QB 2020, Merge Classes & Warning Message

I appreciate you for upgrading your QuickBooks Desktop for Mac to the latest version. Let's perform some steps to merge your classes, BDGmic.

I've checked here on our records and there's no reported case about this error message when merging classes. You can merge two classes through editing the second class and make the name identical to the first class. The system will detect an existing class with the same name you're trying enter then will ask you two merge these classes instead.

However, we can't combine more than two items at a time. Also, the option to combine items if both have sub-items is unavailable. We'll need to first remove the sub-items from the items you want to remove. Once done, identify which Class name you want to keep and which one you want to combine. Just follow the steps below to merge them: 

1. Go to Lists on the top menu. 
2. Choose the Class List.
3. Select a class, then change the Class name with the same class that you want to merge.
4. There will be a prompt message, just tap Yes.

To check if the two classes are merged, just right-click the class and choose QuickReport. Once you merge two items, we can't reverse it and all transactions (even in closed periods) will be under one item. It may also affect previous financial reports and the data associated with the merged item is removed from your records along with the item itself.

To learn more about how to add, edit, and delete items in QuickBooks Desktop for Mac, see Add, edit, and delete items article for more details.

If the same thing happens, there may be a damaged data on the company file you've been working with. We can run the Rebuild Data tool is built-in to fix any company file data issues.  Just follow the steps and detail in his article: Fix data damage on your QuickBooks Desktop company file.

I'd like to know how you get on after trying the steps, as I want to ensure this is resolved for you. Feel free to reply to this post and I'll get back to you. Take care always.

Hi RCV - first, thank you for your detailed response.

Second, you are correct - I can and have only merged 2 names from Items List at a time.  Merging can occur when the name and subitem fields match.  I usually get a pop-up window stating "Merge.  This name is already being used.  Would you like to merge them?"  I have the option to click yes or no.

You are further correct in stating that once merged, it can't be reversed.

However, I am unable to merge names from Class List.  I followed your steps, and my number 4 step shows a prompt message that says "Warning.  This name is already in use.  Please use another name."

I've periodically ran "verifying" and "rebuilding" data, and QB has not found any damages or issues.  It's a curious case.  Any other ideas?  I appreciate your feedback!

Hello there, BDGmic.

I do appreciate your time for troubleshooting the error messages you were prompted with. You might want to run the QuickBooks File Doctor to fix company file issues. If the same thing happens after merging, I'd suggest getting in touch with us so we can further investigate the root cause of this issue. 

Here's how to contact us: 

1. Click this link:https://help.quickbooks.intuit.com/en_US/contact
2. Select QuickBooks Mac Desktop.
3. Click Company file.
4. Scroll down to the page where you can see the option to contact us.

We'll be around the corner to help. Just keep us posted on how this works. You take care and stay safe!

Hi Catherine,

Thank you very much for your response!  I followed the link to QuickBooks File Doctor, but it is an .exe file made for Windows.  I run QuickBooks Desktop 2020 for Mac.  Does Intuit have a Mac version of File Doctor? I would be happy to run a software compatible version.

TIA!

I appreciate you for getting back to us, BDGmic.

We have Safe Boot mode in QuickBooks Desktop for Mac as an alternative to File Doctor in the QuickBooks Desktop Windows.

Let me guide you with these steps:

1. Shutdown your computer.
2. Press the Power button, then press and hold the Shift key on your keyboard until you see your Desktop.
3. Open QuickBooks and continue merging classes.
4. Return to normal mode by restarting your computer without pressing anything.

If the same thing persists, you can add a new Mac OS user.

If the same error occurs after adding a new Mac user, you can reach out to our Phone Support team. You can follow the steps shared by my colleague.

Let me know if there's anything that I can help. Take care!

Hi Adrian,

Thank you for your response.  I tried your steps, but I still received the same result.  I can merge Items but I cannot merge Class.  I can reach out to Phone Support team.  May I ask for a contact number?

Much appreciated!

Michelle

Thanks for following up with the Community, BDGmic.
 

You can get in touch with our Customer Care Team outside of your product by following the steps provided by my colleague, Catherine_B.
 

If you'd rather request a callback while using QuickBooks, here's how:
1. Go to Help, then QuickBooks Desktop Help.
2. Click Contact Us.
3. Enter a description of your situation and hit Continue.
4. You'll be presented with a few methods for connecting with Intuit. Select Get a callback.
 

Be sure to review their support hours so you know when agents are available.
 

I'll be here to help if there's any questions. Have a wonderful day!

Hi Michelle and Adrian,

I'm looking to Merge several of the Classes that we have in our system and came across this thread. I'm curious that when you said it would allow you to Merge Transactions but not Class are you stating that when you attempt to merge the class and say yes to merging that it changes all of the transactions to the new class from the old one but still has the old class in the class list? Or are you running something else to merge the transactions?

I was thinking of doing this and following the these steps.

1. Get everyone out of the system

2. Log in under single-user mode as ADMIN. I think only the ADMIN can make these changes.

3. Run a full data backup (just in case you know)

4. Run several financial reports

5. Make all merge changes in system (I have a bunch, someone got sloppy here)

6. Rerun financial reports and verify that evereything still tics and ties

7. If everything ties then I'm good to go. If not, then might have to reload the database from the backup

8. Exit single-user mode

Am I missing anything?

Thank you,

Kirkg

Hello,

I'm wanting to merge a bunch of classes together as well and came across the conversation. It looks to be fairly straight forward but wanted to ask a couple of questions.

1. I see that one person said they could merge items but not classes? Does that mean that you ran the merge class and it changed all of the transactions but that the old class still appears on the list? not sure I am following this.

2. When doing the merge class I am assuming that only the ADMIN has the rights to do this and that you should also be logged in, in the single-user mode. Is this correct?

3. Before performing the merge class do you recommend runnning a complete backup and financial reports to ensure that the financials don't get out of whack or that something isn't deleted or corrupted in the process?

I'm here to answer all of your questions, @Kirk719.

You can definitely merge two classes in QuickBooks. Once you did, all of your transactions will be under one item. This will affect your reports and the data associated with the merged item will be put under one record.

To do this, simply edit the name of the class you want to merge and enter a similar name. This will automatically detect by the system and will ask you to combine them. 

For your second question, it's not necessary to be a master admin when merging classes. As long as other users have access to this feature, then they can merge classes as well. Please take note that they can only do it one at a time. 

Lastly, yes, I'd highly suggest running a backup before merging your classes or any accounts. This way, you can get easily recover your earlier data in case something unexpected happens during the process. 

To get more details about adding, editing, and deleting items in QuickBooks Desktop for Mac, see Add, edit, and delete items article for more details.

If you have any other QuickBooks for Mac related concerns, please write them down below. I'll be here to answer all of them for you, Kirk719. Have a good one!

I have the same problem. I have previously been able to merge classes but now continually get the message: 

"Warning, This name is already in use. Please use another name."  I am running QB Desktop Mac 2021 version. Can anyone help with this?? I am downsizing all the classes and need to merge.

Hello @SJG123,

Welcome to the Community. I can clarify things about merging list entries in QuickBooks Desktop for Mac.

There are limitations when using the Merge feature in the Desktop version. You can only merge list entries for Chart of Accounts, Item, Customer: Jobs, Vendor, Employee, and Other Name.

You can refer to our QuickBooks Desktop for Mac user guide for more information. It contains details and step-by-step instructions to guide you further.

I agree it would be beneficial to have this option to streamline the process. Our engineers might be working to bring this feature over to this platform in the future.

As we assess this, I recommend sending your feedback directly to our product engineers. We continue to improve the features, and this option might be available in the future.

Here's how:

1. Open QuickBooks Desktop.
2. Click the Help tab at the top menu bar.
3. Hover your cursor to Send Feedback Online, then select Product Suggestion or Help System Suggestion.

Our product also has Verify and Rebuild tools to find the most common data issues in a company file and fix them. I've added a link you can check out to resolve data issues in QuickBooks: Verify and rebuild data in QuickBooks Desktop for Mac.

Fill me in if you have more questions about managing list entries or the features. I'm always here to help. Have a great day.