Solved

Item List 14500 limit reached

Forum|Forum|8 years ago
August 2, 2018
13 replies
29 views

Hi

I am based in the UK and today I tried to enter a non stock item but I cannot enter anymore as I have reached my 14,500 limit. I did not realise there was a limit!!! Basically I have been told i have two options:

1. Switch to Quickbooks Online

2. Set up a new company from scratch entering opening balances

Neither option is good for me

Any suggestions. Thanks x

QuickBooks Online

Best answer by Chris_H

Hi Carol B,

Thanks for posting on the community again!

I'm afraid that having reached the list limit of 14,500 in QuickBooks desktop your options are limited. The 2 options which have been mentioned to you so far are possibilities, namely...

1) Exporting your company data to QuickBooks online, where there is theoretically no list limit

2) Starting a brand new QuickBooks company file in QuickBooks desktop, with opening balance and creating only customers/suppliers/ items you need at this time

Of course I know you would much rather keep your current company file, and there is a method by which this may be achieved, albeit a pretty manual one.

Your Names, such as Customers/Suppliers/ employees, and items such as Stock items/non stock items cannot be deleted from QuickBooks if there are any transactions relating to them (Which in most cases there are) without deleting these transactions themselves.

But instead, what you can do is find old names/ Items which are no longer used, and change two of them at a time to have the same name E.G changing two not used stock items in the item list to 'unused'. Once you do this on two old records QuickBooks desktop will ask you if you want to merge the two. If you select yes and merge them, you are effectively turning 14,500 items/names to 14,499 items freeing up another one to be created.

I do appreciate the method suggested is manual, and will take time, but it would allow you to keep running your current company file.

If you have any questions on the above, please don't hesitate to post back.

Thanks.

Chris.

ClayJ

Hello, @CarolB.

Thanks again for stopping by the QuickBooks Community. I'm going to get you over to the UK Community team.

C

Chris_HAnswer

Hi Carol B,

Thanks for posting on the community again!

I'm afraid that having reached the list limit of 14,500 in QuickBooks desktop your options are limited. The 2 options which have been mentioned to you so far are possibilities, namely...

1) Exporting your company data to QuickBooks online, where there is theoretically no list limit

2) Starting a brand new QuickBooks company file in QuickBooks desktop, with opening balance and creating only customers/suppliers/ items you need at this time

Of course I know you would much rather keep your current company file, and there is a method by which this may be achieved, albeit a pretty manual one.

Your Names, such as Customers/Suppliers/ employees, and items such as Stock items/non stock items cannot be deleted from QuickBooks if there are any transactions relating to them (Which in most cases there are) without deleting these transactions themselves.

But instead, what you can do is find old names/ Items which are no longer used, and change two of them at a time to have the same name E.G changing two not used stock items in the item list to 'unused'. Once you do this on two old records QuickBooks desktop will ask you if you want to merge the two. If you select yes and merge them, you are effectively turning 14,500 items/names to 14,499 items freeing up another one to be created.

I do appreciate the method suggested is manual, and will take time, but it would allow you to keep running your current company file.

If you have any questions on the above, please don't hesitate to post back.

Thanks.

Chris.

C

CarolBAuthor

Hi Chris

I have decided to set up a new company which scares me slightly.

If I import the item list to the new company will I be able to delete those I do not want as surely then they will not have any transactions against the?

Also struggling with how to account for VAT. We are on cash accounting basis and I filed a VAT return at the end of July Month End which is now showing in Accounts Payable so I am fine with that bit. However how do I enter opening balances for customers and suppliers and account for the VAT element so the VAT 100 report is correct when invoices are paid. Also on my balance sheet I have a balance in VAT Liability which I assume is those invoices VAT element that has not been paid yet.

When I set up the new company at what point do I import my lists? Will it ask me if I want to import at some point in the set up process.

Sorry for all the questions but pulling my hair out here Thanks x

C

Chris_H

Hi Chris

That is most helpful.

So when you say I need to create invoices for customers/suppliers...the ones that make up the balances do you mean I need to raise an invoice/bill as I would normally but date these as before my opening date. What will this do to my balances in the VAT liability account because some of those invoices will already be included in that balance. I take it also I have to do each one individually and not as a whole balance as they all contain VAT

Thank you

Carol

Hi Carol,

Not a problem at all, most happy to help.

The method described would be best used if the balance on the Vat liability account was left as '0.00' upon the beginning of the new file. This way, the liability account will populate upon the creation of the outstanding invoices/ bills (with the relevant VAT code applied) to represent the outstanding potential Output and Input VAT.

You are correct, these would need to be created individually if there are some invoice lines with VAT considerations, and some lines without.

In terms of date, there should be no problem with creating the invoices and bills used to represent the outstanding balances on the original invoice or Bill date, as they will only be applicable to your VAT 100/ return when you mark the outstanding balance as paid.

Thanks,

Chris.

C

Chris_H

Hi CarolB,

Just to clarify further, When merging list items or names, you do not have to use a different name every singe time.

For example, if you were culling a lot of customers from a while back who you no longer have a need to hold in your books, you could go to the customer list and then change one of the customer names to 'Merged' and save it, then change any other old customer name to also be 'Merged' and you will be asked to merge this customer into the name 'Merged' each time.

You can do the same for old and unused accounts, and stock/non stock items/ services which you no longer require.

Thanks,

Chris.

G

GGM

Another good reason for quickbooks enterprise to be made available in uk there is almost no limits with this.

These limits apply to to all chart of accounts items, cutomers, suppliers ,list etc in quickbooks desktop.

Also thought quickbooks recommends desk top if you have lots of items and not online.

Just a few thoughts

R

RAY15

This is an awful situation to be in, we experienced it too. Its not an answer to start a new company because you can no longer look up customers and their history with you. Basic CRM!

Support for this is poor from intuit.

The only answer is to move to a different software completely.

G

GGM

Hi yes I have this you need to delete items

You can of course only delete items that have not been used.

So make up an item once this is done you then select old items you have and merge them to this new one you can do this over and over.

then the new item can be deleted because it hasn't been used or just keep it there.

This may affect some historic data but if you make sure it is outside current year you should be OK.

Having said all this if you go to online I am told the number of items is unlimted we will see ,it would seem all desktop versions are finishing 30th June 23 so no options.

D

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