QBooks Office Transactions

Transaction Types
Transaction Documents (TranDoc)
Transaction Lines (TranLine)
Memorized Transaction Documents (MemDoc)

Back to QBooks Office Overview

Contents of this page
QBooks Office Overview

Ver	Field Name	Type	Prop	IIF Name	Description
456	nKey	Long	PKey	-	Unique transaction document record identifier This is always identical to the nKey of first transaction line belonging to this doc. QBooks Office code artificially generates this key (as well as the nKey for for TranLines) - see field nOrigKey for the actual value stored in the QB file.
456	dDate	Date	Req	DATE	Date of transaction This date will match field dDate in all TranLines belonging to this TranDoc.
456	sTranType	S8	Req	TRNSTYPE	Type of transaction. See list of possible values at beginning of this record section.
456	nTranLineCnt	Long	Req	-	Total count of tran lines for this doc. This will normally be the number of transaction lines that appear in the user interface + 1. The first transaction line of each document typically contains the the totals of the other transaction lines. Sales tax tranactions also use a transaction line - although it will not appear in the items list.
456	kFirstTran	Long	FKeyReq	-	Key of first tran line for this doc. The first transaction line usually has a different set of fields than subsequent transactions - because it contains the totals. This will always exactly match the nKey field of a record in table TranLine.
456	nFormTemplate	Long	OptDft0	-	ID of form template used. The actual form templates are not exported - but this can indicate that a customized form is being used. Users can delete and rearrange positions of fields and enable custom fields. There are some fields in setup dialogs that the user can enable that are not enabled by default. The data for these fields is always in sCustomField... fields.
456	sDocNum	S11	Opt	INVTITLE	Main document identifier, such as the check number or invoice number as printed on the document.
456	sAddr1	S41	Opt	ADDR1	Address line. This line and the other address lines are typically copied from the customer or vendor record when the document is created - although they can be modified.
456	sAddr2	S41	Opt	ADDR2	Address line
456	sAddr3	S41	Opt	ADDR3	Address line
456	sAddr4	S41	Opt	ADDR4	Address line
456	sAddr5	S41	Opt	ADDR5	Address line
456	sCompAddr1	S41	Opt	SADDR1	Shipping address line
456	sCompAddr2	S41	Opt	SADDR2	Shipping address line
456	sCompAddr5	S41	Opt	SADDR5	Shipping address line
456	sCompAddr3	S41	Opt	SADDR3	Shipping address line
456	sCompAddr4	S41	Opt	SADDR4	Shipping address line
456	sDocNum2	S11	Opt	PONUM	Auxiliary document number, such as customer's PO number.
456	kTerms	Long	FKeyOpt	TERMS	Key of payment terms. If this exists, it will always exactly match the nKey field of a record in table Terms.
456	kEmployee	Long	FKeyOpt	REP	Key of sales rep for invoice. If this exists, it will always exactly match the nKey field of a record in table Employee.
456	kShipMeth	Long	FKeyOpt	SHIPVIA	Key of shipping method used. If this exists, it will always exactly match the nKey field of a record in table ShipVia.
456	sFob	S13	Opt	FOB	Shipping location for which customer pays shipping charges. Freeform text.
456	kCustMessage	Long	FKeyOpt	-	Key of customer message used in this doc. If this exists, it will exactly match the nKey field of a record in table CustMessage.
456	sDocMessage	S99	Opt	INVMEMO	Message to vendor or customer. Free form text.
456	sCustomField1	S30	Opt	-	1st user customizable field
-56	sCustomField2	S30	Opt	-	2nd user customizable field
-56	sCustomField3	S30	Opt	-	3rd user customizable field
-56	sCustomField4	S30	Opt	-	4th user customizable field
-56	sCustomField5	S30	Opt	-	5th user customizable field
-56	sCustomField6	S30	Opt	-	6th user customizable field
-56	sCustomField7	S30	Opt	-	7th user customizable field
-56	sCustomField8	S30	Opt	-	8th user customizable field
?56	dLast	Date	Opt	-	Last date of payroll period. Used in PayCheck type transactions only.
?56	dFirst	Date	Opt	-	First date of payroll period. Used in PayCheck type transactions only.
?56	rSickHours	Doub	OptDft0	-	Number of sick hours accumulated during this payroll period. Used in PayCheck type transactions only.
?56	rVacHours	Doub	OptDft0	-	Number of vacation hours accumulated during this payroll period. Used in PayCheck type transactions only.
456	nOrigKey	Long	Req	TRNSID	Original key (TRNSID) of this TranDoc as stored in the QB file. This is mainly of interest to IIF developers. Possibly useful for modifying existing transactions.

Contents of this page
QBooks Office Overview

Ver	Field Name	Type	Prop	IIF Name	Description
456	nKey	Long	PKey	-	Unique transaction line record identifier.
456	dDate	Date	Req	DATE	Date on which transaction occurred This will always be identical for the transaction document and all transaction lines that belong to it. For multiple transactions occuring on the same day, order can be determined using the nKey field.
456	sTranType	S8	Req	TRNSTYPE	Type of transaction. See list of possible values at beginning of TranDoc record section.
456	kDoc	Long	FKeyReq	-	Tran doc this tran line belongs to. QB guarantees that the total of all amounts for all transaction lines with the same kDoc number is $0.00. It is impossible for the user to enter multiple transaction lines that do not balance.
456	nLine	Long	Req	SPLID	Relative line number of this line in doc. Line 0 (same as bDocMain) typically has a different set of fields than the other lines because it contains composite data for the entire document. These line numbers don't always correspond directly to lines in the printed document, although they are in the same order.
456	bDocMain	Bool	OptDftF	-	Main transaction line for document. This line may have a different set of fields. It acts as an extension of the document and often has totals from other lines - depending on the type of transaction.
456	sDocNum	S11	Opt	DOCNUM	Document identifier (check #, invoice #, etc.). Often redundant.
456	kAcct	Long	FKeyOpt	ACCNT	Key of main account to be debited or credited. The account is not debited or credited if flag bNoPost is true. This flag is used in estimates and purchase orders to mark 'inert' transactions.
456	sAcctType	S12	Opt	-	Type of account for kAcct One of: "Bank", "AcctRec", "OthCurrAsset", "FixedAsset", "OthAsset", "AcctPay", "CredCard", "OthCurrLiab", "LongTermLiab", "Equity", "Income", "COGS", "Expense", "OthIncome", "OthExpense", "NonPosting".
456	mAmount	Curr	Opt	AMOUNT	Dollar amount of tran line. Negative if account is credited - regardless of the type of the account.
456	bNoPost	Bool	OptDftF	-	T if not to be posted. Applies to PurchOrd, Estimate only.
456	kEntity	Long	FKeyOpt	NAME	Key of associated Customer, Vendor, Employee, or OtherName
456	sEntityType	S9	Opt	-	Type of main entity. One of CustJob, Vendor, Employee, OtherName
456	kEntity2	Long	FKeyOpt	-	Key of entity from main doc tran line. This is often useful to know which other CustJob, Vendor, Employee, or OtherName is involved.
456	sEntity2Type	S9	Opt	-	Type of secondary entity. One of CustJob, Vendor, Employee, OtherName
456	kClass	Long	FKeyOpt	CLASS	Key of associated class
456	kItem	Long	FKeyOpt	INVITEM	Key of inventory item <<< ?types
456	sItemType	S11	Opt	-	Type of kItem. One of <<<
456	rItemCount	Doub	Opt	QNTY	Count of items. For main transaction lines (bDocMain = T), this is the total item count for all line transactions in the document.
456	rUnitPrice	Doub	Opt	PRICE	Either wholesale cost or retail price per unit - depending on transaction type. For purchases, this is the wholesale cost. For sales / invoices, this is the retail price. For some item types (such as TaxItem), this can be a percentage. Percentage amounts are exported with a "%" character as the rightmost character of the value. When importing into a database - you should check for this character and deal with it appropriately. One technique is to have a separate boolean field that indicated if the amount is a percent.
456	mDebitCOGS	Curr	Opt	-	Amount to credit inventory and debit COGS. Transaction lines that move inventory dollars from the inventory asset account to the cost of goods account are not stored separately. Whenever this occurs, the dollar amount of the transfer will be in this field - attached to the transaction line that initiated the transfer. This dollar amount should be credited from the corresponding kItem's kAcctAsset account and debited to the corresponding kItem's kAcctCOGS account - both are listed below. Be careful using this field in code. In the future, we will likely eliminate this field and artificially create a pair of transactions to move the amount so no post processing is necessary. If this field is present, there will always be corresponding kAcctAsset and kAcctCOGS accounts for the transfer.
456	kAcctAsset	Long	Opt	-	Inventory asset account to credit
456	kAcctCOGS	Long	Opt	-	Inventory COGS account to debit
456	bItemValueAdjust	Bool	OptDftF	VALDAJ	T if mAmount is an inventory value adjustment - as opposed to an inventory count adjustment. Only used with transaction type InvAdjst.
456	rCountMisc	Doub	Opt	-	Miscellaneous count Meaning depends on transaction type. For example, on a Purchase Order main line, it's the total item count received so far. On other than a main line, it's the count of that item that has not yet been received.
456	dDue	Date	Opt	DUEDATE	Exact meaning varies with tran type - but generally the date due. Used mainly with bills and invoices.
456	dShip	Date	Opt	SHIPDATE	Exact meaning varies with tran type - but generally the date shipped or last shipped. For receivable and payable transactions - this is usually the date paid.
456	bPaid	Bool	OptDftF	PAID	T if document has been paid in full. Invoices, vendor bills, and sales tax payments only. Does not exist if the invoice, vendor bill, or tax payment has only been partially paid.
456	mBalanceDue	Curr	Opt	-	Partial amount due on a bill or invoice. If bPaid is False and this field exists, the amount in this field is what is still owed on the bill or invoice. In the future (after V6 work is done), we will likely change this to be the full amount due for this line. Basically, if bPaid is False and there has been no partial payment - then this field will equal mAmount.
456	bReceived	Bool	OptDftF	-	T if line item has been received or (if main of PurchOrd) all items have been received.
456	kPayMeth	Long	FKeyOpt	PAYMETH	Key of customer payment method
456	bCleared	Bool	OptDftF	CLEAR	T if check has cleared bank. This sometimes also occurs in other transaction types. In these cases, we don't know if it has meaning or contains random uninitialized data.
456	bTaxable	Bool	OptDftF	TAXABLE	T if sales tax is applicable for this line item. This will be true even in purchase orders where sales tax is not being paid if the item itself is taxable - which should be ignored.
456	bAutoTax	Bool	OptDftF	EXTRA AUTOSTAX	T if this is an automatically generated sales tax item - using the rate for the tax item at the time generated. If the transaction line in which this occurs has no mAmount field - the sales tax was not charged and this line should be ignored. Before version 6, if cash sales and invoices are entered out of sequence and the tax rate has subsequently been changed - the current tax rate will be used in the calculation.
456	bToPrint	Bool	OptDftF	TOPRINT	T if document is in print queue - waiting to be printed
456	bToSend	Bool	OptDftF	-	T if line item is awaiting online transmittal
456	kPayItem	Long	FKeyOpt	PAYITEM	Key of payroll item used in calculation. Payroll only.
456	sPayItemType	S13	Opt	-	Type of pay item for kPayItem. One of ...
456	mWageBase	Curr	Opt	WAGEBASE	Current wages or earnings used in calculation. Payroll only.
456	mYearToDate	Curr	Opt	YEAR- TODATE	YTD amount used in calculation. Payroll only.
456	sMemo	Memo	Opt	MEMO	Memo text. This can be either data the user entered, or data entered by QuickBooks. If entered by QuickBooks, matching the exact text in code can be useful for determining why the transaction was created - such as for opening balances or condensed transactions.
456	dCustomDate	Date	Opt	SERVICE- DATE	Single user defined date field
456	sCustomField1	S30	Opt	-	1st user defined string field
456	sCustomField2	S30	Opt	-	2nd user defined string field
-56	sCustomField3	S30	Opt	-	3rd user defined string field
-56	sCustomField4	S30	Opt	-	4th user defined string field
-56	sCustomField5	S30	Opt	-	5th user defined string field
-56	sCustomField6	S30	Opt	-	6th user defined string field
456	kNextTran	Long	FKeyOpt	EXTRA ENDGRP	Key of the transaction that follows this. If this field doesn't exist, this is the last transaction in the chain.
456	nOrigKey	Long	Req	TRNSID SPLID	Original key (reference) from this record in the QuickBooks file. This field was added in case it is required in IIF import files.

Contents of this page
QBooks Office Overview

Ver	Field Name	Type	Prop	IIF Name	Description
45-	nKey	Long	PKey	-	Unique memorized document record identifier
45-	sName	S31	Req	-	Name of this memorized document. Normally the name of the recipient of the transaction.
45-	kAcctSource	Long	FKeyOpt	-	Key of account used as the source of funds for this transaction. Normally, a bank account.
45-	sTranType	S8	Opt	-	Type of transaction. See list of transaction types. This field is optional (unlike occurrences of sTranType in other records).
45-	mAmount	Curr	Opt	-	Total dollar amount of memorized transaction.
45-	dNext	Date	Opt	-	Scheduled date of the next transaction
45-	dSubsequent	Date	Opt	-	Scheduled data of transaction following the next transaction.
45-	nNumbRemaining	Long	Opt	-	Count of documents not generated yet. Applies only to documents regenerated on a regular basis - such as loan payments.
45-	sRemindFreq	S13	Opt	-	How often user should be reminded. One of "Daily", "Weekly", "Every2Weeks", "TwiceMonthly", "Every4Weeks", "Monthly", "Quarterly", "TwiceAnnually", or "Annually".
45-	nDaysInAdvance	Long	Opt	-	Count of days in advance to enter this document
45-	bInGroup	Bool	OptDftF	-	T if this is a component of a group. When a memorized transaction is part of a group, QB enters all transactions as a single operation.
45-	bIsGroup	Bool	OptDftF	-	T if this is a group (header) for memorized transactions
45-	bAutoEnter	Bool	OptDftF	-	T if this should be automatically entered as a transaction by QB when the transaction is due.

Contents of this page
QBooks Office Overview