Import items into your company data file from an Excel spreadsheet

1. Log in to your data file as the admininstrator and seitch to single user mode.
2. In the menu bar, select Edit and then Preferences.
3. In the side bar select Items & Inventory and then select the Company Tab at the top.
4. Assure the checkbox labeled Inventory and Purchase Orders are Active is selected.
5. Click OK.
    

1. An Income Account to track sales.
2. A Cost Of Goods Sold (COGS) Account.*
3. An Inventory Asset Account.*
4. QuickBooks wil automatically set up an inventory account and a COGS account for you.
    

1. Item Name: Name you want on our item list.
2. Item Type: Include type of item, i.e. inventory part, service, etc. Item name must be spelled out just as you see it in QuickBooks.
3. Description of the Item: Written description of the Item that will appear in the Item List, Sales Orders, Sales Receipts and Invoices.
4. Income Account: Name of the Income Account in which sales of the item will be recorded.
5. Inventory Asset Account: Name of the Asset Account in which the inventory value will be recorded.
6. Name of the COGS Account: Name of the COGS Account in which purchases of the item will be recorded.
7. On Hand Quantity: The Quantity On Hand of the Item (Inventory Items only).
8. Cost of Item: The Cost of the Item.
9. Sales Price: Sales Price of the Item.
10. Total Value: The Total Value of the Item (New Inventory Items only).
11. As Of Date: When the Item was last purchased (New Inventory Items only).
12. Is Passed Thru: Be sure that you put a Y in this column so you can track both cost and price of the item.

NOTE: You must use the same name and spelling as it appears in the Chart of Accounts.

Optional Information:

1. Manufacturers Part Number or SKU: You can also import the part/SKU number of an item.
2. Reorder Point: Once the Item On Hand count reaches this amount, QuickBooks will prompt you to reorder more Items.

Create the spreadsheet using thess tables as a guides:

1. Make sure you know the location of the Excel spreadsheet file. QuickBooks will sync with the spreadsheet during the process.
2. Start QuickBooks.
3. Open your company data file.
4. Backup your company data file but do not overwrite any previous backup.
5. When the file is backed up, you are ready to proceed.

 Importing the spreadsheet:

1. From the File menu, select Utilities.
2. Click on Import. On the sub-menu, click on Excel Files. The Add Your Excel Data to QuickBooks; window pops.
3. Click on the Advanced Import button located at the right of this screen.
4. The Import a file window will be now displayed.
5. Click on the Browse button and navigate to the location of the spreadsheet file.
6. Once located, highlight the file and click Open.
7. Back on the Import a file window, select the sheet where the data is located in the spreadsheet.
8. Uncheck the This data file has header rows box.
9. In the Choose a mapping drop down menu select Add New.
10. The Mappings window will be displayed.
11. Name this mapping template by typing a name in the Mapping name field. (Example: Inventory Mapping, Item Import, etc).
12. In the Import type drop-down, select Item.
13. Using the Import Table referenced in this article, start matching the Columns with the type of data to import.
14. Once all the Columns are matched with the data, click the Save button.
15. In the Import a file window, we can do two things: Preview the import or start the import again.
16. After importing the information, go to your Item List to verify that everything is in order.