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DBR97
Level 2

Quickbooks Pro Desktop 2021

I'm using Quickbooks Pro 2021 and have been using it for several years.  I don't want to make a change in case I mess things up, so I thought I'd ask the question here...

 

Is it possible to change an item number and if I do, will it update in all transactions and the inventory?

So for example, let's say I created an item ABC123 and I have received invoices from my supplier and I have sold hundreds of them, but now I want to change it to  123-ABC.

 

Obviously the items are actual manufacturer's part numbers.  Originally I made up what I thought was an intuitive item number and then for others I used the manufacturer's product code, which looks far better and is more professional.  So now whenever I sell one where I chose the item number it irritates me and I'd like to change them if it's possible providing it retains the integrity throughout the system.

Any thoughts on this will be appreciated.

6 REPLIES 6
Ashleigh1
QuickBooks Team

Quickbooks Pro Desktop 2021

Hello DBR97, 

 

Welcome to the Community page, 

 

There is no way of being able to change it for just one or for moving forward. When you change it it will change it for all of it. 

 

 

DBR97
Level 2

Quickbooks Pro Desktop 2021

Hi Ashleigh

Thanks for your very quick reply.  I don't mind if it changes every transaction where that original item number was used.  It won't affect any transaction values, or shouldn't have any other effect.

 

So before I dive in and make the change, I'm assuming the procedure would be to open the Item list, right-click and select "Edit Item", then change the item number and then click OK?

Having never attempted this before I'm assuming it should display a warning.

Of course I'll make sure I have a backup before making such a change.

 

Is there any other advice you might like to offer?

Regards

Dave

Ashleigh1
QuickBooks Team

Quickbooks Pro Desktop 2021

Thanks for coming back to us Dave, 

 

Yes that is how it works, no it doesn't give you a warning when you change the name. Also, we advise that it is a good idea to make a backup either way. 

 

 

DBR97
Level 2

Quickbooks Pro Desktop 2021


@Ashleigh1 wrote:

Thanks for coming back to us Dave, 

 

Yes that is how it works, no it doesn't give you a warning when you change the name. Also, we advise that it is a good idea to make a backup either way. 

 

 


Hi Ashleigh

Thanks for confirming I'm on the right track.  I'll take the cautious approach and do two backups so I'll have a safety net. I'll let you know how it goes.

Kind regards

David

Ashleigh1
QuickBooks Team

Quickbooks Pro Desktop 2021

Hello David,

 

No problem at all, yes do the backups so you have got them for just in case. 

 

Have a lovely evening, if you need any further support you know where we are. 

DBR97
Level 2

Quickbooks Pro Desktop 2021


@Ashleigh1 wrote:

Hello David,

 

No problem at all, yes do the backups so you have got them for just in case. 

 

Have a lovely evening, if you need any further support you know where we are. 


Hi Ashleigh

Mini project completed!  I'm very grateful for your help.  It was a simple change, but I'm glad I asked because I was nervous in case it might have caused problems.  I have changed all the items, checked the transactions and it all went quite smoothly.

 

There was an issue with one of the items.  When I typed in the item number I wanted it returned an error message saying "This name is already being used.  Would you like to merge them?"

 

So inadvertently I must have created a new item when one already existed under my "descriptive name".  This just proves why I needed to make the changes.  I checked those items and they were merged without any problems.

 

Thanks again for your help.  It was very much appreciated.  Smiley Happy

Kind regards

David