Finance QB Item List Export

QuickBooks Item List Export

Introduction

The QuickBooks Item List Export generates an IIF file containing all services, drugs, and items from the HMIS item master, formatted for import into QuickBooks as an Items List. This synchronises the product/service catalogue between HMIS and QuickBooks so that billing entries use consistent item names and account codes in both systems.

Navigation

Main Menu → Financial Reports → QuickBooks Export → Item List OR Main Menu → Finance → ERP Export → Item List IIF

Generating the Item List IIF

1. Navigate to the Item List export page.
2. Select the item scope:
   • All items (OPD services + pharmacy + inpatient)
   • OPD services only
   • Pharmacy drugs only
   • Inpatient services only
3. Click Generate IIF.
4. Download the .iif file.

IIF Item List Format

The item list IIF uses QuickBooks' !INVITEM header type:

!INVITEM	NAME	INVITEMTYPE	DESC	PURCHASEDESC	ACCNT	ASSETACCNT	COGSACCNT	PRICE	QBCLASS
INVITEM	Blood FBC	SERVICE	Full Blood Count	Lab Test	4200·Lab Revenue	...	250.00	Laboratory
INVITEM	Amoxicillin 250mg	INVENTORY	...	...	4300·Pharmacy	1300·Pharmacy Inv	5000·COGS	120.00	Pharmacy

Field	Description
NAME	Item name as it appears in HMIS
INVITEMTYPE	SERVICE (for services) or INVENTORY (for pharmacy drugs)
DESC	Sales description
PURCHASEDESC	Purchase description
ACCNT	Income account for sales
ASSETACCNT	Asset account (inventory items only)
COGSACCNT	Cost of goods sold account (inventory items only)
PRICE	Standard selling price
QBCLASS	QuickBooks class (department)

Importing the Item List into QuickBooks

1. In QuickBooks Desktop, go to File → Utilities → Import → IIF Files.
2. Select the item list .iif file.
3. Import.
4. Navigate to Lists → Item List in QuickBooks to verify the imported items.

Note: Importing an item list that already exists in QuickBooks will update existing items (not duplicate them), as long as the NAME field matches exactly.

When to Run This Export

• Initial setup: Import the full item list when first connecting HMIS to QuickBooks.
• After adding new services or drugs: Export and re-import to add new items to QuickBooks.
• After price changes: The export includes updated prices — re-importing updates QuickBooks prices.

A monthly or quarterly refresh is typically sufficient unless many new items are added frequently.

Account Mapping for Items

Services and drugs must map to the correct QuickBooks income account:

Item Type	Example QB Income Account
OPD Consultation	4100 · Consultation Revenue
Laboratory Tests	4200 · Investigation Revenue
Pharmacy Sales	4300 · Pharmacy Revenue
Inpatient Services	4400 · Inpatient Revenue
Surgery	4500 · Surgery Revenue

Contact your system administrator to configure or update account mappings in HMIS before generating the export.

Technical Reference

Item	Detail
Controller	QuickBookReportController (item list report type)
Item source	Item, Service, InwardService, Pharmacy Item entities
IIF type	INVITEM rows
Related	QB Integration Overview, QB Daily Return Import