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Copy list data from Excel to QuickBooks

If you have information in Excel that you want to copy and paste into a customer, vendor, service item, inventory item or non-inventory item list in QuickBooks you can use the Add/Edit Multiple List Entries window.

Note: This window is for your list information (name, description, and so on). You can't use it to enter transactions (invoices, bills, and so on) or to edit existing opening balances for customers and vendors. Also, while you can't copy list data from QuickBooks to Excel, you can export it.

To do this task

  1. Open the Add/Edit Multiple List Entries window.

    Choose Lists > Add/Edit Multiple List Entries.

  2. Open the Excel spreadsheet containing the information you want to copy.

  3. Compare the columns in the Add/Edit Multiple List Entries window to the columns in your spreadsheet before you start copying data. You can add, remove, or move columns in the Add/Edit Multiple List Entries window by clicking the Customize Columns button in the top right of the window.

    1. To add a column, select it in the left pane and click Add.

    2. To remove a column, select it in the right pane and click Remove.

    3. If needed, you can change the order in which the columns are displayed by selecting a column in the right pane and clicking Move Up or Move Down.

    4. When you're finished rearranging the columns, click OK.

      You can click Default at any time to return to the preset columns for the list.

  4. Highlight the columns or cells you want to copy and press Ctrl+C.

  5. In the Add/Edit Multiple List Entries window:

    • To add entries, click in the first empty row at the end of the list and press Ctrl+V.

    • To edit entries, click in the first field where you want the information to be pasted and press Ctrl+V.

  6. Click Save Changes.

    If there are errors, the list will clear all saved records (the View drop-down arrow changes to show only records with errors). Only those records with errors will remain on the list so you can make corrections.

    If there are no errors, the list with all saved records remains in view.

  7. Fix any errors that might appear.

    When you save your changes in the Add/Edit Multiple List Entries window, QuickBooks will tell you whether there are any errors. Errors appear in red text. Click or hover your mouse in any field with red text to see what the error is.

  8. Click Save Changes and repeat the process until all errors are fixed.

Do I have to fix all the errors?

If you don't want to fix an error, you can save the changes you've made so far and click Close to close the window without making any further changes. QuickBooks will not save the changes that contain errors.

What if I make a mistake?

If you paste information in the wrong place, or it doesn't paste in the way you wanted, you can either click Close without saving to cancel your changes and start over, or you can paste over the data that looks wrong.

Columns not pasting correctly

When you paste data across multiple columns in the Add/Edit Multiple List Entries window, you may get a warning that data can't be pasted into some of the columns. Depending on the record and type of column, the data will be skipped (not pasted).

Be sure to check the data that was pasted and make any needed corrections, keeping in mind that what pasted for one record may not paste for the next.

You can also click Close without saving to cancel your changes and start over. To make pasting easier, try pasting fewer columns or try pasting columns one at a time. You can also paste over any data that looks wrong.

See also

KB ID# H_LIST_RDE_COPY_EXCEL
12/6/2016 9:52:35 AM
PPRDQSSWS404 9138 Pro 2017 ca7db9