD Revenue	[Patient Name]	5000.00	B-12345	OPD	[Ref]
SPL	INVOICE	15/05/2026	Cash	[Patient Name]	-5000.00	B-12345	OPD	[Ref]
ENDTRNS

The ACCNT values map to QuickBooks accounts configured in HMIS. The QBCLASS values track by department or revenue category.

Importing into QuickBooks Desktop

  1. Open QuickBooks Desktop.
  2. Go to File โ†’ Utilities โ†’ Import โ†’ IIF Files.
  3. Browse to the saved .iif file.
  4. Click Open. QuickBooks processes the file.
  5. Review the import summary for any errors.
  6. The journal entries appear in the QuickBooks transaction list.

QuickBooks Account Mapping

HMIS maps revenue categories to QuickBooks accounts as configured in the system:

HMIS Category QuickBooks Account (example)
OPD Consultation 4100 ยท OPD Revenue
Laboratory 4200 ยท Investigation Revenue
Pharmacy 4300 ยท Pharmacy Revenue
Cash received 1010 ยท Cash
Card received 1020 ยท Card Receivable
Credit billed 1200 ยท Debtors Control

Account mappings are configured by your system administrator in the QuickBooks integration settings.

Troubleshooting Import Errors

Error Cause Fix
"Account not found" ACCNT value in IIF doesn't match QB account name Update HMIS account mapping to match exact QB account name
"Class not found" QBCLASS not defined in QB Create the class in QuickBooks Classes list
Duplicate transaction File imported twice Check QB transaction log; delete duplicates if needed

Technical Reference

Item Detail
Controller QuickBookReportController
IIF entity QuickBookFormat
File format Tab-delimited IIF (TRNS/SPL/ENDTRNS)
Related QB Integration Overview