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E
Erss
August 28, 2024
Question

Importing Inventory

  • August 28, 2024
  • 38 replies
  • 74 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...?

38 replies

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?
A
Archie_B
Level 6
September 18, 2024

When adding assemblies, it allows you to edit it if you have already made one in inventory, but not under Import / Multiple list.

 


I appreciate your effort in sharing those details, .Erss I can now clearly see where the problem is coming from. Let's work together to troubleshoot the problem and find a solution that will streamline your data entry process.

 

If you're encountering issues with copying data from Excel and pasting entries for Inventory/Assembly items into the Add/Edit Multiple List Entries window in QuickBooks Desktop, there are a few troubleshooting steps.

 

First is to make sure both QuickBooks Desktop and Excel are up to date with the latest software updates. Updating the software can sometimes resolve compatibility issues. Secondly is the formatting. the data in Excel is formatted correctly to match the fields in the Add/Edit Multiple List Entries window.

 

Lastly, make sure the method or the shortcut you used when copying and pasting the entries. You can use the Ctrl+C shortcut to copy data from Excel and Ctrl+V to paste it into the Add/Edit Multiple List Entries window. 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. Here's an article for more details: Add and edit multiple customers, vendors, and items

 

If these steps do not resolve the issue, you may need to manually enter the Inventory/Assembly items into QuickBooks Desktop

Feel free to reach out again if you need further assistance or guidance with your inventory entries. I'm always here to help.

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