# 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](Finance-QB-Integration-Overview.md) |