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Level 1

importing inventory

I need to import inventory to 12 trucks "sites"; however, when i use advanced importing I don't see sites mentioned in mapping. Thanks for any and all help.

3 Comments 3
QuickBooks Team

importing inventory

Hi there, @ jlb1063.


I'd be glad to guide you in the right direction to help you with importing items. 


Before importing data in QuickBooks, please make sure to back up your company file. This is important insurance, if you lose data for any reason, you can restore the backup anytime.


One of the possible reasons why they don't accept the edit in the Quantity on hand column is because there are changes from the original list. Mapping of accounts will be definitely affected during the financial exchange. To import correctly, you'll need to review the Quantity you enter before importing again.


Also, here are some articles that you can refer to learn more about importing files in QuickBooks Desktop:


To start the import process, you'll need to make sure you already enabled inventory tracking. Here's how:


  1. Open QuickBooks and log in as Admin.
  2. Go to the Edit menu and choose Preferences.
  3. Click Items & Inventory then, go to the Company Preferences tab.
  4. Mark the Inventory and Purchase Orders are Active tick boxes.
  5. Click OK, when done.


After that, create your inventory accounts. To do that, follow the steps below:


  1. Click the Lists menu and choose Chart of Accounts.
  2. Right-click anywhere and click New.
  3. Choose Account Type. Here are the accounts you need to create types: Income Account to track sales, Cost Of Goods Sold (COGS) AccountInventory Asset Account.


Next, add your inventory items. You must use the same name, spelling, and capitalization from the file you're importing into QuickBooks.


Once you're done setting up your inventory data, you can now create an Excel spreadsheet. To import, follow the steps below:

  1. Click the File menu and select Utilities.
  2. Choose Import then, Excel Files.
  3. Click No on the Add/Edit Multiple List Entries.
  4. Choose Advanced Import.


You can use this article to know more about import or exporting MS Excel files in QuickBooks Desktop. 


 Please let me know how it goes. I'll be more than happy to help you if you need further assistance. Have a great day!


Level 1

importing inventory

Thanks so much for your time and response!

When I get to the mapping for the import I do not see anything pertaining to the "sites" to receive the inventory. I have twelve different trucks or "sites". I really hate to think I have to import then transfer to each site.

Again thanks!

QuickBooks Team

importing inventory

Thanks for getting back to us, @jlb1063. I understand how you want to import inventory to 12 truck sites. As an insight, the Site field isn't included in the IIF file form. 


You'll want to explore some third-party apps that can create a mapping to import transactions. Visit the QuickBooks App Store to find the right apps that suit your business. 


For future reference, check out this article for more guidance on importing items: IIF Overview: import kit, sample files, and header.


 Let me know if you have more questions, @@jlb1063. I'm always around here to help you more about importing.



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