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Community Explorer **

Can I completely delete an inventory item entered by mistake and has not been used in any transaction? When I try to delete, the only option I get is to make it inactive

I don't want these items in the inventory because I decided not to carry them at all.  why do I get the pop-up telling me item has been used in a transaction, Which is not true.
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Best answer 12-10-2018

Accepted Solutions
Not applicable

Hello Khan,  I'd be happy to help you with this. Let's pu...

Hello Khan

I'd be happy to help you with this.

Let's pull up the QuickReport for this inventory item to double-check if there are no transactions using it.

Here's how:

  1. From the Lists menu, choose Item List.
  2. Right click on the inventory item, and choose QuickReport: [Item Name].
  3. Choose All from the Dates drop down option, and click Refresh.
  4. If there are transactions on the report, just double click it, and press Ctrl+D on your keyboard.
  5. Click OK to confirm.

Then try deleting the inventory item again. If you can't find any transactions, your best bet is to make it inactive.

Let me know how it goes. I'll be waiting to hear back.

9 Comments
Not applicable

Hello Khan,  I'd be happy to help you with this. Let's pu...

Hello Khan

I'd be happy to help you with this.

Let's pull up the QuickReport for this inventory item to double-check if there are no transactions using it.

Here's how:

  1. From the Lists menu, choose Item List.
  2. Right click on the inventory item, and choose QuickReport: [Item Name].
  3. Choose All from the Dates drop down option, and click Refresh.
  4. If there are transactions on the report, just double click it, and press Ctrl+D on your keyboard.
  5. Click OK to confirm.

Then try deleting the inventory item again. If you can't find any transactions, your best bet is to make it inactive.

Let me know how it goes. I'll be waiting to hear back.

Community Explorer **

Thank you very much.  I followed your instructions and wa...

Thank you very much.  I followed your instructions and was able to delete items from the inventory.  Thanks again.
Not applicable

Hi Khan, I'm glad that you were able to delete them. You...

Hi Khan,

I'm glad that you were able to delete them. You can always post any questions here in the Community and we are happy to help.

Have great day!
llg
Not applicable

Can you delete items even if they have transactions after...

Can you delete items even if they have transactions after you condense data?  Our item list is completely out of control.  Help
Not applicable

Hello there @accounting In order to completely delete an...

Hello there @accounting

In order to completely delete an item, you'll need to make sure that there are no transactions associated with it. You can right click on the item you want to delete and select QuickReport to show all the transactions associated with it.
Not applicable

There are not transaction on the QuickReport for the item...

There are not transaction on the QuickReport for the item I need to delete. But when I click delete a window pops up that says "Problem Although this list item is inactive, Quickbooks cannot delete it because it is used in at least one transation"
The best I can figure is maybe it was used on an Estimate but since that doesn't show on the QuickReport I can't find which Estimate. So how can I delete it. Having it as Inactive doesn't help cause I need to clean up my item list to make setting the price list easier. Even if the item is inactive it still shows up when setting the price list.
Established Community Backer ***

"I need to delete some but it won't let me because it say...

"I need to delete some but it won't let me because it says the item was used. If I could find where it is used I can delete the Estimate it was used on but I don't know how to find the Estimate"

Yes, I described it: Reports menu > Jobs, Time and Mileage reports. There is "Item Estimates Vs Actuals" right there; filter it for the items you want, which cannot be Left Inactive to Filter on them. They will show, if there were used, even if left inactive. Set your date range at the top to ALL.


Established Community Backer ***

"Although this list item is inactive," Open your Items Li...

"Although this list item is inactive,"

Open your Items List. At the bottom, Checkmark "Include Inactive." Now you see everything.

"maybe it was used on an Estimate but since that doesn't show on the QuickReport I can't find which Estimate"

Or, you likely have this inside a Group Item or an Assembly Item from Builds.

Or, a Service Item is in use on Timesheets. It is easy to see this, but you need Other Reports.

Reports menu > Jobs, Time and Mileage.

Examples: Time by Item. Item Profitability. Estimates vs Actuals Detail.

Or, you used a Charge item in a Mileage entry. Run the Mileage reports, from here.
Not applicable

We are a building supply company and just have inventory...

We are a building supply company and just have inventory items no service items and we don't assembly anything here so everything is individual items. I need to delete some but it won't let me because it says the item was used. If I could find where it is used I can delete the Estimate it was used on but I don't know how to find the Estimate.

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