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IIF Export

Sycle Pro eliminates the need to manually duplicate financial transactions performed in Sycle Pro by exporting the data to the QuickBooks® accounting software.

How you export your transactions from Sycle Pro depends on the version of the QuickBooks accounting software in use and personal preference:

  • Export: Approved transactions are exported to an Intuit Interchange Format (.IIF). This file can be imported to the QuickBooks Desktop software using instructions available from Intuit, or to QuickBooks Online via third-party software.

    Notice

    Intuit does not provide direct technical assistance for the creation or import of .IIF files.

  • Sync: Approved transactions are directly synced into the QuickBooks Desktop software via the Intuit® Web Connector, allowing your QuickBooks company file to communicate with Sycle Pro.

    Notice

    The sync method is not covered in this guide. Instructions for this method are included on the setup page for the synchronizer (Administration → QuickBooks → Synchronizer Setup).

This guide exclusively covers the export method.

Requirements

Several requirements must be met prior to approving and exporting the financial data.

  • Follow the instructions from Intuit® to configure the installation or instance of the QuickBooks® accounting software.

  • Assign the user that will approve the transactions and export the .IIF file the Own Reports, All Reports, and Admin privileges (Administration → Select a Staff Member+Edit → Privileges).

    Pro Privileges

    Notice

    Sites using Role-based access control must assign the user to a role with the Reports → Financial and Operational Reports → View Data for All Users + View Own Data and the Admin → Admin Pages → Access Admin Pages permissions.

  • Map accounts and classes in the Administration → Quickbooks → Account Mapping and Class Mapping pages.

    Note

    Item mapping (Administration → Quickbooks → Item Mapping) is optional, but is supported if you need to map individual items; for example, to track Hearing Aid Service income separately from Audiology Service income.

Approve and Export Financial Data

Exporting an .IIF file is a multi-step process that requires performing actions on multiple pages in Sycle Pro.

A summary of instructions is below. Instructions for actions taken in Sycle Pro outlined in this summary are explained in greater detail in the relevant sections of the article.

  1. Approving Transactions: In Administration → Quickbooks → Sync Approval or Reports → Quickbooks → QuickBooks Sync Approval, select a date and clinic(s), then review and approve the transactions.

  2. Creating and Downloading the .IIF File: In Administration → Quickbooks → .IIF Export, select a date and clinic(s) and generate the export. Once the export is complete, download the .IFF file.

  3. Import the .IFF file to QuickBooks Desktop directly, or QuickBooks Online using a third-party import tool.

Approving Transactions

The Sync Approval page is a report that allows you to review and approve the transactions that will be synced to QuickBooks or exported in the .IIF file. Transactions must be approved before they are synced or exported.

  1. Navigate to Administration → Quickbooks → Sync Approval.

    qb-sync_approval.png

    Note

    This page can also be opened by navigating to Reports → Quickbooks → QuickBooks Sync Approval.

  2. Select a Clinic and an End Date, then click Run Report.

  3. Review the Sales and Payments transactions. If any transactions need adjusting, make the changes and re-run the report before proceeding.

  4. If and when all transactions are correct, click Approve.

    qb_sync_approval-approve.png

    Important

    This will be the last time these transactions appear on the report. The next time the report is run, these transactions will not appear because they are already approved.

Proceed to Creating and Downloading the .IIF File.

Creating and Downloading the .IIF File

  1. Navigate to Administration → Quickbooks → .IIF Export.

    qb_IIF_export.png

  2. Select a Clinic and an End Date, then click Generate Export. The requested export will appear under Export History with a Status of Pending, which will change to In Progress as the export is being generated.

    Important

    This will be the last time these approved transactions can be exported. The next time the export is generated, these transactions will not be included because they were already included in the previous generated export.

    qb-IIF_export-pending.png

    Tip

    You can cancel an export during the Pending and In Progress stages by clicking Action → Cancel. When prompted to confirm the cancellation, click Yes. Canceled exports are removed from the Export History table.

    Tip

    The time it takes to generate the export increases with the number of transactions. Sycle recommends keeping the exported file size small by frequently approving transactions and generating the export as a matter of usual practice.

  3. Wait for the export to finish. If the Status changes to Completed, proceed to Step 4.

    If the Status of the export changes to No Data Found, this means that there are no new approved transactions to export for the selected End Date and/or Clinic. In this case, you can try one or more of the following:

    • Change the Clinic and/or End Date selected on the IIF Export page and generate the export again.

    • Review and approve the transactions to be exported. If new transactions are approved, generate the export again. Unapproved transactions will not be exported.

    • Review the rows in the Export History table for a previous export with an End Date that corresponds with the End Date of your desired export and download that export (Step 4). Approved transactions are only exported once (see note in Step 2).

    If the Status of the export changes to Failed, try changing the End Date selected on the IIF Export page to an earlier date (to reduce the number of transactions being exported) and generate the export again. If the exports continue to show as Failed, contact the Sycle Customer Experience Team.

  4. Download the exported .IIF file. The available options may vary based on your setup. Do one of the following:

    • If the row item shows Action → Download, click Action → Download.

      qb-IIF_export-download.png

      Note

      This file excludes any Protected Health Information (PHI). For example, the patients' names are replaced with the Patient ID from Sycle Pro, which you can use to identify patients in QuickBooks.

    • If the row item shows Action → Download (with PHI) and Download (no PHI), select the relevant option:

      qb-IIF_export-download_PHI_options.png

The .IIF file downloads to your browser's download location. This file can be imported to the applicable QuickBooks software using instructions available from Intuit® (in programs where this is supported) or via a third-party program (in programs where this is not natively supported).

Notice

Intuit does not provide direct technical assistance for the creation or import of .IIF files.

See also:

A proprietary file type used by the QuickBooks® software from Intuit® to import or export data.Click here for more details from Intuit.

A form of access control where roles are created for various job functions. All permissions are granted to these roles rather than to individual users.

Sycle's dedicated team is just a phone call or email away.

For sales, training or support requests, call 888.881.7925.

You can also contact the team via email at support@sycle.net.

Individually identifiable health information that is created, used, received, stored, or transmitted by a healthcare provider or other covered entity.