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IIF Export to QuickBooks Online

Q. I have exported my MaxxTraxx transactions to a QuickBooks IIF file. I use QuickBooks Online rather than the desktop version. How can I import that file up to my online QuickBooks as the standard method does not work?

Answer:

There is a third-party application called Guru Importer that will work in this situation.  Their website can be found here:  https://guruimporter.com/


Written By: Keith Rakowski

Adding a Custom Company Logo

Q. How do I add a custom company logo on my print outs?

Answer:

To replace the system generated invoice header and fill the entire top part of your invoice, make sure your image files are:
1.  Named ROFULL (for Service Counter invoices) and PIFULL (for Parts Counter invoices) and ARFULL (for Customer Statements)
2.  Either a .jpg or .bmp file type extension
3.  That the image size is exactly (in dpi): 2396 x 438
4.  Place those files in the following location:
C:/Scott Systems/MaxxTraxx Pro/Data/Company folder

Place the picture files in the “Company” folder.  Make sure they are named correctly and that there are no other similar files in there.  Or tell it to “overwrite files” when you go to place them in there.This will overrite the current shop information, so make sure that is on your logo if you want the address and phones numbers to show still.


Written By: Nick Peddie

Export RO and A/P Transactions to Sage Accounting

Q. Can you export your transactions from MaxxTraxx into a QuickBooks data file format (.IIF file extension) and import them not only into QuickBooks but also into the Sage Accounting program?

Answer:

  1. Yes you can. Here’s how:
    1. In MaxxTraxx, click on the Accounting menu item at the very top.
    2. Then click on Export to QuickBooks
    3. The Export Transactions dialog box will open up.
    4. In this window you will choose your export dates and other parameters to generate your list of transactions.
    5. Select your transactions individually or click the Select All button to get them all.
    6. Click the Export Selected Items button at the bottom left hand side when you are ready.
    7. This should export a dated file that has a .IIF file extension at the end to the following location:  c:\Scott Systems\MaxxTraxx Pro\Export
    8. In your accounting system, you will use the appropriate method to import those transactions.  This is the Sage Accounting or Sage 50 method:
      1. i.Reminder:  Always create a backup of your data before beginning any data import!
      2. Select File, Import/Export, then Import Records.
      3. Select OK
      4. Select QuickBooks
      5. Select Next
      6. Choose the item/s you want to import, corresponding to what was saved from.
      7. Browse to the location of your exported .IIF files from QuickBooks.  Select that file.
      8. Choose all that apply in the same window.
      9. Select Next the start the import process.
      10. Select OK
      11. Select Finish to complete the process.
    9. You did it!  Check your transactions and make sure all are correct before continuing to use that data.


Written By: Keith Rakowski

Emergency Registration

Q. How do I set up a user's MaxxTraxx to bypass registration in emergency scenarios only?

Answer:

Backdoor Registration for emergency only.

Have the customer click on Help\About MaxxTraxx
Hold down Ctrl+Shift +R to reveal their Access Code Key, a 5 digit number.
Open the customer's record in WinSupport, and open the Registration tab.
Click on the Manual Registration button.
Enter the Key from the customer's screen into the Key From MaxxTraxx field in WinSupport
Have the customer enter that password into the Password field on his screen and press OK.
If the numbers all match, they will see a Registration screen with information and 3 choices:
Try Internet Registration
Use Last Known Registration
Use Registration Code

Assuming the internet is still down, and using the last known registration fails, have them enter the Registration Code  from WinSupport into their Registration Code field and click on Close.
They should now see a Notice:  Registration completed.  Click on OK and "Use Manual Registration" and go to work.


Written By: Rex Panton

Exporting Accounts Payable Transactions into QuickBooks

Q. What are the steps I need to take to export my AP transactions from MaxxTraxx into QuickBooks?

Answer:

If you are going to use QuickBooks to do your accounting, and want to be able to export your Accounts Payables transaction so that they can be successfully imported into QuickBooks, you need to insure that the following items are set up correctly.

1. You must have a vendor set up in QuickBooks whose name exactly matches the spelling of the vendor you have in MaxxTraxx.
2. The general ledger account number you choose to use in MaxxTraxx must have an exact match in QuickBooks, and that account must be set up as an Accounts Payable type. If, in QuickBooks, the account is not set up originally as an Accounts Payable type, you won't be able to change it later. If these conditions are not met, you will get an error trying to import the transaction from MaxxTraxx.


Written By: Rex Panton

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