Importing Inventory

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.

Also, why doesn't QB allow us to download the Subitem of?

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!

If we were going to do Copy and Paste it in.

Right now we have this issue below:

(in red, Under Item Name)DESK:Table123  = This means that this item here needs a subitem of.  When we tried to add Subitem of "DESK"  It is still red....

How do we add this manually?

If we create an item in the Item List, it can't be added onto the Subitem.  If we add it in the Subitem, the red in the item name does not go away.

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:

• Adjust your inventory quantity or value.
• Adjust your inventory of finished goods. 

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. 

@Erss 

Do you need to migrate Item Assembly data or else?

The whole reason why we are importing inventory is that the can no long repair itself.  It just gets more and more corrupted, and we get more and more ads about upgrades....

So if the file that we are getting the inventory from is corrupted, then there is no way to import that into a new company with the Subitem of?

Yes migrate item assembly data, and other items that have Subitems.

@Erss 

You can use an importer tool as a workaround. It's a $199 one time license and you can get $100 cashback to purchase via a partner.

https://get.transactionpro.com/qbd

Any work arounds on not able to transfer over Subitems?

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.

Hi there, Erss. I'll share insights about the error message you've received to ensure you can save the item name in QuickBooks.

The program doesn't recognize the colon character, causing the error message you've received when saving the item. You can remove or use another character to save the item. If you need to connect a subaccount with a special character, consider using different letters or symbols.

Here is a list of accepted characters:

• Alpha-numeric: A-Z, a-z, 0-9
• Comma: ,
• Dot or period: .
• Question mark: ?
• At symbol: @
• Ampersand: &
• Exclamation point: !
• Number/pound sign: #
• Single quote: '
• Tilde: ~
• Asterisk: *
• Space: ( )
• Underscore: _
• Minus sign/hyphen: -
• Semi-colon: ;
• Plus sign: +

Also, I'll be sharing links that will help you manage your items, such as combining, editing, and creating multiple lists. It also contains instructions on how to modify the value of your inventory in QuickBooks:

• Add, edit, and delete items in QuickBooks Desktop
• Adjust your inventory quantity or value

If you have any other concerns besides adding items or importing your inventories, please let me know. We're always available to assist you.

the : is breaking down the item and subitem.  Without ":", how can it break down the Subitem?  

Do we need to just have an item, then in the subitem, we need to manually selected it?  Once it has been added, then it will show that the item is a subitem?

Guess can't use ":", and have to manually enter in the Subitem of...?

Is there another way?

Now finally able to add item, but its done manually.

Good day, Erss.

I appreciate your update about the ability to add the subitem manually. Though you can copy and paste, you also can change the colon (:) to another character. This will break down your subitem in QuickBooks Desktop.

Also, to help with keeping track of your inventory and the adjustments you need, you can click on these links:

• Set up Advanced Inventory in QuickBooks Enterprise
• Adjust your inventory of finished goods. 

If you have any other concerns about your inventories or questions about QuickBooks, count me in. I'm here to help and will get back to you promptly. Take care and have a great day!

So again, there is no way to copy and paste in the Subitems?  We have to manually select what the subitem's main item is?  Also, we have to manually delete all the Categories from our previous file?  example Ball:Basketball? We have to delete "Ball:", then manually add in Ball in the subitem of?

Importing all your inventory items into QuickBooks Desktop helps save time, Erss.

At this time, QuickBooks Desktop allows you to copy and paste your items. However, the system won't recognize whether this item is a sub-item of the main item. That is why you'll need to select and edit the name when adding the details.

I can see the importance of having this functionality improve your experience of the program. I recommend sending a feature request directly to our Product Development team.

Here's how:

1. Go to the Help menu and then select Send Feedback Online.
2. Choose Product Suggestion.
3. Add the type of feedback.
4. Type in your feature suggestion.
5. Once done, click Send Feedback.

Additionally, I've included an article that'll help you assign a unit of measure in QuickBooks. This ensures you can easily track your items: Show Quantities, Prices, Rates, and Costs for an Item.

I'm only a few clicks away if you need assistance in managing your inventory in QuickBooks. It's always my pleasure to help you out.

LOL, the function used to work, feedback doesn't matter since you guys don't support Desktop anymore, but some how we still get advertisements.

How would you manually import Assembled items?  Where do we put the different items that makes the Assembled item?