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Starting with QuickBooks 2010 and Enterprise Solutions 10.0, you can add or edit multiple list entries by clicking on the Add/Edit Multiple List Entries menu selection on the Lists menu.

QuickBooks Premier 2010 Add Edit Multiple List Entries

However, only certain lists can be manipulated with this feature and not all fields on these lists can be modified. These 5 lists can be edited:

Customers
Vendors
Service Items
Inventory Parts
Non-inventory Parts

For Customers, 6 fields can’t be manipulated with this tool: Sales Rep, Ship To address, Cc (Email), Preferred Send Method, Price Level, and Preferred Payment Method. In addition, 6 fields can be added for new customers, but can’t be edited for existing customers: Currency, Customer Balance, Opening Balance as of Date, Terms, Tax Code, and Tax Item.

For Vendors, 3 fields can’t be manipulated: Cc (Email), Billing Rate Level, and Accounts to pre-fill transactions. In addition, 3 fields can be added for new vendors, but can’t be edited for existing vendors: Currency, Vendor Balance, and Opening Balance as of Date.

For Inventory Parts, the screen shot below shows the available columns which can be modified. Columns in both the Available Columns and Chosen Columns list can be included. In this example, Shelf and Warehouse represent custom fields, so custom fields can be edited using this technique. At least 1 column can’t be edited for either Inventory or Non-inventory Parts: Unit of Measure.

QuickBooks Premier 2010 Add Edit Multiple List Entries Inventory Parts

Similarly, here are the available columns for Non-inventory Parts:

Using this tool, you can choose the columns in the window by clicking the Customize columns… button and use either the Copy/Paste features of Windows or the context menu (discussed below) to quickly duplicate values in a column. You can also create a Microsoft Excel spreadsheet that exactly matches the column layout you’ve selected for the Add/Edit Multiple List Entries window and paste that spreadsheet into the window to quickly add new list entries.

QuickBooks Premier 2010 Example of Add Edit Multiple List Entries

For editing existing entries, you can access the context menu by right-clicking in a cell to gain access to menu choices to insert a new row, copy the value in existing cell down to all of the rows below it (which will overwrite data), and to duplicate an existing row (to prepare it for further editing).

QuickBooks Premier 2010 Add Edit Multiple List Entries Context Menu

The Add/Edit Multiple List Entries tool includes data validation to insure that your pasted data is in the format expected by QuickBooks for that data element and that you haven’t attempted to save a duplicate list entry. Data validation is extremely important in a tool that can easily add or modify large amounts of data.

For the first time starting with QuickBooks 2010, QuickBooks users have a tool to easily and safely add or edit multiple list entries from within QuickBooks itself.

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For the 2010 version (QuickBooks 2010 and Enterprise Solutions 10.0), Intuit has increased the number of custom fields and provided for data validation in Enterprise Solutions. Compared to 2009, the number of custom fields for Names increased from 7 (out of 15) to 12 (out of 30), and for Items it increased from 5 to 15.

QuickBooks 2010 and Enterprise Solutions 10.0 support up to 30 total custom fields for Names which can be applied to a combination of Customers:Jobs, Vendors, or Employees, provided that no more than 12 custom fields apply to any 1 type of list.

In addition, QuickBooks 2010 and Enterprise Solutions 10.0 support up to 15 custom fields for Items.

Enterprise Solutions 10.0 extends data validation to custom fields by allowing you to specify the type of data a custom field should contain and whether the fields are required on Transactions and Lists. Data types include 1 generic text format, 3 number formats, 5 date formats, 2 phone number formats, and a multi-choice list, which allows you to create a pull-down list of entries.

In Enterprise Solutions 10.0, the Multi-choice List contains list elements you specify, and you can select whether the list can only contain these elements or user-entered text. In all cases, custom fields are subject to a 30 character limit.

QuickBooks Enterprise Solutions 10 Custom Fields Multi-choice List

QuickBooks 2009 and Enterprise Solutions 9.0 support up to 15 total custom fields for Names, which can be applied to a combination of Customers:Jobs, Vendors, or Employees, provided that no more than 7 custom fields apply to any 1 type of list (i. e., Customers:Jobs, Vendors, and Employees). For example, you could create 7 custom fields unique to Customers:Jobs and a different set of 7 unique custom fields for Vendors. Then, you’d have the ability to create 1 additional custom field which could be used only for Employees.

Custom fields are limited to 30 characters. You can’t control the amount of text entered in a screen form, but you can limit the amount that is printed on a printed form. Except in Enterprise Solutions 10.0, custom fields are text entry boxes that accept any character. You can’t control the data entered with pull-down lists or other data type restrictions. Because data entered into custom fields is essentially unrestricted, care must be taken during data entry if these fields are to be used for filtering data; an apparently small change in data recorded for a custom field could result in many records not being found when applying a filter.

Custom fields for Customers:Jobs can be used for data in the header or footer of forms such as invoices and receipts.

In addition, in the 2009 version, QuickBooks supports up to 5 custom fields for Items.

QuickBooks Premier 2009 Custom Fields for Items

Custom fields for Items can be used for data in the section for line items (i. e., the columnar section below the header) on forms such as invoices and receipts.

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vendor

Accounting

Developer

Intuit