Finance QB Daily Return Import

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 — one entry per bill or payment method, mapped to the configured QuickBooks accounts and classes.

Navigation

Main Menu → Financial Reports → QuickBooks Export → Daily Return OR Main Menu → Finance → ERP Export → 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 → Utilities → Import → 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 · OPD Revenue
Laboratory	4200 · Investigation Revenue
Pharmacy	4300 · Pharmacy Revenue
Cash received	1010 · Cash
Card received	1020 · Card Receivable
Credit billed	1200 · 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