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Intuit

Merge list entries in QuickBooks Desktop

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

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 or Mac.
  • 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 vendors you want to merge aren’t:
    • Tax authorities
    • Tax exempt
    • Paid through online banking
    • Direct deposit vendors

QuickBooks Desktop for Windows

Merge entries in Chart of Accounts, Item List, Customer 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.

Merge Vendors List entries

QuickBooks Desktop for Windows 2019

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

User-added image

QuickBooks Desktop for Windows 2018 and below

  1. Go to the Vendors menu, select Vendor Center.
  2. Copy the name of the vendor you want to keep.
  3. Right-click the vendor you don’t want to use, then select Edit Vendor.
  4. Paste the name you copied, then select OK.
  5. Select Yes to merge the vendors.

QuickBooks Desktop for Mac

Merge entries in Chart of Accounts, Item, Customer:Job, Vendor, Employee, and Other Name

  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. 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.

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