Edit Multiple Items to change Price and Cost Values in QB Desktop

Hi there, Azores44.

Generally, companies with large inventory lists provided by a few vendors can update these lists with an .IIF from your vendor. By simply importing the updated file into your company file, we'll be able to record the changes. However, this will erase the existing fields that you didn't update.
 

For us to update the cost and price of your items, we'll have to use the Add/Edit Multiple List Entries option. Please know that we can also copy your data from Excel then paste it into the Add/Edit Multiple List Entries window to expedite the process. I'll show you how:

1. Select List from the top menu bar, then choose Add/Edit Multiple List Entries.
2. Click the List drop-down arrow, then select the list that you want to update.
3. Choose in any field and begin making changes.
4. You can copy (Ctrl+C) the data from Excel then paste (Ctrl+V) it into the Add/Edit Multiple List Entries window.
5. To copy the data in a specific field to the remaining records, simply highlight the desired field and right click then choose Copy Down. If data is in any of those remaining fields, it will be overwritten.
6. To duplicate a row simply place your cursor in any row, right-click and choose Duplicate Row. The record is duplicated into the next row and is preceded with the word "DUP."
7. Click Save Changes when you're done.

In case you'll need to track where your company stands in terms of expenses and accounts payable, we can customize your vendor reports.

If there's anything else that I can help you with, please don't hesitate to insert a comment below. Stay safe and healthy.

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@Azores44 wrote:

We have a third-party import solution that, while it has worked well in the past, is throwing errors and while we have been working with that utility vendor's tech support, that process is taking too much time and it's important that I get these changes made ASAP.

@Azores44 

Which tool did you use? TP or else?

https://transactionpro.grsm.io/qbd

We have a similar situation. We have approximately 10,000 items in our list that need a price change but they are all different prices so the copy and paste feature does not work.  Additionally, they are not changing by a uniform amount (eg, some may change 2.3% and others may change 7.9% and so on). All the correct data is in an excel spreadsheet which I could import by copying and pasting but that would override my quantities on hand, on order or WIP fields.  Please advise.

We have a similar situation. I need to adjust the price of approximately 10,000 inventory items but they are not all the same price so the copy/paste function will not work.  Additionally, they are not all changing by the same percentage so I cannot do an adjustment by class. I have all the data in an Excel file but if I copy and paste the data into QB it will override all of the current data and I will lose all of my quantities on hand, quantities on order, and WIP information.  Please advise.  Thank you in advance.

Thanks for joining in this thread, TCUUT.

I know how important it is to update all your inventory items without overriding other current data in the system. However, the option to do is currently unavailable in QuickBooks Desktop.

As a workaround, you'll want to search for a third-party application that integrates with your desktop version. Here's how:

1. Go to https://desktop.apps.com/home#!category/10368/6984.
2. Search for apps in the search box.
3. Hit Search.
   

The system displays the list of applications available that matches the description you entered and are compatible, and designed to work with QuickBooks Desktop. Once you find the right app, click to open it. Otherwise, you'll need to update them one at a time.

To learn more about how inventory works in QuickBooks Desktop, you can take a look at this article: Set up Advanced Inventory. It provides more details on how to manage your inventory sites as well as steps to set reorder points.

Additionally, I recommend visiting the What's New section on your QuickBooks Desktop, to be notified of our latest news and updates including product improvements.

Let me know how it goes in the comment, I want to make sure you're able to find the right app for you. I'm always here to provide further assistance with inventories or anything in QuickBooks.

what do you do when you get *overflow* in the cost & price fields when pasting from excel

Thanks for joining this thread, tanyaor. I'm here to help you figure this out.

QuickBooks Overflow error occurs when one of your accounts has exceeded the maximum value authorized to it. There might be one or more of the following reasons behind the occurrence of this error:

• The account balance of your company or other fields is more than $9,999,999,999,999.99.
• A damaged or corrupted transaction data in your company data.
• In case you convert a large amount on a Group Item to a different large amount, this error may appear by the component item of the group.
• If the inventory has a value larger than the item's number.
• If the format mismatches with the format accepted by the QuickBooks Accounting Software.

For best results, we can resolve this by following the steps outlined in this article: Overflow in QuickBooks Desktop.

Feel free to comment below if you need more help.

Is there a reason why you cannot use the price rule function to change bulk pricing? I know it's not what it is intended for but it seems to work. It does allow you to select products.

Is there a reason you cannot use the price rules function at least on the sales end? I tested with a few items and it seemed to work. I know it is not intended for that but a computer doesn't know why prices changed. LOL Am I missing something?

Hi, @swimmer77.

You're right. You can consider the price rule feature to update the prices of your items. With price rules, you have more power and precision to set conditions for when QuickBooks changes an item price. It can be created with a combination of conditions. QuickBooks can also override rules (for example, if you always want to charge a specific price for an item).

Please make sure that you had the supported version of QuickBooks since this is only available to QuickBooks Desktop Enterprise users. I'm adding this link as your guide: Use Advanced Pricing.

For more tips, while working with QuickBooks and your inventory transactions, you can also check out the topics from our help articles.

If you have any other questions about modifying prices to multiple items, please let me know by adding a comment below. I'm always here to help. Have a good one!

I have a different situation, but couldn't find another thread in the community where my situation belongs, so forgive me if this post belongs somewhere else. 

I use Quickbooks "Desktop" Pro Premier 2021. 

I was hoping when I upgraded to the new 2021 that this issue had been fixed, but no :( 

I like to use the Add/Edit Multiple List Entries feature to manually update my sales tax rates, and to audit & edit those who live out of state so I can change them from 'Wholesale' to 'Wholesale Out of State'. Keeping my list audited & edited properly ensures my Sales Tax Liability Reports are correct, so using this feature is very important to me. I do NOT prefer to automatically download sales tax rates using the sales tax rate import features. The way we run our files, it is easier for us to use manual updates for that.

Herein lies my question: When I'm in the Add/Edit Multiple List Entries screen, I get columns titled "Company Name", "Name", "Phone", "BillTo 1", "BillTo 2", etc.  

In my "BillTo 3" field, the CITY, STATE & ZIP is all in one cell.

When is Quickbooks going to sort this out so I can have one column for city, one for State, and one for zip, so I can sort my list effectively??

Please Quickbooks, please help.

*face palm* & *eye roll*

Hello there, @EmeraldLLC.

We recognize that each company has unique needs, and I can see how the feature you're looking for would benefit and empower your business. Since the feature you're looking for isn't currently an option. In the meantime, you can enter the City, State, and Zip in every column in the Bill to 1, Bill to 2, Bill to 3, and so on. Doing so, it'll show on the list as different columns.

I also encourage you to submit feedback to our Product Development Team. They look through submitted feedback for future updates and use those suggestions to develop changes for the product. 

To do this, here's how:

1. Go to the Help menu at the top.
2. Select Send Feedback Online.
3. Click Product Suggestion. 
4. Enter a few words describing your request in the Here is my suggestion: field.
5. Click Send Feedback.

To be updated with our latest news and updates, including product improvements, I encourage you to visit the What's New section on your QBDT account or open this link to view our product update blogs.

If you have other concerns, please post in the Community again. Wishing you and your business continued success!

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@EmeraldLLC wrote:

Herein lies my question: When I'm in the Add/Edit Multiple List Entries screen, I get columns titled "Company Name", "Name", "Phone", "BillTo 1", "BillTo 2", etc.  

 

In my "BillTo 3" field, the CITY, STATE & ZIP is all in one cell.

 

When is Quickbooks going to sort this out so I can have one column for city, one for State, and one for zip, so I can sort my list effectively??

 

@EmeraldLLC 

Prepare your Customer List data with the following template

then utilize one of these migration tools

https://transactionpro.grsm.io/qbd

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

Thank you but what I am really wanting is for Quickbooks to make more of an effort to allow the customers to do this without needing to use a migration tool. Many users (me included) don't understand or know how to use these migration tools, and/or are too afraid to mess something up in the process.

@EmeraldLLC 

You should create a backup file (QBB) and restore it with another name. Then you may utilize the trial version of the migration tool with the restored file to learn how it works. 

Can you share how you did this?

@JDC_ACS 

Which post is your question directed to?

Can you please share how you did this?

I'm sorry, I was trying to reply to another user. This was regarding exporting and importing an edited price level list with Excel.