Maintaining QuickBooks (IIF) Files

After you have finished setting up both POS and QuickBooks Pro, you can begin to import information into your QuickBooks program. Your accounting information will be stored, in your oil directory or the directory you have set up in your Set Up Communications Controls (3-2) menu, every night during your closing. This article gives you instructions on how to import this information from your POS system into QuickBooks Pro.

Retrieving and Clearing QuickBooks (.iif) Files

Refer to the following steps to help you retrieve and clear the QuickBooks (.iif) files in your oil directory:

Note:

If you have a directory other than the oil directory set up in Set Up Communications Controls, then substitute that directory name in place of oil in the commands below.

From the desktop, press [Ctrl]+[Alt]+t to open a terminal window and receive the [username@localhost] $ prompt.
Do one of the following:

If you do not have O.I.L. site, type the following command:

cd /opt/isi/lubesoft/oil (make sure you type one space between the cd and the /) and press [Enter].

Note:

For reference purposes, all of the commands used to maintain and retrieve data are explained in detail in the Glossary of Linux Command Terms for Maintaining and Clearing .iif Files section below.

If you are an O.I.L. site, type the following command:

cd /opt/isi/lubesoft/oil/xxxxxx (where xxxxxx is the destination name. Also make sure you type one space between the cd and the /) and press [Enter].

To make sure the current working directory is correct, type pwd and press [Enter].
Do one of the following:

If you do not have O.I.L. site, the following should be displayed:
$pwd
/opt/isi/lubesoft/oil
$
If you are an O.I.L. site, the following should be displayed:
$pwd
/opt/isi/lubesoft/oil/xxxxxx (see step 2 for xxxxxx definition)
$

To list the .iif files, type the following command:

ls *.iif ¦less (make sure to leave one space between ls and *) (The character between .iif and less is called a pipe and can usually be found near the Backspace key on your keyboard.)

You see files that look like the following:

g00001c3.iif
r00001e3.iif
v00001e3.iif

Note:

Refer to the File Naming Conventions section below for a detailed description of what the characters in these file names represent.

Refer to the table below for the different options for moving files. Use these options to transfer files from LubeSoft to your QuickBooks software.

To	Do
Place a Linux file on a DOS formatted disk.	Put a blank, DOS formatted disk, that has not been write protected, into the disk drive and type the following command: mcopy g00001c3.iif a: g00001c3.iif is just an example of a filename. Make sure you type one space between mcopy and the filename and one between the filename and a:.
Remove a file from the directory.	Type the following command: rm -i v00001c3.iif v00001c3.iif is just an example of a filename. Make sure you type one space between rm and -i and one between -i and the filename.

Place a Linux file on a DOS formatted disk.

Put a blank, DOS formatted disk, that has not been write protected, into the disk drive and type the following command:

mcopy g00001c3.iif a:

g00001c3.iif is just an example of a filename.
Make sure you type one space between mcopy and the filename and one between the filename and a:.

Remove a file from the directory.

Type the following command:

rm -i v00001c3.iif

v00001c3.iif is just an example of a filename.
Make sure you type one space between rm and -i and one between -i and the filename.

Note:

Read the documentation included with QuickBooks to determine how you can use this information to manage your accounts.

Importing Files into QuickBooks

Use the following steps to import a file into QuickBooks:

Put the disk onto which you have copied the LubeSoft accounting information in the disk drive.
Go to the File dropdown box and select Utilities and then Import.
Find the file that you want to import in the list of file names and click OK.

Note:

For further information about using QuickBooks, refer to the documentation you received with QuickBooks.

File Naming Conventions

The following table explains the naming conventions of the files that you will be importing. All QuickBooks files end with the extension .iif. The following is an example of a QuickBooks file.

x#####md.iif

Field

Definition

#####

Store Number

This character denotes the file type. There are three different types:

r=Accounts Receivable
g=General Ledger
v=Inventory

This character denotes the month. It is always a lowercase letter, ranging from a to l as follows:

a=January	d=April	g=July	j=October
b=February	e=May	h=August	k=November
c=March	f=June	i=September	l=December

This character denotes the day. The characters range from a to z and 1 to 5 and are as follows:

a=1	h=8	o=15	v=22	3=29
b=2	i=9	p=16	w=23	4=30
c=3	j=10	q=17	x=24	5=31
d=4	k=11	r=18	y=25
e=5	l=12	s=19	z=26
f=6	m=13	t=20	1=27
g=7	n=14	u=21	2=28

You will need the commands below to gather and clear information on your Linux POS system.

Glossary of Linux Command Terms for Maintaining and Clearing .iif (QuickBooks) Files

Be careful how you use this information. We are giving you these commands so that you can have greater flexibility and create customized reports. Be aware that if you use these commands incorrectly, you can do serious damage to your system data.

Command used for changing the current directory.

pwd

Linux command to determine present working (current) directory.

rm -i

Linux command to delete a file.

Linux command to list all files on the current directory.

¦less

Linux command used with command ls to limit the list of files to one page of information at a time. The space bar is pressed for more pages.

mcopy filename a:

Linux command used to put a file onto a DOS formatted disk.

QuickBooks Accounts Receivable File Contents (r .iif file)

The QuickBooks Accounts Receivable information is taken from your invoicing and vehicle files and shows individual fleet charge transactions. The following is an example of an actual record in what is known as “tab-delimited” format. This means that the information you entered in each field in this POS system record is separated by a tab.

!TRNS TRNSTYPE DATE ACCNT NAME CLASS AMOUNT DOCNUM MEMO ADDR1 ADDR2 ADDR3 PONUM
!SPL TRNSTYPE DATE ACCNT NAME CLASS AMOUNT DOCNUM MEMO SPLID
!ENDTRNS
TRNS INVOICE 03/13/19 1100 “FLEET1” 1:0 78.53 299003 “:CAR1” “15115 SW Sequoia Pkwy” “Ste 110” “PORTLAND OR 97224” “”
SPL INVOICE 03/13/19 1105 “FLEET1” 1:0 -78.53 299003 “:CAR1” 1
ENDTRNS

We have numbered the fields in the following record in order to explain them more clearly to you. Each bold number indicates one field.

1	2	3	4	5	6	7	8
!TRNS	TRNSTYPE	DATE	ACCNT	NAME	CLASS	AMOUNT	DOCNUM

9	10	11	12	13	14	15	16
MEMO	ADDR1	ADDR2	ADDR3	PONUM	!SPL	TRNSTYPE	DATE

17	18	19	20	21	22	23	24
ACCNT	NAME	CLASS	AMOUNT	DOCNUM	MEMO	SPLID	!ENDTRNS

25	26	27	28	29	30	31	32
TRNS	INVOICE	03/13/19	1100	“FLEET1”	0:1	78.53	299003

33	34	35	36	37	38	39	40
299003	“:CAR1”	“Ste 110”	“PORTLAND OR 97224”	“”	SPL	INVOICE	03/13/19

41	42	43	44	45	46	47
1105	“FLEET 1”	0:1	-78.53	299003	“:CAR1”	1

Num.	Description	Definition	ISI Field Name	Output Format*	Quoted?	Example Value	Version When Added
Header: Only appears once at top of output.
1	!TRNS	Header	N/A	X(5)		!TRNS
2	TRNSTYPE	Header	N/A	X(8)		TRNSTYPE
3	DATE	Header	N/A	X(4)		DATE
4	ACCNT	Header	N/A	X(5)		ACCNT
5	NAME	Header	N/A	X(4)		NAME
6	CLASS	Header	N/A	X(5)		CLASS
7	AMOUNT	Header	N/A	X(6)		AMOUNT
8	DOCNUM	Header	N/A	X(6)		DOCNUM
9	MEMO	Header	N/A	X(4)		MEMO
10	ADDR1	Header	N/A	X(5)		ADDR1
11	ADDR2	Header	N/A	X(5)		ADDR2
12	ADDR3	Header	N/A	X(5)		ADDR3
13	PONUM	Header	N/A	X(5)		PONUM
LINE FEED
14	!SPL	Header	N/A	X(4)		!SPL
15	TRNSTYPE	Header	N/A	X(8)		TRNSTYPE
16	DATE	Header	N/A	X(4)		DATE
17	ACCNT	Header	N/A	X(5)		ACCNT
18	NAME	Header	N/A	X(4)		NAME
19	CLASS	Header	N/A	X(5)		CLASS
20	AMOUNT	Header	N/A	X(6)		AMOUNT
21	DOCNUM	Header	N/A	X(6)		DOCNUM
22	MEMO	Header	N/A	(X4)		MEMO
23	SPLID	Header	N/A	X(5)		SPLID
LINE FEED
24	!ENDTRNS	Header	N/A	X(8)		!ENDTRNS
LINE FEED
Detail: Appears with each record output.
25	Transaction Header		N/A	X(4)		TRNS
26	Transaction Type		N/A	X(7)		INVOICE
27	Invoice Date	The date the invoice was created.	inf1.date	Date		03/13/19
28	AR Account	Account as listed in Set Up Accounting Options.	inf0.aracct	#(4.2)		1100
29	Fleet ID	Fleet customer’s ID	inarf1.cust	X(10)	X	“FLEET1”
30	Class (Prefix 1 & Prefix 2)	Company number and store number from accounting setups separated by a colon.	inf0.ac_co and inf0.ac_sub	X(6) and X(6)		0:1
31	Charge Amount	Invoice charge amount	inf1.charge	#(4.2)		78.53
32	Invoice Number	The number of the printed invoice.	inf1.invoice	X(8)		299003
33	Fleet Vehicle ID and Vehicle ID	Fleet vehicle number from Maintain Vehicle History and ID of vehicle.	mkf1.veh_id and mkf1.id	X(10) and X(13)	X	“:CAR1”
34	Address Line 1	Line 1 of vehicle’s address.	mkf1.addr1	X(25)	X	“15115 SW Sequoia Pkwy”
35	Address Line 2	Line 2 of vehicle’s address.	mkf1.addr2	X(25)	X	“Ste 110”
36	City, State, and Zip/Postal Code	The city, state, and zip or postal code of the vehicle.	mkf1.city, mkf1.state, and mkf1.zip	X(15), X(2), and X(10)	X	“Portland OR 97224”
37	Purchase Order		inf1.po	X(20)	X	“”
LINE FEED
38	Detail Header		N/A	X(3)		SPL
39	Detail Type		N/A	X(7)		INVOICE
40	Invoice Date	The date the invoice was created.	inf1.date	Date		03/13/19
41	QuickBooks Offset Account	Account listed in Set Up Accounting Options	inf0.qbwash	#(4.2)		1105
42	Fleet ID		inarf1.cust	X(10)	X	“FLEET1”
43	Class (Prefix 1 & Prefix 2)	Company number and store number from accounting setups separated by a colon.	inf0.ac_co and inf0.ac_sub	X(6) and X(6)		0:1
44	Charge Amount	Invoice charge amount – this number will balance with charge amount above.	inf1.charge	#(4.2)		-78.53
45	Invoice Number	The number of the printed invoice.	inf1.invoice	X(8)		299003
46	Fleet Vehicle ID and Vehicle ID	Fleet vehicle number from Maintain Vehicle History and ID of vehicle.	mkf1.veh_id and mkf1.id	X(10) and X(13)		“:CAR1”
47	Detail number		N/A	#(1)		1
LINE FEED
Footer: Appears once at end of file.
48	ENDTRNS		N/A	X(7)		ENDTRNS
LINE FEED

*The Output Format column uses X to represent string fields and # to represent numeric fields. For example, X(5) represents a string up to five characters in length and #(14) represents a number up to 14 digits in length.

QuickBooks General Ledger File Contents (g .iif file)

The QuickBooks General Ledger information is taken from your invoicing and inventory files and shows amounts for sales, warranties, taxes, coupons and discounts, till shortages, and paid ins/outs. The following is an example of an actual record in what is known as “tab-delimited” format. This means that the information you entered in each field in this POS system record is separated by a tab.

!TRNS TRNSTYPE ACCNT NAME DATE AMOUNT
!SPL TRNSTYPE DATE ACCNT CLASS AMOUNT MEMO SPLID
!ENDTRNS
TRNS GENERAL JOURNAL 1011 ***G/L OFFSET*** 07/16/2019 0.00
SPL GENERAL JOURNAL 07/16/2019 4011 1:0 -103.17 “0:SALES OF GOODS / SERVICES” 0
SPL GENERAL JOURNAL 07/16/2019 4112 1:0 6 “0:COUPONS” 1
SPL GENERAL JOURNAL 07/16/2019 2099 1:0 -12.64 “0:SALES TAX PAYABLE” 2
SPL GENERAL JOURNAL 07/16/2019 1105 1:0 109.81 “0:QB AR Offset” 3
ENDTRNS

We have numbered the fields in the following record in order to explain them more clearly to you. Each bold number indicates one field.

1	2	3	4	5	6	7	8
!TRNS	TRNSTYPE	ACCNT	NAME	DATE	AMOUNT	!SPL	TRNSTYPE

9	10	11	12	13	14	15
DATE	ACCNT	CLASS	AMOUNT	MEMO	SPLID	!ENDTRNS

16	17	18	19	20	21	22	23
TRNS	GENERAL JOURNAL	1011	*G/L OFFSET*	07/16/2019	0.00	SPL	GENERAL JOURNAL

24	25	26	27	28	29	30
07/16/2019	4011	1:0	-103.17	“0:SALES OF GOODS / SERVICES”	0	ENDTRNS

Num.	Description	Definition	ISI Field Name	Output Format*	Quoted?	Example Value	Version When Added
HEADER: Only appears once at top of output.
1	!TRNS			X(5)		!TRNS
2	TRNSTYPE			X(8)		TRNSTYPE
3	ACCNT			X(5)		ACCNT
4	NAME			X(4)		NAME
5	DATE			X(4)		DATE
6	AMOUNT			X(6)		AMOUNT
LINE FEED
7	!SPL			X(4)		!SPL
8	TRNSTYPE			X(8)		TRNSTYPE
9	DATE			X(4)		DATE
10	ACCNT			X(5)		ACCNT
11	CLASS			X(5)		CLASS
12	AMOUNT			X(6)		AMOUNT
13	MEMO			X(4)		MEMO
14	SPLID			X(5)		SPLID
LINE FEED
15	!ENDTRNS					!ENDTRNS
LINE FEED
Offset line: Appears once at top of file after header.
16	Transaction Header			X(4)		TRNS
17	Transaction Type			X(15)		GENERAL JOURNAL
18	QB Offset Account	Account as listed in Set Up Accounting Options.	inf0.qbwash	#($.2)		1011
19	Description			X(16)		*G/L OFFSET*
20	Date	The date the transaction occurred.	inf0.today	Date		07/16/2019
21	Balance Amount	0.00 – the G/L detail lines should always balance out to zero.		#(1.2)		0.00
Detail: Appears with each record output.
22	Detail Header			X(3)		SPL
23	Detail Type			X(15)		GENERAL JOURNAL
24	Date		inf0.today	Date		07/16/2019
25	Account	Account number for the transaction.	Various	#(4.2)		4011
26	Class (Prefix 1 & Prefix 2)	Company number and store number from accounting setups separated by a colon.	inf0.ac_co and inf0.ac_sub	X(6) and X(6)		0:1
27	Amount	Debit or credit, could be negative or positive amount.	Various	#(Var)		-103.17
28	Memo	Prefix 2 (Store Number) from accounting setups followed by a colon then a variable description of the account.	inf0.ac_sub & description	X(Var)	X	“0:SALES OF GOODS / SERVICES”
29	ID Number	Sequential number starting with 0 and incrementing for each detail line.		#(Var)		0
Footer: Appears once at end of file.
30	ENDTRNS			X(7)		ENDTRNS
LINE FEED

Search Posts

Maintaining QuickBooks (IIF) Files

Retrieving and Clearing QuickBooks (.iif) Files

Importing Files into QuickBooks

File Naming Conventions

Glossary of Linux Command Terms for Maintaining and Clearing .iif (QuickBooks) Files

QuickBooks Accounts Receivable File Contents (r .iif file)

QuickBooks General Ledger File Contents (g .iif file)