The file export feature is designed to export documents and payments from Corpay One for the purpose of importing them into an external system. This help article provides an overview of how the file works along with tips for when importing into QuickBooks Desktop (QBD).
Details added to Corpay One need to match EXACTLY with how they are entered into QuickBooks desktop. Any variations can result in duplicates.
Please see this article to learn how best to set up your Corpay One account when using the file to import to Quickbooks Desktop: Manually Setup Corpay One for Export/Import into QuickBooks Desktop.
Required for Import
QuickBooks requires a Category and Payment Account to be defined on all Bills, Receipts and Payments (and Category on Credit Notes). Corpay One can automatically populate the right Payment Account and Category with the following features.
In the Vendor profile assign a default category to every vendor.
Create an workflow to automatically populate the payment account
In the Triggers section pick all applicable document types
In the Actions section pick a Payment Account under Custom Lists
Custom List Names
The IIF file format is a specific format for QuickBooks. In order for Corpay One to successfully create the file Lists must be named in the following format.
Corpay One List Name
Note: The QuickBooks IIF file will automatically check the “Is Billable” field when a customer is associated with a document.
Sub-Categories can be used on the IIF file but must be set up in the list as the parent category a semicolon and then the sub category. Category:Subcategory
For more information on creating lists reference the What are Lists? help article.
Document File Export Page Overview
Document File Export page is located under the Reporting section in the left hand navigation of the Corpay One application.
The download range is designed to include all documents uploaded and payments initiated during the period of time regardless of the approval status.
It is also designed to retain the last download date as an easy indicator to start the next file download from the date/time of the last file download. This feature is important when importing the data into an accounting system by keeping track of which documents were previously downloaded for the import.
Note: When importing into accounting systems such as QuickBooks Desktop, the import process may not recognize that a transaction already exists. A duplicate will be created.
The “starting from last download date” feature appears on the screen after the first download.
The file can be downloaded in either an IIF or CSV file format. The formatting of the IIF file is specifically designed to be imported into QuickBooks while the CSV file format is more widely used.
QuickBooks Desktop allows for an IIF file to be imported directly into the company file. It is recommended that users who are not familiar with using the IIF import functionality consult Intuit’s support website for more information and practice the import process on a test company file.
To import a CSV file with bill and payment transactions into QuickBooks Desktop an import tool must be used. Go to the QuickBooks Desktop Marketplace for approved import tools.
The preference section is to select what should be included on the export file.
On the left side a user can choose to export all document types, or limit the export to only bills.
Reminder: The export will include only those documents that were uploaded to Corpay One (regardless of upload method) during the specified date range. This will include all documents regardless of the approval status.
Documents in the status of Canceled, Duplicate or Refunded are excluded from the file export since they would not be imported into an accounting system.
On the right side a user can choose to export paid documents. Paid documents are those which are or were in the status of Processing and the funds have been debited from the payment account.
Note: Paid documents may still show as Processing in Corpay One if the payment has not yet been received by the vendor. These will show on the export since the payment has already been debited from the payment account.
The export will be downloaded in a Zip file and can be found in the computer’s file download folder. To access the files:
Right click on the zip file
Click Extract All...
Pick a location to extract the file
The files will be available in the designated folder
Note: If the file extension is IIF it can be viewed as either an excel document or txt file but it should not be saved as a different file extension.
Reminder: Review the export file prior to an import to ensure that the data is correct and to avoid import errors.
Many accounting systems, such as QuickBooks Desktop, require information to be on the import file. The Category (Account) and Payment Account are both required fields for importing into QuickBooks.
For IIF files, follow the import process as defined by Intuit’s IIF file instructions:
Close all pages of the active company file
In QuickBooks Desktop go to File > Utilities > Import > IIF Import
Click Import IIF
Select the file to import
The import will indicate if it was a success or not
For CSV files, follow the import process per the applicable import tool.
When using the IIF file format, errors may occur when there are problems with the data. The IIF file import tool will indicate the number of transactions that successfully imported, and the number failed.
Open the file in either Excel or in Notepad to review the errors. Correct the errors in Corpay One and download the file again. Do not correct errors directly in the IIF file.
In the example below, the Category (Account) is missing.
Importing to QuickBooks Desktop (QBD) with an IIF file FAQ’s
Q: Will existing vendor information be updated with the import?
A: If the vendor exists in QBD (based on the vendor name), and if Vendor details are different on the file, the QBD vendor information will be updated.
Q: Can a new vendor be added to QBD through the file import?
A: Yes, if a vendor is not found in QBD a new vendor record will be created (additional vendor set up may be needed).
Q: Is bill data updated through the import process?
A: No, once a document is imported into QBD it cannot be updated by the import process. If a document is re-imported it would create a duplicate in QBD. To remediate this risk, Corpay One added an export feature “since last export” to avoid duplicates.
Q: Can a new Customer or Class be added in Corpay One and then created in QBD
A: Yes, if a document requires a new Customer or Class, the user can add it to the lists in Corpay One. When the file is exported the information will be on the file. When imported into QBD, a new Customer or Class will be created. This does not work for Categories.
Q: Can import errors be corrected in the IIF file?
A: While updates can be made in the file, it is recommended that the updates are made in Corpay One and the file is re-exported to ensure the data is accurate.
Q: Can I use the integration to set up my vendors, lists and import open bills in Corpay One?
A: It is not recommended to use the QuickBooks Desktop integration to set up Corpay One because the lists in Corpay One will be locked, and not editable if new Customers or Classes are added. In addition, if the integration is re-connected, bills would begin to sync and could cause duplicates.
Q: How can lists be created when setting up Corpay One so that they match QuickBooks Desktop?
A: Lists in QuickBooks can be exported (see QuickBooks Support for more information) and imported into Corpay One. Refer to the Corpay One help article for creating lists for more information. When setting up a custom list in Corpay One, it is important to make sure that the title of the list matches the
Q: What is included in the export file?
A: In the export file the types of documents included depend on the selection of document types (Bill, Receipt, Credit Note and/or Paid documents). Within the selected date range, any documents uploaded to Corpay One are included in the export file (unless the Corpay One status is Canceled, Refunding, Refunded, or Duplicate) and any document that has had funds debited from the account (these statuses include Processing, VCC Issued, Check Issued and Paid). Documents manually Marked as Paid are also included in the file.
Q: Is there a best practice for using the file export?
A: A file export is a manual and less flexible process than an integration, but can still be a valuable and effective method for importing documents and payments into an accounting system. A good practice is to have a process in place that begins with a regular schedule for exporting documents and payments. It is recommended that both documents and payments are exported at the same time to maintain the last download date. This practice reduces the opportunity for unwanted duplicates uploading into the system. Another good practice is to review the documents in Corpay One prior to exporting the data to ensure all required data categorization is complete. This is especially important since the file does not take into consideration approval workflows.