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Can I export a vendor list, update the names where needed and reimport without creating duplicate vendors?

Forum|Forum|5 years ago
November 16, 2020
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Hi,

I have a client that wants to update some of their vendors names to match an outside internal system.

Is it possible to export the vendor list, update the names where they are slightly off and reimport the list without creating a duplicate vendor?

Is it safe to assume the entire history of the vendor (1099/bill pay) would have been affected?

Thanks,

Marta M.

Best answer by Rea_M

Hello there, @MartaMeydid.

Yes, it's possible to export, then reimport your client's vendor list after you make slight updates. However, the process will result to duplicate vendor since the information aren't entirely identical to the existing ones in QuickBooks Desktop (QBDT). Then, the history of the vendor (1099/bill pay) will be affected. With this, you'll have to merge the duplicates to the ones already on the system. This is to get rid of the duplicate accounts and update the vendor's current info.

Please know that the merging of vendor accounts is irreversible. After the process, you're unable to access the 1099 forms within QBDT that you've filed earlier. Thus, I'd recommend creating a backup copy of your client's company file and saving the local copies of the previously filed 1099 forms before doing so. This is to keep your previous year's business record. Here are the steps for QBDT 2019 version:

Open QBDT.
Access the Merge Vendors window. If you are using QuickBooks Desktop Accountant Edition, go to the Accountant menu, select Client Data Review, then choose Merge Vendors. If you are using QuickBooks Desktop Enterprise, go to the Company menu, select Accounting tools, then choose Merge Vendors.
On the Merge Vendors window, select the vendors to be merged then choose Next.
Select a Master Vendor, then choose Merge.
Click Yes on the confirmation prompt.
Choose OK on the Merge Complete window.

I've attached screenshots below that show the third and fourth steps.

In case you're using other versions of QBDT, you can refer to this article's QuickBooks Desktop 2018 and below section: Merge Accounts, Customers, and Vendors. It also contains additional reminders befog merging vendor accounts.

After that, you can pull up the Vendor Contact List report. This is to confirm you're able to successfully merge the vendors' accounts. Just go to the Reports menu, then select the Vendors & Payables option.

I'm also adding this article to learn more about importing and exporting info in QBDT: Import and export data in QuickBooks Desktop. It also includes an overview and helpful articles about ways on how to perform each process.

Please know that you're welcome to comment below if you have other concerns or follow-up inquiries about managing the vendor list in QBDT. I'm just around to help. Take care always.

R

Rea_MAnswer

Hello there, @MartaMeydid.

Yes, it's possible to export, then reimport your client's vendor list after you make slight updates. However, the process will result to duplicate vendor since the information aren't entirely identical to the existing ones in QuickBooks Desktop (QBDT). Then, the history of the vendor (1099/bill pay) will be affected. With this, you'll have to merge the duplicates to the ones already on the system. This is to get rid of the duplicate accounts and update the vendor's current info.

Please know that the merging of vendor accounts is irreversible. After the process, you're unable to access the 1099 forms within QBDT that you've filed earlier. Thus, I'd recommend creating a backup copy of your client's company file and saving the local copies of the previously filed 1099 forms before doing so. This is to keep your previous year's business record. Here are the steps for QBDT 2019 version:

Open QBDT.
Access the Merge Vendors window. If you are using QuickBooks Desktop Accountant Edition, go to the Accountant menu, select Client Data Review, then choose Merge Vendors. If you are using QuickBooks Desktop Enterprise, go to the Company menu, select Accounting tools, then choose Merge Vendors.
On the Merge Vendors window, select the vendors to be merged then choose Next.
Select a Master Vendor, then choose Merge.
Click Yes on the confirmation prompt.
Choose OK on the Merge Complete window.

I've attached screenshots below that show the third and fourth steps.

In case you're using other versions of QBDT, you can refer to this article's QuickBooks Desktop 2018 and below section: Merge Accounts, Customers, and Vendors. It also contains additional reminders befog merging vendor accounts.

After that, you can pull up the Vendor Contact List report. This is to confirm you're able to successfully merge the vendors' accounts. Just go to the Reports menu, then select the Vendors & Payables option.

I'm also adding this article to learn more about importing and exporting info in QBDT: Import and export data in QuickBooks Desktop. It also includes an overview and helpful articles about ways on how to perform each process.

Please know that you're welcome to comment below if you have other concerns or follow-up inquiries about managing the vendor list in QBDT. I'm just around to help. Take care always.

M

MartaMeydidAuthor

Hi Rea,

Thank you for getting back to me. This is definitely the path we are looking to go.

I had one more question before we try this out.

Is it possible to do this in batches? For example, if we have 800 vendors to export and want to reimport in batches of 100. Will it only update those that are reimported without affecting or deleting the other vendors?

Also, I think we would have to try this in a copy of a file first before running it through the live QuickBooks file.

Thanks for all your help.

Sincerely,

Marta

Candice C

Good Afternoon, @MartaMeydid.

Thanks for reaching back out to the Community. I can provide you with an answer to your question about importing vendors into your QuickBooks Desktop (QBDT) account as batches.

Yes, you can enter 100 vendors at a time without it affecting or deleting others. This will help ensure that all of your vendors are coming over properly and aren't duplicating.

Doing batches within a sample file of QBDT is recommend to make sure that this works perfectly for your business. Here's how to open a sample file:

Open QuickBooks.
This will bring you to a No Company Open page.
From there, tap on the Open a sample file option.

For future reference, here's a guide that can help you and your business: Import and export data.

Let me know if you're able to import successfully. I want to make sure that you're able to get back to running your business. I'm only a post away if you need me. Bye for now!

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