Administration Guide
3.12.3 - QuickBooks Expense Claim Export to Vendor Bills

If your office uses the QuickBooks accounting package and you wish to use Senomix to collect expense claim data for vendor billing within that system, the QuickBooks Expense Export report can be used to create a machine-readable data file which can be imported directly into QuickBooks.

Please note: When a QuickBooks Expense Export report is created, the date range used for the report creation corresponds with the entered Claim Date value for the expense claim record. All items in an exported expense claim are included in the export based upon that date, regardless of the individual expense item dates.

All items imported into QuickBooks Vendor Bills are always designated as being Billable regardless of their setting in Senomix (this is a QuickBooks restriction). If you would prefer to export only billable expense claim items to QuickBooks Vendor Bills, you can do so by selecting your "Only Billable Items" report filter option when creating your export report in Senomix.

After creating a QuickBooks Expense Export report (which will be saved to your computer's Downloads folder as QBExpenseClaim.iif), that *.iif file can be loaded into QuickBooks through that application's "File -> Utilities -> Import -> IIF Files" menu option:

quickbooks data import

After selecting the Senomix QuickBooks Expense Export report you have created and opening it in QuickBooks through the Import IIF Files option:

quickbooks expense file open dialog

Your data will be imported into QuickBooks:

quickbooks import confirmation

You can then find all exported expense claim items listed under a Vendor Bill entry for the respective Expense Claim Dates.

For example, considering the following Senomix expense claim:

quickbooks example expense claim

The associated QuickBooks Vendor Bill data would be listed as follows once the data import had been completed:

vendor bill in quickbooks

As shown, the Customer:Job, Account, Memo, etc. are entered as provided, with the Memo entry of the Vendor Bill indicating the Senomix user by whom the expense claim was registered. Activity and task items are not imported into Vendor Bills (QuickBooks bills are only entered at the Customer:Job level) but, if an entered Senomix task is a QuickBooks Class, that Class will be imported into QuickBooks and shown in the "Class" column of the Vendor Bill.

For example, if the Senomix task "Office Admin" was entered in the above expense claim for the 'misc. items for presentation' entry, that Class-Task would be imported into the Vendor Bill, as shown here:

vendor bill in quickbooks with class

If, when importing an expense claim export into QuickBooks, instead of the 'Your data has been imported' message shown above you see a warning message such as the following:

quickbooks assign account warning
quickbooks invalid transaction warning

Then one of the expense claim records exported is missing either an Expense Type or a Vendor entry.

For an expense claim to be acceptable to QuickBooks, a Vendor and Expense Type must be specified for all items. If a "<< NONE >>" entry has been chosen for an exported expense claim record, that claim will be rejected by the QuickBooks import process.

For example, this expense claim has the Expense Type "<< NONE >>" entered for its expense entry line and would be rejected by QuickBooks on record import:

quickbooks example expense claim with none expense type

Updating that expense claim record to set the expense type to an appropriate QuickBooks account would resolve that import warning message.