Hello, AW-TORI.
I'll explain the process of creating a new company file from your existing one, so you can create a new inventory system.
The best way to handle this is to create a new company file, then import your current data to the new one.
The general idea for this process is to export your lists (except inventory) for cleanup, then import them to the new file.
Although, we can include the inventory portion. Ideally, we would want to check your correct inventory count, then enter the accurate data on the exported file.
The first step is to check and take note of your vendor, customer, and account balances. We would want to get a copy of the figures before we proceed with the import process.
To do this, we can run some reports. Go to the Reports menu, and open the following:
- Account balances: hover on Company & Financial, then select Balance Sheet Detail.
- Customer balances: Go to Customers & Receivables, then select Customer Balance Detail.
- Vendor balances: Go to Vendors & Payables, then select Vendor Balance Detail.
On the report screen, click the Print button if you want to keep a hard copy. We can also select Save as PDF if you want to get a digital copy.
Next, let's export the data out of the existing company.
After exporting, we would essentially want to clean up your lists, and if included, your items. When cleaning, enter the correct quantity on hand to ensure we'll have an accurate record on the new company file.
A detailed guide for exporting and cleaning your lists can be found here: Export lists from the old company file into a new data file.
After exporting, let's create a new company file:
- Go to File, then select Close company (if you're still viewing the existing company). We could also just open QuickBooks Desktop, then click on Create a new company.
- Click on Create a new company.
- Enter the details of the new company (based on the existing information).
On the new company file, we can start importing your lists, then entering the beginning balances for the current period.
We'll want to use the reports we exported for the accurate current balance for accounts, vendors, and customers.
Take a look at this guide if you want more details about the solution above: Start a new company file with data from your existing file.
If you need help managing your items or inventory, take a look at this guide: Add, edit, and delete items.
I'll also add this guide if you need to adjust your inventory quantities in the future: Adjust your inventory quantity or value in QuickBooks Desktop.
Let me know if you have questions about managing your inventory in QuickBooks. If you need to take care of your balances, entries, or reports, add the details to your reply. I'm here to help.
