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Merge list entries in QuickBooks Desktop

by Intuit• Updated 3 weeks ago

Learn how to merge accounts, customers, suppliers, and more in QuickBooks Desktop for Windows.

Entered the same item twice, but with different names? Don’t worry, you can merge duplicate entries and keep your lists accurate. We’ll show you how.

Before you begin:

  • Backup your company file in QuickBooks Desktop for Windows.
  • Switch your company file to "Single User" mode.
  • Clear any pending accountant changes.
  • Ensure multicurrency isn't turned on in QuickBooks Desktop for Windows.
  • Ensure the suppliers you want to merge aren’t:
    • Tax authorities
    • Tax exempt
    • Paid through online banking
    • Direct deposit suppliers


Merge entries in Chart of Accounts, Item List, Customer List, Supplier List and Employee List

  1. Go to the list that has the entries you want to merge.
  2. Copy the name of the entry you want to keep.
  3. Right-click the entry you don’t want to use, then select Edit.
  4. Paste the name you copied, then select Save & Close.
  5. Select Yes to merge the entries.

Note: (For Chart of Accounts) If you get a message that says “You cannot merge an account that has online information associated with it into another account”, you have an active bank feed on one of the accounts. Here’s how to turn off bank feeds.

Use the Merge Suppliers tool in Accountant and Enterprise editions

  1. (QuickBooks Desktop Accountant Edition) Go to the Accountant menu, select Client Data Review, then Merge Suppliers.
    (QuickBooks Desktop Enterprise) Go to the Company menu, select Accounting tools, then Merge Suppliers.
  2. Select the suppliers you want to merge, then select Next.
  3. Select a Primary Supplier, then Merge.
  4. Select Yes to merge the suppliers, then OK.

Merge entries in chart of accounts, Item, Customer:Job, Supplier, Employee, and Other Name

Re-name to merge:

  1. Go to Lists, then select the list that has the entries you want to merge.
  2. Copy the name of the entry you want to keep.
  3. Select the entry you don’t want to use, then select the pencil icon to edit it.
  4. Paste the name you copied, then select OK.
  5. Select Yes to merge the entries.

Use the Merge menu item:

  1. Go to Lists, then select the list that has the entries you want to merge
  2. Select the name of the entry you want to remove
  3. Go to Edit, then select Merge.
    Note: You can also right-click the entry and select Merge.
  4. Select the name of the entry you want to keep.
  5. Select Merge to merge the entries.
  6. Select Yes to confirm the merge operation.