Ok to change category names late in the year?

BlackGooseDHL · ‎November 08, 2023

Hi QB - I work at a service provider company and we use a 3rd party web based program to manage our jobs. That data is imported into QB including customer names, invoices and payments. My predecessor set the 3rd party program incorrectly. As a result, we need to change some category names in QB. My question is (from a QB perspective) - can I make these changes this late in the year and would the invoices previously issued under those categories be moved to the updated category? Unfortunately one of the previous predecessors named our commercial and residential jobs too similar in QB. I was told by the 3rd party software that the names had to be different, even though the main parent category is different.

Here is an example - the main/parent category is on the left. This is how it is currently set up.

Commercial Service : Dryer Vent Service : _DVC

Residential Service : Dryer Vent Service : _DVC

As you can see, the end result in both cases is "_DVC". I was told by the 3rd party software company that even though the main parent category is different (and would be set up that way in the 3rd party system), that since the end result is the same it would default to Commercial Service since the letter C comes before the letter R (Residential Service) in the alphabet.

The 3rd party software company said I would have to differentiate between the two end categories. An example of that would be to set it up like:

Commercial Service : Dryer Vent Service : _DVC

Residential Service : Dryer Vent Service : _DVCs

My question is, we have already issued many invoices throughout the year for Residential Service that were classified "_DVC". If I make the change from "_DVC" to "_DVCs", in QB would all of the invoices I previously issued under _DVC automatically update/be put in the correct category of _DVCs?

I am also not 100% sure I might need to differentiate the "Dryer Vent Service" secondary category, since they are obviously the same, but I can cross that bridge when I come to it. There's a boatload of categories we don't use anymore but are in QB unfortunately.

Thank you for your time, I appreciate it in advance.

Rasa-LilaM · ‎November 08, 2023

I appreciate the detailed information about your concern about changing categories, BlackGooseDHL.

I understand that updating service names with existing sales entries can be a tedious task. Let me help clarify how editing the information impacts prior invoices.

When you update service names with existing sales entries, the changes take effect retroactively (DVC to DVCs), eliminating the need to manually edit the information. This is really important to maintain accurate records, especially when it comes to your reports. item.1.png

That being said, you can change the categories this late in the year. I found an article that might be helpful for managing items, services, and other lists. It contains answers to frequently asked questions that you might find useful. Here's the link: Add, edit, and delete items in QuickBooks Desktop.

In addition, there are resources available that will guide you on how to consolidate your lists and organize your names and other information. Feel free to review the links below for more details about the process:

Feel free to click the Reply button if you have additional concerns or questions about changing category names. I'll get back to help you with the step-by-step process. Enjoy the rest of the day, BlackGooseDHL.

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Ok to change category names late in the year?

Ok to change category names late in the year?

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