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M
moose18
February 5, 2020
Question

Hit maximum customers, vendors of 14,500. How can I delete some or how do I add more?

  • February 5, 2020
  • 4 replies
  • 0 views

I have hit the max of 14,500 customers, vendors, employees and it won't let me add more.  How should I proceed?

 

4 replies

Candice C
Candice C
February 6, 2020

I've got you covered, @moose18.

 

Since you've reached the maximum number on your usage limits for total names, you have one of two options. Deleting some odd names out of your system or deciding to go to our QuickBooks Desktop Enterprise product.

 

Deleting Names (Customer deletion) 

  1. Open QuickBooks.
  2. Go to Customers.
  3. Press Customer Center.
  4. Click on the customer's name.
  5. Select the Pencil (Edit) icon.
  6. In the bottom left-hand corner checkmark, "Customer is inactive" box.
  7. Hit OK.

Note: When deleting a vendor and employee, do the same steps above just replace Customers with Vendors, etc.

 

Pro/Premier to Enterprise (Less than 100,000 limits)

 

Here's a link that provides steps on how to upgrade to Enterprise:

If you want to learn more about usage limits, check this link out!

 

Should you need any further assistance, please don't hesitate to ask. Wishing you and your business the best going forward. Have a great evening.

B
Bryano11
November 30, 2020

Hi Candice;

 

We're having the same problem and tried what you suggested. However, we're still not able to add customers. Do the list limits apply to inactive customers as well, or does inactivating them really keep them off the list for purposes of the limit?

 

Thank you

Fiat Lux - ASIA
Fiat Lux - ASIA
February 6, 2020

@moose18 

You may have 3 options:

1. As mentioned by Candice C , upgrade to Enterprise edition

2. Create a new company file and migrate only the active list. Utilize the exporter/importer tool.

3. Purchase a 3rd party condense service with additional inquiry to delete some list data.

 

 

    M
    martinauley1
    February 2, 2021

    Creating a new company file is a great answer. I'm going to try to do that.

    Fiat Lux - ASIA
    Fiat Lux - ASIA
    February 2, 2021

    @martinauley1 

    Utilize one of these migration tools if required

    https://transactionpro.grsm.io/qbd

    https://partners.saasant.com/affiliate/idevaffiliate.php?id=5051_2

     

    R
    ReymondO
    January 8, 2022

    Hi there, @Indycals.

     

    Let me join in this conversation and share more insights about the limitations in QuickBooks Desktop (QBDT). 

     

    Both QuickBooks Desktop for Windows and Mac have limits on the number of names you can enter in the program. 

     

    The total numbers you can add together (Employees, Customers, Vendors, and Other Names) is 14,500. 

     

    If you've already reached the maximum number, the solution you've shared would be a great workaround.

     

    For more details, you can also check out this article: Maximum Number of List Entries (List Limits and Custom Fields).

     

    If your company file has grown too large, you can condense the transactions for a period of time you choose. This provides you an option to remove their detail and creates a consolidated journal entry for data prior to the selected date.

     

    Let me know how else I can help you with QuickBooks by adding a comment below. I'm more than happy to lend a helping hand. Keep safe!

    I
    Indycals
    January 8, 2022

    I did try condensing - a few times, but I kept getting errors that necessitated force quitting. Same with rebuilding the data. 

    Adrian_A
    Adrian_A
    January 8, 2022

    I appreciate the steps you've done to resolve this issue, Indycals.

     

    Since you're unable to condense your company file, and the verify and rebuild steps didn't work to resolve the condensing issue, I'd recommend reaching out to our Phone Support team. An agent can take a look at your file and isolate why you're unable to condense the data. 

     

    You can reach out to them through this link: Contact QuickBooks Desktop support.

     

    Once your able to condense your data, you can check this link for the detailed steps to condense your data: Use the Condense Data utility.

     

    I'll be around if there's anything that I can help with. Keep safe!

    R
    rabidrabbit
    December 16, 2022

    https://youtu.be/Ez53O797KwU

     

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