cancel
Showing results for 
Search instead for 
Did you mean: 
Highlighted
Level 1

Is there a way to search by/display Item Description in the Inventory Center?

Quickbooks has a 31 character limit for item names. A lot of my item names are longer than that and abbreviations aren't always helpful when other employees are using QuickBooks to search for and add these items onto billing, bidding, etc. for jobs. QuickBooks won't allow me to have multiple items with the same names (understandable) but sometimes the only difference between these item names are the sizes or some other small property about them so I need to list that in the description. I've read about categories and creating parent types, but some of our inventory items have several categories they fall under... we are an electrical services company that has thousands of items that we use for jobs. When we can't always use the search bar to look for an item in this huge list because of various abbreviations, it makes it difficult to locate the correct item (unless you know the exact item number, but if an employee doesn't have this and they need to get this done quickly, this becomes a problem).

Like I mentioned above, many items have several categories they fit under, and it would be a huge amount of work and hassle to edit each of those thousands of items and add category columns so that all the proper categories are in place. One way I have thought about getting around this problem is to write the full item name in the description (since description allows more characters) and have the description displayed next to the item name in my Inventory Center. Is this even possible? And if so, would I be able to enter text in the search bar to look for an item and have that text produce results from the description category? I want to check before I do this because it would still require me to do a significant amount of editing to my inventory, though it would be less than adding all the categories for each item.

If Quickbooks even had a 50 character limit I would easily be able to accomplish what I need without going through all this hassle but in order to get around this limit I need to find another solution. Someone please help! Thank you
Solved
Best answer 12-10-2018

Accepted Solutions
Level 15

This is a Basic List Management tool: Right Click the Ite...

This is a Basic List Management tool:

Right Click the Items List, the Items listed in Inventory Center, Chart of accounts, Customer or Vendor Names, etc, to see the Customize Columns tool. Add Description from the left to the right.

Now, in Centers, if you are viewing it, you can "find" it, from the Find box above the names.

Also, do you know how to open it Full View? Description is already there. The smaller view shows the transactions on the right; Full View shows only the List.

I have some screenshots that are Customer Center; there are exact same functions for your Items Center.

View solution in original post

18 Comments
Level 15

This is a Basic List Management tool: Right Click the Ite...

This is a Basic List Management tool:

Right Click the Items List, the Items listed in Inventory Center, Chart of accounts, Customer or Vendor Names, etc, to see the Customize Columns tool. Add Description from the left to the right.

Now, in Centers, if you are viewing it, you can "find" it, from the Find box above the names.

Also, do you know how to open it Full View? Description is already there. The smaller view shows the transactions on the right; Full View shows only the List.

I have some screenshots that are Customer Center; there are exact same functions for your Items Center.

View solution in original post

Level 1

Hi, thanks for your response. I actually just figured thi...

Hi, thanks for your response. I actually just figured this out a few hours after I posted my question. Thanks for the helpful screenshots!
Level 1

I am wondering if it would help you to categorize things...

I am wondering if it would help you to categorize things in the Item List.  If you look at the New item window, you can name something then make it a Subtime of a specific category.  

For instance, if you have an Item called LIghts, then items such as flood lights, incandecent lights, CFL lights, and so on would all be subitems of Lights.  Once the word Lights is typed in, a list of all the various lights shows on-screen and the specific item can be selected.

I totally realize that rearranging everything to make it easier to find a specific item would be a HUGE undertaking, but it might save time and confusion in the future...

Level 1

Hi there, thank you for your response. I did think of usi...

Hi there, thank you for your response. I did think of using sub-item categories, as mentioned in my question details. I was trying to find out if there was a more simple solution, since I do have thousands of items and several categories for each... But if there isn't a simpler solution I will be adding the sub-item categories. Hope there's something else I can do, thanks for your response!
Level 1

You're welcome.  Good luck with finding a simple solution!

You're welcome.  Good luck with finding a simple solution!
Level 1

I don't put names in items name, only number because I ha...

I don't put names in items name, only number because I have the same problem that you. My company is for food, and you can imagine how many items similar? I put for categories numbers and them the last is the classification. In the description I put characteristic of the product, and in the new note the rest.

Level 1

Hi there, thanks for responding. That's an interesting wa...

Hi there, thanks for responding. That's an interesting way of getting around those pesky character limits... I wish I would have been able to do much earlier, but most of the (thousands!) of items are already in QuickBooks. I can't erase them so I would have to go in and edit every single item if I were to organize it this way. What a hassle... I wish QuickBooks just had a larger character limit or none at all... Thanks for the suggestion though.
Level 2

Re: This is a Basic List Management tool: Right Click the Ite...

Hello,

I know this is an old post, but I was wondering if there was a way I can find the screen shots you posted. 

I've tried customizing the columns, but Description is already on the right. 

What I'm specifically looking for is the ability to type into the Description box while creating a new invoice, and have it search and autofill products by the Description, not by the Item Name. Maybe your instructions do show how to do this, and I'm just not understanding it...? 
I've also tried customizing the data layout of the invoices, but it seems that's just how the invoice is presented, not how QB filters and searches.
Please help me if I am missing something simple - I would really appreciate the screen shots to see if I'm following your steps correctly.

Thanks!

Moderator

Re: This is a Basic List Management tool: Right Click the Ite...

Hi there, @Mint11.

 

Thanks for joining this conversation. Allow me to chime in for a moment and share some insights about using the description field/box when creating an invoice in QuickBooks Desktop (QBDT).

 

To start off, I appreciate you following the steps provided on this thread. The answer given by @qbteachmt is different from what you're trying to achieve.

 

In your case, QBDT currently doesn't have an option to autofill the products by entering their description when creating an invoice. You need to use/select their item name instead.

 

Just in case you need it, below are the sample screenshots posted by @qbteachmt.

 

61.PNG 62.PNG

 

You can also check out this article for future reference: Create an invoice in QuickBooks Desktop.

 

This should answer your question. Please let me know if you have any additional concerns by leaving a comment. I'm always here to help you out. Take care and have a wonderful rest of the day!

Level 2

Re: This is a Basic List Management tool: Right Click the Ite...

Is this a feature that potentially will be updated in the near future? 

Every other inventory system we've used has been easy to work with in this sense; however, we switched to QB on recommendations from a friend and accountant (however, they admitted they were unfamiliar with the inventory end of QB). I likely never would have purchased QB had I known, but I do enjoy many of the other features. Best case scenario would be for an update in this area - do you foresee that happening?

QuickBooks Team

Re: This is a Basic List Management tool: Right Click the Ite...

Hi there, Mint11.

 

We are collecting similar feedback and feature request. I will forward this to our product engineers for further review. The more request we receive about a specific feature, the more likely it will be implemented on future updates.

 

Please continue to visit us again in the future if you have other questions. 

Anonymous
Not applicable

Re: This is a Basic List Management tool: Right Click the Ite...

+1 We will be waiting for that update in QB as well.

Level 1

Re: This is a Basic List Management tool: Right Click the Ite...

Hard to believe this feature (to search/drill down into the item name) is not implemented (for sales receipts).  Without it the operator is required to know the item number for every item we sell on a sales receipt.  How silly that they have to refer to a printed copy of our inventory (which or course isn't "searchable") and find the item they're looking for within the categories of products.  I would expect more from Intuit and a product as mature as Quickbooks Pro.

Level 2

Re: This is a Basic List Management tool: Right Click the Ite...

Please add this. As it is, people need to know item codes. Think about a company with thousands of items for example, as we have.

People have to use parts of keywords on item names and end up with hideous codes, such as ShirtLargeGreenLongSleeve instead of 999 for example.

As is is now, this is what has to be done, and to search on item codes, everything needs to be in order as well, as LargeShirt would not work.

This is not the way its supposed to be.

We're supposed to be able to have an item name / number as 999 with a description as Green Shirt Long Sleeve Large and when doing a sales order / invoice, type ANY or ALL of these keywords Green Shirt Long Sleeve Large in ANY ORDER to then narrow down the item.

This would decrease the time to write an order greatly.

I've used such simple software in the past, cheap, by incredibly smaller companies where this was available. 

This is a must have.

QuickBooks Team

Re: This is a Basic List Management tool: Right Click the Ite...

Hi sheetmetal85,

 

Thank you for joining the thread, and for explaining the benefit of having an option to use keywords from item descriptions. This will really save a lot of time especially if you have thousands of items. I'll include these details in the product suggestion that I'll send for you.

 

The workaround that we can do for now is to export the list of items to Excel. Then, use the Find feature (Ctrl+F) to look for items using keywords. You may not need to do this every time you create a transaction.

 

 

Please feel free to go back to this thread if you have other suggestions about invoicing or anything that can make your work easier. Thanks.

Level 2

Re: This is a Basic List Management tool: Right Click the Ite...

I appreciate you taking the the time to answer, however, this is really not what anyone is looking for.

This is suggesting using a second software. Its an extra, unnecessary step.

 

The easiest way this should work is to:

1 - Create sales order

2 - Click on Item name

3 - Have a field popup where you can type either an item code or description

4 - Start filtering automatically as its being typed (no button)

5 - Filter by any keyword or partial keyword in any order

 

An item numbered 999 with description "Large blue XL shirt long sleeve" should popup with any other items that match the same partial keyword description as the input, for example:

"bl lo sh"

Anything what matches that (in any order) should popup. In the case above Large blue XL shirt long sleeve

 

 

QuickBooks Team

Re: This is a Basic List Management tool: Right Click the Ite...

Thank you for providing us more information, @sheetmetal85

 

I can see the importance of having the option to search or drill down into the item name. I'll take this feedback and pass this idea to our product engineers.

 

For now, you can visit the QuickBooks Blog to check for new updates and features that we have. 

 

Let me know if there's anything else that I can assist you with. I'm always glad to help in any way I can.  

Level 2

Re: This is a Basic List Management tool: Right Click the Ite...

Thank you, much appreciated.

Need to get in touch?

Contact us