Fix Missing Account Numbers in IIF Files for QuickBooks Import

This article helps you resolve issues with importing IIF files into QuickBooks when account numbers are missing in disbursement or general ledger (GL) entries. Follow these steps to identify and correct the problem, ensuring a successful import. Common symptoms include the QuickBooks error “MISSING MANDATORY FIELD ACCNT IN DATA” and QuickBooks generating an error file/log that lists “ERROR” lines and the problematic entry.

Topics Included in This Article

• Step-by-Step Instructions

• More Information / FAQ

Step-by-Step Instructions

1. Identify the Missing Account Number

   • Open the IIF file in a text editor (e.g., Notepad) or spreadsheet application.

   • Locate the lines causing the error. QuickBooks may generate an error log/file indicating the missing account number (look for “ERROR” lines or messages like “MISSING MANDATORY FIELD ACCNT IN DATA”).

   • Compare against a previously successful IIF file to determine what account number was expected on similar lines.

   • Focus on lines for newly used disbursement types or specific GL entries on the affected date(s).

2. Update Account Numbers in Point of Rental (POR)

   • Log in to Point of Rental.

   • Navigate to Configuration > Accounting Config > Account Numbers.

   • Assign the appropriate account number to the missing field. Common fields include:

     • Debit Cards

     • Customer Deposits

     • Default Disbursement (in Account Numbers)

     • Disbursement Items (ensure each item is mapped to the correct GL/account number)

   • Ensure the account numbers in POR match the numbers used in your QuickBooks Chart of Accounts.

3. Regenerate the IIF File

   • After updating account numbers/mappings in POR, regenerate (reprint) the IIF file for the affected date range.

   • Ensure you are regenerating the same GL entry/period that produced the error.

4. Verify the Updated IIF File

   • Open the regenerated IIF file and confirm that all required account numbers (ACCNT field) are present on the previously failing lines.

   • Check for any discrepancies or missing data compared to a known-good IIF.

5. Import the IIF File into QuickBooks

   • Open QuickBooks and navigate to the File menu.

   • Select Utilities > Import > IIF Files.

   • Choose the updated IIF file and attempt the import.

   • If the import is successful, the issue is resolved.

6. Manually Update the IIF File (if necessary)

   • If account numbers are still missing or POR did not populate the number on reprint, manually edit the IIF file:

     • Open the file in a text editor.

     • Add the missing account numbers exactly as they appear in your QuickBooks Chart of Accounts.

     • Save the edited file under a new filename before re-importing.

   • Reattempt the import in QuickBooks.

7. Check for Discrepancies in QuickBooks

   • If discrepancies persist, verify that the account numbers in the IIF file match the chart of accounts in QuickBooks and that “Use account numbers” is enabled in QuickBooks.

   • Ensure all accounts referenced in the IIF file exist in QuickBooks and are correctly configured.

   • If the import succeeds but the amounts in QuickBooks don’t match your expectations, review the source GL and exported values from POR. For QuickBooks-specific discrepancies or behavior, work with Intuit/your accountant.

More Information / FAQ

Q1: How do I find the missing account number in the IIF file?
A: Open the IIF file in a text editor or spreadsheet application and look for lines with blank or missing ACCNT fields. QuickBooks may generate an import error log/file that shows “ERROR” lines and indicates the specific line or entry. Comparing to an older, successful IIF can also help identify the expected account number.

Q2: What should I do if the regenerated IIF file still has missing account numbers?
A: First, recheck POR mappings for Default Disbursement in Account Numbers and the specific Disbursement Items. If the mapping is correct but the number still doesn’t populate, manually edit the IIF to include the correct account number, save under a new filename, and re-import.

Q3: Why is QuickBooks rejecting my IIF file?
A: Common reasons include missing account numbers (ACCNT), mismatched account numbers compared to QuickBooks’ chart of accounts, incorrect formatting, or references to accounts that do not exist in QuickBooks. Also ensure QuickBooks has “Use account numbers” enabled.

Q4: Can I use built-in QuickBooks accounts for the IIF file?
A: No, it’s recommended to create new accounts in QuickBooks with unique identifiers (e.g., using a “POR” prefix) to avoid conflicts.

Q5: What if the account number in the IIF doesn’t exist in QuickBooks?
A: Create the account in QuickBooks using the exact account number referenced in the IIF, or update your POR mapping to use an account number that already exists in QuickBooks. Then regenerate (or edit) the IIF and re-import.