How to import Custom Item field in Quickbooks Enterprise Desktop

sbasnett · ‎September 09, 2021

Hello, I have created a custom field in our QB Enterprise Desktop 19.0 item table. I can export all of the items and see the field. Once I add the data for that custom field into Excel for each of the 1079 items, how can I re-import it so my 1079 items are updated? It does not seem to be an option on the import, or is there a work around to activate that custom field for the import? Thanks in advance!

BigRedConsulting · ‎September 10, 2021

You can import custom fields. The ability to do this has always existed, since custom fields were created.

In your case, since the items already exist, the way to do this is to export your items list to an IIF file, which is a tab-delimited file, and then edit it in Excel, add the custom field values to the appropriate field (one of the CUSTFLD fields), then save the file (again, as a tab-delimited file) and then import it back into QuickBooks.

Note that it's best to remove all the item rows that you're not updating, since when you import an item on top of an existing item, matched by NAME, the item is essentially replaced with the data in the IIF file.

The items will look something like this in Excel. You'll see the defined custom fields at the top, and need to map them to the right CUSTFLD. For example, the field "Color" is INDEX 0, meaning the first field and it maps to CUSTFLD1:

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Mark_R · ‎September 09, 2021

I've got you covered, @sbasnett.

The option to import custom item fields is currently unavailable in QuickBooks Desktop. As an alternative, you'll have to copy the data from your Excel file and paste them into the given spreadsheet upon importing. Here's how:

Go to the Lists menu, then select Item List.
From the Excel drop-down, choose Import Items.
Click Products I Sell and select Yes.
QuickBooks will then provide a spreadsheet when you can paste your item lists.

After saving your item list, you can now start importing it to your QuickBooks Desktop.

In addition, since you're trying to re-import your item list, it may cause duplicates. If this happens, you'll need to merge them. For more guidance, you can read through this article: Merge list entries in QuickBooks Desktop.

You might also want to learn how to manage your items, like combining, hiding, or deleting them. This article will guide you through the process: Manage items.

Please let me know if you need further help importing custom item fields. I'll be standing by for your response.

BigRedConsulting · ‎September 10, 2021

You can import custom fields. The ability to do this has always existed, since custom fields were created.

In your case, since the items already exist, the way to do this is to export your items list to an IIF file, which is a tab-delimited file, and then edit it in Excel, add the custom field values to the appropriate field (one of the CUSTFLD fields), then save the file (again, as a tab-delimited file) and then import it back into QuickBooks.

Note that it's best to remove all the item rows that you're not updating, since when you import an item on top of an existing item, matched by NAME, the item is essentially replaced with the data in the IIF file.

The items will look something like this in Excel. You'll see the defined custom fields at the top, and need to map them to the right CUSTFLD. For example, the field "Color" is INDEX 0, meaning the first field and it maps to CUSTFLD1:

sbasnett · ‎September 13, 2021

Thank you, very helpful. So, I exported the Item.IIF , updated my custom field, saved (still an IIF file) but each attempt at Utilities, Import IIF brings the message, "We weren't able to import right now. Try again later." (I regularly and successfully import an IIF journal entry for payroll.) Is there anything that needs to be done to the file to successfully re-import it? Thanks again for any support. Have a nice day!

AileneA · ‎September 13, 2021

Hello, sbasnett.

First, make sure that your QuickBooks Desktop is updated to its latest release. This is to make sure that you have the latest features and fixes. See this update QuickBooks to the latest release article for more information.

Then, run the Verify and Rebuild Utility tool can help you fix this. The Verify Data can initially identify any data issues within your company file. Then, the Rebuild tool will self-resolve it. However, before we begin with the troubleshooting, let's secure a backup of your company file. Once done, we can proceed to verifying and rebuilding your data in QuickBooks Desktop.

Verify data:

Go to File, then Utilities and choose Verify Data.

If it will detect an error, proceed and Rebuild your data:

Go back to the File menu and then Utilities and select Rebuild Data.
Choose OK if you’ll receive a message to back-up your company file.
After creating the back-up file, the Rebuild Data utility will run automatically.
Click OK when you get the message Rebuild has completed.

You can also check out this article for the detailed steps on running the Verify and Rebuild tool in QuickBooks Desktop: Resolve data damage on your company file.

I'll be around here in the Community if you require additional information about IIF in QuickBooks. Have a great rest of your day!

Fiat Lux - ASIA · ‎September 13, 2021

@sbasnett

Utilize the trial version of a 3rd party migration tool to isolate the issue. You will do the same as earlier. Export your Item List data to XLS, modify it, and reimport it to overwrite your existing data. Don't forget to use a backup file to try this option.

https://transactionpro.grsm.io/qbd

https://partners.saasant.com/affiliate/idevaffiliate.php?id=5051_2

BigRedConsulting · ‎September 13, 2021

@sbasnett RE: "We weren't able to import right now. Try again later."

I don't know what that's about. I've never seen a try again later message before.

Try the steps we recommend to our clients: BRC QuickBooks 2019+ IIF Import Changes and Recommendations

sbasnett · ‎September 17, 2021

Thank you for the suggestions, no errors, nothing to rebuild, file still won't re-import. Try again later message. I was so hopeful and still eager to hear any other options. Thanks!

Mich_S · ‎September 17, 2021

I can imagine the hurdle you've been through fixing the issue when importing custom fields, @sbasnett.

Since you're still experiencing the same issue after going through the troubleshooting steps, I suggest contacting our Customer Support team. This way, they can recommend more fixes and resolve your issue in a timely manner.

Here's how to reach support:

Open your QuickBooks company.
Click on the Help menu and choose QuickBooks Desktop Help.
Click on Contact Us.
Enter a brief description of your issue, then hit Let's talk and then select a way to connect.

Please note the support hours to make sure they are available to help you further.

Here's an article to guide you to fix common template issues in QuickBooks Desktop: Fix common issues when you use and customize templates.

Don't hesitate to hit the reply button if you need more assistance with QuickBooks and customizing fields. I'm always around to back you up.

Fiat Lux - ASIA · ‎September 17, 2021

@sbasnett

Create a backup file and restore it with another file name. Try to import into the new file.

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How to import Custom Item field in Quickbooks Enterprise Desktop