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Add/Edit Multiple List Entries

Using Add/Edit Multiple List Entries:

Note: This window is for list information only. List information consists of name, desctiption, address, etc. This will not allow you enter transactions such as invoices, bills, etc.

The Add/Edit Multiple List Entries window was added to QuickBooks™ with the 2010 version. This window is used to add and/or edit multiple customers, vendors and items on your Items list. With this window it is possible to also copy and paste information from Microsoft® Excel® and from one cell to another within the Add/Edit Multiple List Entries window. While you cannot copy information from QuickBooks to Excel, you can export from QuickBooks to open in Excel. To open the Add/Edit Multiple List Entries window:

  1. Lists on the top menu bar
  2. Select Add/Edit Multiple List Enteries

 

  • To copy and paste list information from an Excel spreadsheet to Add/Edit Multiple List Entries:
    • Open the Add/Edit Multiple List Entries window.
    • When the window is open, click the List drop-down arrow to select the list you want.

  • With records already in the list, it is possible to filter to see a certain type of record or set of records.

Note: This example is showing only Customer:Job information. If you select a different list, you will have different choices in the other drop-down lists. The default setting is to show the active records. If you would like to see both inactive and active records, select All. If you only want to see the records that you have changed but not saved, select Unsaved.

  • The Find field is to search for a specific record. You can enter partial text or the exact text for the search.
  • There is also a Custom Filter under the View drop-down list to search for specific records.

  • The window can be customized to show what columns you want to work with by selecting Customize Columns.

  • Columns can be added or removed.
    • To add a column, select and highlight the column name in the left pane and click Add.
    • To remove a column, select and highlight the column name in the right pane and click Remove.
  • If you want to display the columns in a different order, select the column in the right pane and Move Up or Move Down.
  • Once the columns are the ones you would like to see and in the order you would like them to be, click OK.
  • To return to the preset columns and order, click Default at any time.

Note: There are columns that cannot be removed. These are entries such as the Customer or Vendor names. You can change their order in the columns though.

  • After the columns are setup the way you would like, you can do the following:
    • Add entries:
      • In the first empty row, click to begin making entries
    • Edit entries:
      • Select the field to make the change, and start typing
    • Make entries from Excel:
      • Highlight the data in the Excel spreadsheet
        • Right click, then left click on Copy, or Ctrl+C
      • In the Add/Edit Multiple List Entries window
        • Right click in the field where the information should be
        • Left click on Paste, or Ctrl+V
        • Copy Down

Other ways to change information

  • Copy text from one row to all in the same column
    • Highlight a field
    • Go to Edit on the top menu bar
    • Select Copy Down
    • Click Save Changes, if your changes are complete

 

Note: Information that is in the field that is copied will fill in all of the remaining fields in the column. If there is any data in those remaining fields, that data will be overwritten.

  • Duplicate Row: An entire record in a row can be duplicated to another row
    • Place your cursor in any row
    • Go to Edit on the top menu bar
    • Select Duplicate Row
    • The row will duplicate below the original
    • The row will precede the first entry with "DUP"
    • Click Save Changes

Note: There is another way to Copy Down a record in a column and also Duplicate a row. After selecting the field or row, right click and select the function.

Note: When you select Save Changes, if there are errors, the list will clear all of the records that are actually saved correctly and the only the records with errors will remain in the window. The View drop-down will change to show on the records with the errors. If there are not any errors, the list with all of the saved records will remain in the window.

How this works is when the records are saved in the Add/Edit Multiple List Entries window, QuickBooks indicates whether there are errors. The errors appear in red text. Take the mouse and click or hover over the field with the red text to reveal what the error is. Correct the errors, click Save Changes. Continue to make corrections and Save Changes until all of the errors are corrected.

If the decision is not to correct the errors, click to Save Changes, but QuickBooks will not save any records that have errors. What happens is that the records without errors will save, but the records with errors will not save.

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