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Can I completely delete an inventory item entered by mistake and has not been used in any transaction? When I try to delete, the only option I get is to make it inactive

Forum|Forum|7 years ago
December 11, 2018
5 replies
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I don't want these items in the inventory because I decided not to carry them at all. why do I get the pop-up telling me item has been used in a transaction, Which is not true.

QuickBooks Desktop

Best answer by arkvalleyinfo

Hello Khan,

I'd be happy to help you with this.

Let's pull up the QuickReport for this inventory item to double-check if there are no transactions using it.

Here's how:

From the Lists menu, choose Item List.
Right click on the inventory item, and choose QuickReport: [Item Name].
Choose All from the Dates drop down option, and click Refresh.
If there are transactions on the report, just double click it, and press Ctrl+D on your keyboard.
Click OK to confirm.

Then try deleting the inventory item again. If you can't find any transactions, your best bet is to make it inactive.

Let me know how it goes. I'll be waiting to hear back.

A

arkvalleyinfoAnswer

Hello Khan,

I'd be happy to help you with this.

Let's pull up the QuickReport for this inventory item to double-check if there are no transactions using it.

Here's how:

From the Lists menu, choose Item List.
Right click on the inventory item, and choose QuickReport: [Item Name].
Choose All from the Dates drop down option, and click Refresh.
If there are transactions on the report, just double click it, and press Ctrl+D on your keyboard.
Click OK to confirm.

Then try deleting the inventory item again. If you can't find any transactions, your best bet is to make it inactive.

Let me know how it goes. I'll be waiting to hear back.

S

stkhanAuthor

Thank you very much. I followed your instructions and was able to delete items from the inventory. Thanks again.

qbteachmt

"I need to delete some but it won't let me because it says the item was used. If I could find where it is used I can delete the Estimate it was used on but I don't know how to find the Estimate"

Yes, I described it: Reports menu > Jobs, Time and Mileage reports. There is "Item Estimates Vs Actuals" right there; filter it for the items you want, which cannot be Left Inactive to Filter on them. They will show, if there were used, even if left inactive. Set your date range at the top to ALL.

qbteachmt

"Although this list item is inactive,"

Open your Items List. At the bottom, Checkmark "Include Inactive." Now you see everything.

"maybe it was used on an Estimate but since that doesn't show on the QuickReport I can't find which Estimate"

Or, you likely have this inside a Group Item or an Assembly Item from Builds.

Or, a Service Item is in use on Timesheets. It is easy to see this, but you need Other Reports.

Reports menu > Jobs, Time and Mileage.

Examples: Time by Item. Item Profitability. Estimates vs Actuals Detail.

Or, you used a Charge item in a Mileage entry. Run the Mileage reports, from here.

A

arkvalleyinfo

We are a building supply company and just have inventory items no service items and we don't assembly anything here so everything is individual items. I need to delete some but it won't let me because it says the item was used. If I could find where it is used I can delete the Estimate it was used on but I don't know how to find the Estimate.

R

Rasa-LilaM

Thanks for joining on this thread, @ldevore.

In QuickBooks Desktop, yes, you’ll only be able to delete an assembly. Make sure item if it doesn’t fall to any of these scenarios.

You can't delete inventory parts or assemblies that are used as components of other assemblies (even if the assemblies are inactive).
If you create an assembly and build it and don't use it in any other transaction, remove the assembly from inventory.
When you take out an assembly item that hasn't been used in a transaction, component parts are not deleted automatically.

The Delete feature will completely erase the inventory from your list. To keep the records correct, inactivate the item that you’re not going to use and change its name.

This way, you’ll be able to use the correct item to track the inventory. Here’s how:

Go to the Lists menu and choose Item List to view all products/services entered in the company file.
From there, choose the item you’re working on and then choose Make Item inactive.
Click OK to keep the changes.

I’m adding an article that contains links about adding or modifying products/services in QuickBooks Desktop. It also has answers to frequently asked questions: Add, edit, and delete items.

Let me know if you have any other concerns. I’m always ready to answer them for you. Have a good one.

H

Hamid Sharifi

Dear Sir

I want to delete totally the inventory imported in to online quick book and wish to import my original Inventory please help how to delete them not inactive

katherinejoyceO

Thanks for joining in this thread, @Hamid Sharifi. I'd be delighted to answer your first post.

Deleting inventory items completely in QuickBooks Online is currently unavailable. I understand this is relevant to you and your business. This will be a great idea we can put forward to our developers.

Please know that all our suggested plans are subject for further study. Any developments and enhancements will be posted on our QuickBooks Blog. I'd recommend you visit our site regularly to be updated.

For future reference, you can read through our help articles in case you'll need some easy steps on changing item types and adjusting inventory items in QBO.

I'm always around here to provide additional support if you have further questions about inventory items, @Hamid Sharifi. Take care.

J

jaapkrijger

If deleting isn't working, you may want to consider merging with the item that is replacing it. You should do the same with all items you no longer use, create one called 'no longer in use' and merge all old items into it.

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