updating multiple inventory items using Excel to paste updates

SR6109 · ‎November 16, 2022

I am using Quickbooks Premium Contractor Desktop. I have a vendor that has updates to pricing and descriptions. I would like to be able to update the list of items by pasting an Exc

JaeAnnC · ‎November 17, 2022

Thanks for the update, @SR6109.

Allow me to elaborate on the steps provided above by my colleague so you can import the Excel file and update inventory items in QuickBooks Desktop (QBDT).

There are several options you can choose when importing Excel files from QBDT:

Standard Import

Go to File, select Utilities, click Import, and then Excel Files.
When the Add/Edit Multiple List Entries window pops up, click No.
Follow the wizard in importing the Excel file.
1. Choose the type of data. Click Yes when prompted with a dialogue box.
2. Enter the information in the formatted spreadsheet. Save and close once done.
3. Click Add My Data Now.
4. Review the results and view data in QBDT, then Close.

Advanced Import

Go to the File menu, select Utilities, click Import, and then Excel Files.
When the Add/Edit Multiple List Entries window appears, click No.
Select Advanced Import.
Browse for the Excel file in the File section and choose a sheet.
Select the check box for This data file has header rows.
In the Choose a mapping dropdown, click < Add new >.
Enter a name for the mapping and select an import type.
Match the QuickBooks and Import Data columns, and select Save.
Select Preview to confirm the mapping. Select Import to complete the import.

Please refer to this article for a more detailed process: Import or export MS Excel files.

You can also visit this article to see the list of other transactions you can import and export in QuickBooks Desktop: Import and export data in QuickBooks Desktop.

Should you need further assistance importing Excel files to QBDT, feel free to post here in the Community. We got you covered. Have a good day!

View solution in original post

Bryan_M · ‎November 16, 2022

Hello @SR6109.

Let me guide you on how you will be able to update the list of items by pasting it into Excel.

Here's how:

1. Go to File.
2. Select Utilities.
3. Click Import.
4. Then, select the Excel file.

In there, you will be prompted by a list of what you can paste to the Excel which are:
Customers, Vendors, Service Items, Inventory Parts, Non-Inventory Parts, Inventory Assemblies, and Vendor Items.

To enter your vendor's update of their pricing and descriptions you can select Inventory Parts. Then Save.
Here you will be directed to Excel.

You can click this link if you want to learn to copy multiple transactions from one company file to another.

The Community will be always here to assist you with updating your inventory items in Excel. We'll be glad to help you. Keep safe.

SR6109 · ‎November 17, 2022

Thank you Bryan_M for replying.

I can copy and paste the new information if I find the item and then paste the new data into it.

I have included and image of the screen I am seeing. It doesn't give me an option to save and then import as suggested. It will allow me to paste the file, which works, but only one item at a time. I only have certain items that need updating as we have multiple vendors. I'm just wanting to update for this one vendor. Thank you again for your help.

JaeAnnC · ‎November 17, 2022

Thanks for the update, @SR6109.

Allow me to elaborate on the steps provided above by my colleague so you can import the Excel file and update inventory items in QuickBooks Desktop (QBDT).

There are several options you can choose when importing Excel files from QBDT:

Standard Import

Go to File, select Utilities, click Import, and then Excel Files.
When the Add/Edit Multiple List Entries window pops up, click No.
Follow the wizard in importing the Excel file.
1. Choose the type of data. Click Yes when prompted with a dialogue box.
2. Enter the information in the formatted spreadsheet. Save and close once done.
3. Click Add My Data Now.
4. Review the results and view data in QBDT, then Close.

Advanced Import

Go to the File menu, select Utilities, click Import, and then Excel Files.
When the Add/Edit Multiple List Entries window appears, click No.
Select Advanced Import.
Browse for the Excel file in the File section and choose a sheet.
Select the check box for This data file has header rows.
In the Choose a mapping dropdown, click < Add new >.
Enter a name for the mapping and select an import type.
Match the QuickBooks and Import Data columns, and select Save.
Select Preview to confirm the mapping. Select Import to complete the import.

Please refer to this article for a more detailed process: Import or export MS Excel files.

You can also visit this article to see the list of other transactions you can import and export in QuickBooks Desktop: Import and export data in QuickBooks Desktop.

Should you need further assistance importing Excel files to QBDT, feel free to post here in the Community. We got you covered. Have a good day!

SR6109 · ‎November 17, 2022

Thank you, JaeAnnC! This is what I needed to know. I'm not logged in as administrator but will need to be to perform.

ZackE · ‎November 17, 2022

Thanks for following up with the Community, SR6109.

I'm happy to hear JaeAnnC was able to help you with figuring out how to import your Excel file.

You'll also be able to find many detailed resources about using QuickBooks in our help article archives.

Please feel welcome to send a reply here or create a new thread if there's ever any questions. The Community's always here to help. Have a wonderful Thursday!

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updating multiple inventory items using Excel to paste updates