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Merge list entries in QuickBooks Desktop

SOLVEDby QuickBooksQuickBooks Enterprise Suite9Updated 1 month ago

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

If you enter the same item twice with different names, you can merge them and keep your lists accurate. We'll show you how.

Before you merge make sure:

  • Backup your QuickBooks Desktop for Windows or Mac company file.
  • Switch your company file to "Single User" mode.
  • Clear any pending accountant changes.
  • Multicurrency is off in QuickBooks Desktop for Windows.
  • The vendors you want to merge aren’t:
    • Tax authorities
    • Tax exempt
    • Paid through online banking
    • Direct deposit vendors

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

  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. 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: If you get the message, “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 Merge Vendors tool in Accountant and Enterprise editions

  1. Accountant Edition: Go to Accountant, select Client Data Review, then select Merge Vendors.
    Enterprise edition: Go to Company, select Accounting tools, then select Merge Vendors.
  2. Select the vendors you want to merge, then select Next.
  3. Select a Primary Vendor, then Merge.
  4. Select Yes to merge the vendors, then select OK.

User-added image

Merge entries in chart of accounts, Item, Customer:Job, Vendor, 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.

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