The longer that you have been using QuickBooks typically the more list items that you have or perhaps your reporting requirements have changed since you set up your first list item in QuickBooks and you need to add additional information to existing list items. We are receiving a lot of queries at this time of year of how to update lists using Transaction Pro Importer (“TPI”) and/or Transaction Pro Exporter (“TPE”). You can make updates to any of the QuickBooks lists below using TPI or TPI and TPE.
- Customer List
- Employee List
- Item List
- Price Level List
- Vendor List
I thought I would share some of the more common updates done to lists in case this might get you thinking. Please note that your import file needs to include columns for the List Item Name and the fields that you wish to update in most cases.
Active/Inactive Status: On all the list imports you will see a field called Is Active. If you have a file of list items that you wish to set to inactive include the letter “N” in your import file or if all items in your import file are to be set as inactive type the letter “N” in the Static Value/Formula column on the TPI mapping screen.
Customers Add Customer Type or Customer Resale No.: Perhaps you need to run reports by referral source or provide a customer number on the customer card in QuickBooks. Often times other systems use numbers as an identifier as a name and then you can use the TPI cross reference feature to easily import transactions.Be sure to select option on the first screen of TPI and then on the Advanced tab select the option under Sales Transactions: Add Customer Company Name, Customer Type and Customer Resale No to sales transactions.
Add Data to Custom Fields: Perhaps you have added some custom fields at the list level and now you wish to populate these fields with data. Be sure to select options on the first screen of TPI and then select the Advanced Tab and select the TPI option: Enable custom fields… Read more on this option here.
Update Costs and or Price on Items or Price Levels: Perhaps once you perform a profitability analysis you decide you need to modify your pricing you can easily update both your items and your price levels for this information.
Update Tax Id and Eligible for 1099: Perhaps you did not keep this info updated through out the year. You can import this data so that you can create your 1099s from QuickBooks.
So what will your company be cleaning up as you start a brand new year in 2016. Please let us know in the comments below.