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thepointbookstor
Level 1

Can i import an inventory file in to update the inventory in Quickbooks?

 
32 Comments
GarlynGay
Moderator

Can i import an inventory file in to update the inventory in Quickbooks?

Hello thepointbookstor,

 

Yes, you canimport inventory items in QuickBooks Online. You can also override the existing quantity of these items. Here's how:

  1. Click on the Gear icon.
  2. Under Tools, choose Import Data.
  3. From the list, select Products and Servics.
  4. In the Import Products and Services page, select Browser button. (You can also download the sample file to see how the columns look like.)
  5. Find and select the Excel file then select Open.
  6. Select Next to continue.
  7. Map your data. 
  8. Click on Next.
  9. Check the Overwrite all values for each product or service that you import with the identical name. (This can't be undone.)
  10. Click on Import.

If you have any questions, please let me know. I'm here to help. 

casimoran
Level 1

Can i import an inventory file in to update the inventory in Quickbooks?

I want to overwrite the "name" field for several items using and upload in bulk.

I just want values in that field to be overwritten, is there a way to do that through and upload without affecting anything else (i.e. cost, QTY on hand, etc)?

MaryJoyD
QuickBooks Team

Can i import an inventory file in to update the inventory in Quickbooks?

Thank you for getting back to us, @casimoran

 

When you import an item with the same name and let it overwrite all the values, this will merge any imported Product/Service, but will not affect the cost, QTY, etc.

 

For more information about this, see this article: Import products and services from Excel

 

Let us know by leaving a comment below if you still have questions. Please know that I'm always here to assist. Enjoy the rest of the week. 

gulbat
Level 1

Can i import an inventory file in to update the inventory in Quickbooks?

How do we do the same thing in Desktop Quickbooks? 

Fiat Lux - ASIA
Level 15

Can i import an inventory file in to update the inventory in Quickbooks?

@gulbat 

Explore the importer tool. You may import data of inventory adjustment and transfer inventory (Enterprise only).

https://transactionpro.grsm.io/qbd

https://partners.saasant.com/affiliate/idevaffiliate.php?id=5051_2

 

Hope it helps.

peridott2283
Level 1

Can i import an inventory file in to update the inventory in Quickbooks?

I tried overwriting the value, however, my upload didn't reflect the value changes for any of the inventory accounts except for one.  Ive tried using their sample template, researching, breaking up my data (I only have 55 lines so shouldn't be an issue) and nothing works.  

 

This is my attempt to create beginning inventory balances and all of the balances show up as zero even though my upload template reflects the quantities on hand as well as the purchase price.  

Angelyn_T
QuickBooks Team

Can i import an inventory file in to update the inventory in Quickbooks?

Thank you for joining the thread, @peridott2283.

 

Whatever information that is showing up on your file or when manually overwriting the details should reflect on the products/services under the Products and Services page. When uploading the file, be sure to use the correct format and complete details when mapping the items/services.

 

For now, I recommend checking your inventory using a private window. The stored cache of the browser you're using may cause this unusual behavior.

 

To save you time, you can use either of these shortcut keys:

 

  • Mozilla Firefox: press Ctrl Shift P
  • Internet Explorer: press Ctrl Shift P
  • Safari: press Command Shift +N

If the details are correct from there, go back to your regular browser and clear its cache.  If private browsing doesn't work, I suggest using other supported browsers.

 

If you're getting the same experience, I encourage to manually update your inventory under the Products and Service page. 

 

  1. From the Gear icon, select Products and Services under Lists.
  2. Look for the item from there, click on Edit under Action.
  3. Correct the details, then tap on Save and close to save the changes. Repeat the steps for the rest of the items/inventory.

For additional details about importing products and services from Excel, read this article: Import products and services from Excel.

 

You can always add a comment below if you have any other questions. I'm always here to help. Happy weekend!

scottrichins
Level 1

Can i import an inventory file in to update the inventory in Quickbooks?

Is it possible to update the Active/Inactive status via import?

 

I have about 700 line items that I need to inactivate and I don't much want to check 700 boxes in QBO in order to batch mark them as inactive.

Jovychris_A
QuickBooks Team

Can i import an inventory file in to update the inventory in Quickbooks?

Thanks for posting to the Community, @scottrichins.

 

Right now, changing the items' status to active/inactive via import is unavailable in QBO. You can include additional details to the items before importing, but updating the status in the importing process isn't possible.

 

I'll take this as feedback and submit it to our product engineers. Please note the feature implementation varies on the number of customers requesting for it.

 

You can look for an app that can help you import status ready items in QuickBooks Apps. There you can look/enter the service available in an app in the search box like export and import.

You can refer to the article given by my colleague, @Angelyn_T above this thread. It includes there how to import products and services with sub-categories and sub-items.

 

Please feel free to leave a message if you have something else to add for assistance. I'm always here to help. Have a good one!

Fiat Lux - ASIA
Level 15

Can i import an inventory file in to update the inventory in Quickbooks?


@scottrichins wrote:

Is it possible to update the Active/Inactive status via import?

 

I have about 700 line items that I need to inactivate and I don't much want to check 700 boxes in QBO in order to batch mark them as inactive.


@scottrichins 

Explore the deleter tool for your needs

https://transactionpro.grsm.io/qbo

https://partners.saasant.com/affiliate/idevaffiliate.php?id=5051_2

 

JustinB1
Level 1

Can i import an inventory file in to update the inventory in Quickbooks?

Whenever I import data from an excel document it forces me to select Noninventory or service for the types, then I have to manually change all of them from service to inventory after the fact. 

 

I'm assuming I'm doing something wrong. 

 

Thanks. 

Charies_M
Moderator

Can i import an inventory file in to update the inventory in Quickbooks?

Thanks for joining us here, JustinB1.

 

The problem can be cause by incorrect mapping of items. Let's try re-importing your inventory file to QuickBooks Online (QBO). I'm here to  guide you through the whole steps below:

 

  1. Go to the Gear icon and select Import Data.
    A1.PNG
  2. Select Products and Services.
  3. On the Import products and services page, select Browse.
  4. You'll want to select the Download a sample file for your reference in formatting your list.
  5. Find and select your Excel file. Select Open, then Next.
  6. Map your information. Your Field represents the headers on your spreadsheet. From each drop-down menu, select the one that matches a field in QuickBooks Online.
  7. Click Next.
  8. Select Overwrite all values for each product or service with the same name. Make sure everything looks correct because this can't be undone.
  9. Click Import.

To visually guide you through the process, check out this article about importing products and services from Excel.

 

I'm also adding this article to learn more about changing product and service items in QBO.

 

Leave me a reply below if there's anything I can assist you with. Have a nice day and take care!

ANAK11
Level 2

Can i import an inventory file in to update the inventory in Quickbooks?

I also have thousands of items that I need to change to INACTIVE. It would be great that we could do this type of maintenance via a mass upload/import. Thanks.

ReymondO
QuickBooks Team

Can i import an inventory file in to update the inventory in Quickbooks?

Hi there, @ANAK11.

 

We can change item status as inactive by batch in QuickBooks Online (QBO). If your inactive items are greater than the active ones, we can mark all of the boxes and uncheck the boxes for the active items. Then, change the rest of the items to inactive.

 

Let me show you how:

 

  1. Go to the Invoicing menu and select Product and Services.
  2. Mark the checkbox in the Name section.
  3. Uncheck the boxes for the active items.
  4. Click the Batch actions drop-down arrow and select Make inactive.

 

However, if you're trying to change their status while importing or uploading them to QuickBooks, I recommend using a third-party app. Since QBO doesn't have this option, for now, we can look for an app that supports this feature. Just go to the Apps center and search for it. 

 

In case you need help in accomplishing other tasks in QBO, you can check our articles in this link. Let's make sure that the topic is set as "QuickBooks Online."

 

I'm always here to help if you have any other concerns or questions. Just tag my name in the comment section and I'll get back to you as soon as I can.

Fiat Lux - ASIA
Level 15

Can i import an inventory file in to update the inventory in Quickbooks?

@ANAK11 

Utilize the trial period of TP Importer for Online.

https:// transactionpro.grsm.io/qbo

 

ANAK11
Level 2

Can i import an inventory file in to update the inventory in Quickbooks?

Hi Reymondo, thanks for your reply!

That's a great way around the issue. Yes, the inactive items are greater than the active ones. But I'm not using the online version, I am on Enterprise Desktop version 20.0 with advanced inventory. I tried to follow your instructions but it seems like the menu is different... 

 

Do you have a solution for my desktop version? I also need to clean up the quantities. FYI- we bought a company and inherited their 10 year old database. So I need to delete wrong quantities (zero out qty on many inactive items, and update the active ones).  I am about to complete an integration with Webgility and need to get a clean start before I start importing all the sales data that will come via their integration (sales price & quantity per item). I have already updated the prices in the item "card" both cost and sales price. I also just turned the advanced inventory on, to create several warehouses that we will be using through ShipBob (3PL). So for now, as a start point I need to default all items to my main warehouse, so later we will be transferring items from one Site to another based on the reports I will pull from their website. I was thinking of doing also an excel import to transfer items from site A to B on a periodic basis. This may be a an exercise we will be doing once per week or even more often if demand requires us to. Do you thing this is a good idea? Or I should not "risk it" and do actual inventory transfer (manually from the inventory menu)?

Any thoughts are welcome.  Has anyone in the community tried to integrate with Webgility and/or Shipbob? Any Best Practice or experience you can share??

Thank you community. Your help has been very helpful. This is great.

ANAK11
Level 2

Can i import an inventory file in to update the inventory in Quickbooks?

Hi!

Thanks for your reply! Do you think that APP will work with the Enterprise Desktop version? It is hosted on the cloud inside Right Networks. I don't have quickbooks online. 

 

Also, do you have any experience with integrations with Webigility and/or Shipbob??

Thanks!

 

DivinaMercy_N
QuickBooks Team

Can i import an inventory file in to update the inventory in Quickbooks?

Welcome to the QuickBooks Community, @ANAK11.

 

Thank you for providing details about your concern. Let me share you the steps in making multiple items inactive:

  1. Go to the Lists tab, select Add/Edit Multiple Lists Entries
  2. Let's add a new column for the Inactive option. Click Customize Columns.
  3. From the Available Columns field, choose Inactive.
  4. Hit Add> to transfer the Inactive option under Chosen Columns.
  5. If you want to move the Inactive column, just click Move up and once done, tick OK
  6. After that, let's proceed to the process. From the List drop-down, select the type of Inventory.
  7. Pick the specified category of your inventory on the View drop-down. 
  8. To make items inactive, put a checkmark under the Inactive column, then Save Changes when finished. 

Then about deleting the wrong quantities on your Inactive Item, you can adjust your Quantity on Hand. This process will help to keep your inventory status in QuickBooks accurate. Follow the steps below:

  1. Go to the Inventory tab, choose Adjust Quantity/Value on Hand.
  2. Pick the necessary information for the Adjustment TypeDate, and Account.
  3. If you don't have an Adjustment Account, let's first set that up.
  4. From the Adjustment Account drop-down, click Add New.
  5. Account Type is Cost of Goods Sold, then enter Inventory Adjustment for the Account Name.
  6. Select Save & Close once done. 
  7. To change the Quantity on Hand. From the New Quantity column, enter 0 (zero) to remove the wrong quantity.
  8. When finished, hit Save & Close

Also, for the App, you can go to QuickBooks Apps Store and from the search bar enter the keyword "Importer". This will help you to find supported Third-Party Application that suits best depends on your QuickBooks version.  

 

Additionally, to transfer your Items from a site to another, you can refer to this article for more details: Multiple Inventory Sites. This article provides detailed steps in moving your inventory to other locations.

 

Moreover, in case you want to make you Items active again, I'll guide you how:

  1. Go to the Lists tab.
  2. Select Item List.
  3. Tick the box beside Include Inactive option to show all the Inactive Items.
  4. You can see X marks for the inactive items.
  5. Click the Items with X signs and that makes them Active again. 

 

Let me know if you have any other concerns. I’m always ready to answer them for you. Have a good one.

12345613
Level 1

Can i import an inventory file in to update the inventory in Quickbooks?

If import was already done, but it started from April instead of 1/1  can we override that or can we delete the original import? How can I get that date to be 1/1/20?

12345613
Level 1

Can i import an inventory file in to update the inventory in Quickbooks?

how can I change the inventory starte date? when items were pulled in they started in April instead of 1/1/20. can we delete the first import? how can this be fixed?

championcobra
Level 1

Can i import an inventory file in to update the inventory in Quickbooks?

I am trying this, but it is importing the data as "categories" not inventory. Do you know how I can upload the data as inventory? When I upload, under the column "type", it makes me choose category. I cant figure out how to add inventory to the "type" column. Thank you. 

Candice C
QuickBooks Team

Can i import an inventory file in to update the inventory in Quickbooks?

Good Evening, @championcobra

 

Thanks for joining in on this thread. 

 

My colleagues Charies_M and GarlynGay, have provided the steps to successfully import your inventory (products and services) into QBO near the beginning of this thread. Here's an article that can give some additional insight into this matter as well: Import products and services from Excel. This link will also give charts explaining how the Excel sheet should be formatted before importing. 

 

If the issue persists, please give me some more information or screenshots to help me determine the best solution for your business. I want to make sure you get this resolved as soon as possible. 

 

Let me know if this helps. The Community is always here to have your back. Have a fantastic day! 

howardse
Level 1

Can i import an inventory file in to update the inventory in Quickbooks?

The original question is, can I export and then re-import products file if i want to change the value of the "Product Name" field. The answers seems to be no, as "Product Name" is the index field of the Products database. I can override other fields in an import, but entering new value for "Product Name" will just *create* a new product, and not *modify* and existing product. Is my understanding correct? How can I bulk-modify "Product Name" through re-import by override?

howardse
Level 1

Can i import an inventory file in to update the inventory in Quickbooks?

I'm using QuickBooks Online. Can I export and then re-import products file if I want to change the value of the "Product Name" field. The answers seems to be no, as "Product Name" is the index field of the Products database. I can override other fields in an re-import, but having new value for "Product Name" will just *create* a new product, and not *modify* an existing product. Is my understanding correct? How can I bulk-modify "Product Name" through re-import by override?

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