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E
Erss
August 28, 2024
Question

Importing Inventory

  • August 28, 2024
  • 1 reply
  • 42 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?
E
ErssAuthor
September 3, 2024

Thanks for providing further details, Erss. I appreciate you following the recommendation provided by my colleague. I understand the importance of correctly importing your inventory list, especially when it involves items with sub-items.

 

When manually adding inventory items with sub-items in QuickBooks Desktop, create the parent before linking and creating any sub. This process ensures they are accurately associated.

 

If this is your case and you're unable to link them. Let's take some troubleshooting steps using the verify and rebuild data tool. It helps resolve common issues in your company file that prevent you from adding or linking the sub-item to the item name you created.

Before we begin the troubleshooting steps, create a backup copy of your company file to prevent potential losses due to unforeseen circumstances. 

 

Now, here's how to verify your company data:

 

  1. Proceed to the Window tab, then Close All. 
  2. Click on File and select Utilities.
  3. Choose Verify Data. Hit OK. 
     


After that, follow these steps to rebuild your company data:

 

  1. Go to the File menu, then choose Utilities.
  2. Select Rebuild Data. QuickBooks will prompt you to do a backup before rebuilding your company file. Pick OK.
  3. Save your backup, and OK. 
  4. When the Rebuild has completed message appears, hit OK. 
     


If the issue continues, I recommend contacting our technical support. Our expert team can further examine this through a screen-sharing session, ensuring you'll get past the error and the red display in the item name.

 

Moreover, I'm adding these additional resources to manage and adjust your inventories:

 

 

I want to ensure your experience with QuickBooks is as smooth and seamless as possible. I'll be happy to hear updates from you soon, Erss. 


Test item has already been made before the new item.  QB actually doesn't allow the ":" in the item name, it have to be copied and pasted it over.  Then once the Subitem has been selected, the error message shows up.  When I tried to save, it won't allow me to.

 

 

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