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fischerhoneyco
fischerhoneyco
Feb 20, 2019 1:17 PM UTC
Solved

Restrict items list invoice entry

Hello.  Is there a way to restrict which items are available for use during invoicing?  I would like to only allow certain items to be used in customer billing.

Answer
Feb 20, 2019 2:33 PM UTC

Hello, fischerhoneyco.

 

In QuickBooks Desktop, we’re unable to restrict some items when creating an invoice. As a workaround, you can inactivate the item temporarily so they won’t show up when making an invoice.

 

Here’s how to inactivate an item:

  1. Go to List at the very top.
  2. Select Item List.
  3. Choose and right-click the item you’d like to exclude.
  4. Select Make Item Inactive.

You can also send feedback about this to our developers. Just click Help at the top, Select Send Feedback Online, and chose Product Suggestion.

 

Visit us again anytime you have other questions about QuickBooks.

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5 replies

Anonymous
Answer
Feb 20, 2019 2:33 PM UTC

Hello, fischerhoneyco.

 

In QuickBooks Desktop, we’re unable to restrict some items when creating an invoice. As a workaround, you can inactivate the item temporarily so they won’t show up when making an invoice.

 

Here’s how to inactivate an item:

  1. Go to List at the very top.
  2. Select Item List.
  3. Choose and right-click the item you’d like to exclude.
  4. Select Make Item Inactive.

You can also send feedback about this to our developers. Just click Help at the top, Select Send Feedback Online, and chose Product Suggestion.

 

Visit us again anytime you have other questions about QuickBooks.

TCPT
Sep 11, 2019 9:31 PM UTC

But what if the item is active, just not sold to a group of customers? Need to see items by site or price rule. We sell different products to different customers.

PreciousB
PreciousB
Sep 11, 2019 11:43 PM UTC

Thanks for joining this thread, TCPT.

 

As mentioned by my colleague MikiD, we are unable to hide an active item when invoicing a customer.

 

Locating an item using site or price rule in the invoice screen is also unavailable in QuickBooks. However, you can utilize the Find & Select Items option. It lets you search products or service using the Item Name/Number, Sales and Purchase Description, Preferred Vendor, Man. Part Number, U/M Set and Custom fields.

 

To easily search an item that is sold for a specific customer, you can modify any of the mentioned fields above.

 

Here's how:

  1. Go to Lists at the top menu bar and select Item List from the drop-down.
  2. Double-click the item and enter any detail to help you organize them for a specific customer.
  3. Hit OK.

Then, create an invoice and search the item. I'll show you how:

  1. Go to Customers at the top menu bar and select Create Invoices.
  2. Choose the customer's name at the top.
  3. Click the box and the arrow under the Item column and hit <Find & Select Items>.
  4. Enter a detail in the Find box, then Search.
  5. Continue creating the transaction and click Save & close.

For additional details about editing an item, check out this guide: 

Add, edit, and delete items.

 

Please to let me know if you need any help with QuickBooks. I'm always here to assist.  I hope to hear about your success!

 

 

 

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