Finance QB Pharmacy GRN Export - hmislk/hmis GitHub Wiki

QuickBooks Pharmacy GRN Export

Introduction

The Pharmacy GRN (Goods Received Note) Export generates an IIF file containing pharmacy stock purchase journal entries. When imported into QuickBooks, it records the inventory purchases from suppliers as accounting entries โ€” debiting the inventory/stock account and crediting the accounts payable or cash account. This keeps the accounting system's stock valuation in sync with the HMIS pharmacy records.

Navigation

Main Menu โ†’ Financial Reports โ†’ QuickBooks Export โ†’ Pharmacy GRN OR Main Menu โ†’ Finance โ†’ ERP Export โ†’ Pharmacy GRN IIF

Generating the GRN IIF

  1. Navigate to the Pharmacy GRN export page.
  2. Set the date range (From Date, To Date).
  3. Select the pharmacy store (if multiple stores exist).
  4. Optionally filter by supplier.
  5. Click Generate IIF.
  6. Download the .iif file.

What Is Included

Each row in the export represents a pharmacy GRN (purchase order receipt):

Field Description
Date GRN date (goods received date)
Supplier Supplier name
GRN Number Reference number
Item Drug/supply item name
Quantity Quantity received
Unit Cost Purchase price per unit
Total Quantity ร— Unit Cost
QB Account Inventory asset account
QB Class Pharmacy department class

IIF Journal Entry Logic

For each GRN line, the IIF file creates:

  • TRNS (transaction header) โ†’ Debit Inventory/Stock account
  • SPL (split) โ†’ Credit Accounts Payable (if on credit) or Cash (if paid on receipt)

This records the stock increase as an asset and the corresponding liability or cash outflow.

Importing into QuickBooks Desktop

  1. In QuickBooks Desktop, go to File โ†’ Utilities โ†’ Import โ†’ IIF Files.
  2. Browse to the GRN .iif file.
  3. Import.
  4. Verify the inventory account and AP account are updated correctly.

Reconciling GRN Entries

After import, reconcile:

  1. Compare QuickBooks inventory value for the pharmacy asset account against the HMIS stock valuation report for the same period.
  2. Any difference indicates GRNs that were not exported or were imported with mapping errors.

Account Mapping for GRN

HMIS Entry QuickBooks Account (example)
Stock received 1300 ยท Pharmacy Inventory
Supplier payable (credit purchase) 2100 ยท Accounts Payable
Cash purchase 1010 ยท Cash

Account names must exactly match QuickBooks chart of accounts. Contact your administrator to update the mapping.

Technical Reference

Item Detail
Controller QuickBookReportController (GRN report type)
HMIS source Pharmacy GRN records (purchase receipts)
IIF format Same TRNS/SPL/ENDTRNS structure as daily return
Related QB Integration Overview, QB Daily Return Import