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E
Erss
August 28, 2024
Question

Importing Inventory

  • August 28, 2024
  • 1 reply
  • 50 views

Having an issuing of importing an Inventory list to a new file....  From what I read, I have to copy and paste it into the file rather just importing it from the Excel?  Please advise, thank you!

 

Items & Services > Excel > Import Items > Tried 2 Find it Now/file, but it says its not a QB format... or Advanced Import > Brown file > Choose correct sheet >  then it comes to Mapping...?

1 reply

M
MichaelaSQuickBooks Team
QuickBooks Team
August 28, 2024

Thanks for letting us know about your concern, @Erss. Let me help you export your inventory list successfully.

 

Importing an Inventory list from Excel is possible in QuickBooks Desktop (QBDT). To import an Excel file correctly, ensure it is in CSV format and verify its content. For detailed instructions, please refer to Steps 3 and 4 outlined in this article: Import or export MS Excel files.

 

After that, you can then prepare to import the Excel spreadsheet file. First, create a backup of the company file. Then, proceed to import the Excel/Spreadsheet by following the steps below:

 

  1. Go to the File menu and select Utilities.
  2.  Select the Import dropdown, then choose Excel Files.
  3. On the Add/Edit Multiple List Entries, select No.
  4. Select Advanced Import.
  5. Set up a mapping, select Browse, and choose the Excel file.
  6. Choose the correct sheet in the Excel workbook. On the Choose a mapping dropdown, select Add New.
  7. On the Mappings window:
    1. On the mapping name field, enter a name for easy identification (e.g., Customer, Vendors).
    2. From the Import type dropdown, choose the data you are importing. Match the QuickBooks and Import Data columns, then select Save.
    3. Select Preview to verify the mapping. Choose Import to complete the process.

 

Additionally, if you encounter the Duplicate Record Found error, you'll be prompted with these messages:

 

  • Keep the existing data and discard the import data.
  • Replace the existing data with import data, ignoring blank fields.
  • Replace the existing data with import data, including blank fields.

 

To fix the errors, select the appropriate option and then choose "Apply" or "Apply to All." You will receive a notification indicating the number of successful imports and any possible errors. If errors occur, select "Save" to create an error log and review it to identify the necessary actions to resolve them. Afterward, re-import the list as needed.

 

Moreover, you can generate a report detailing your business performance, including products sold, revenue, and profit margins. This data will help you make informed strategic decisions and identify areas for improvement.

 

Keep me posted if you have other questions about managing the list. I'll be around to help. Have a good one.

E
ErssAuthor
August 29, 2024
If an item is "ASSEMBLED:Part1234" that means Part 1234, is a subitem of ASSEMBLED. How does that transfer over?
F
FateCandylaneTQuickBooks Team
QuickBooks Team
August 29, 2024

I appreciate your follow up queries, Erss. I can provide further information to help you import inventory parts into your account so you can manage your items efficiently.

 

Beforehand, may I know what specific errors you've received when these inventories were imported into your file? Any additional details are much appreciated.

 

In QuickBooks Desktop, deleting of inventory items is possible in your file if these hasn't been used to any of your transactions. Also, the option of making them inactive is when you want to hide an item to remove them from the list but not from your books. 

 

With that, I recommend reviewing your entries individually to review the items linked to it. Please know that you're unable to delete inventories in bulk. You'll have to remove them manually. Before doing so, make sure you create a backup of your company file for future use.

 

Moreover, when importing inventory part with parent-child relationships using the Advanced Import feature, you can utilize the ListID field to establish these items during the import process. 

 

Instead of mapping the SUBITEM IF field directly, ensure that each child item includes the ListID of its parent item in the ParentRefListID column in your Excel file. Doing so will help link the child items to their respective parent items.

 

Then, during the mapping process, look for the ParentRefListID field and map them to the corresponding column in your Excel file that contains the ListID of the parent items. However, before importing them,it's best to double-check your Excel file to ensure ParentRefListID contains the ListIDs of the parent items for each child item.

 

If you continue to encounter issues, you can consider reaching out to our Customer Care Team. They can perform a screen-sharing session to help you further with the import process.

 

Furthermore, here's a reference you can utilize to help review the accuracy of your data entered into your file: Understand reports

 

I'll be on this thread anytime you require additional assistance when importing inventories in your account. Stay safe and have a good one!

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