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How to Delete Multiple Items in QuickBooks

· 3 min read
Debits

Introduction​

Managing inventory and item lists in QuickBooks can sometimes require bulk deletions to maintain an organized system. This guide provides a step-by-step process to delete multiple items in QuickBooks Desktop and QuickBooks Online.

Deleting Multiple Items in QuickBooks Desktop​

Step 1: Prepare for Deletion​

  1. Open QuickBooks Desktop: Launch QuickBooks and log in with your credentials.
  2. Back Up Your Data: Before making any changes, go to File > Backup Company > Create Local Backup to back up your company file.

Step 2: Use the Item List​

  1. Open Item List: Go to Lists > Item List.
  2. Select Items to Delete: Press Ctrl and click to select multiple items you want to delete.
  3. Mark Items as Inactive: Right-click the selected items and choose Make Item Inactive. QuickBooks does not allow bulk deletion, but marking items inactive removes them from active lists.

Step 3: Permanently Delete Inactive Items​

  1. Open Item List: Go to Lists > Item List.
  2. Show Inactive Items: Click on the Include Inactive checkbox at the bottom of the list.
  3. Delete Inactive Items: Right-click each inactive item and select Delete Item to permanently remove them.

Deleting Multiple Items in QuickBooks Online​

Step 1: Prepare for Deletion​

  1. Open QuickBooks Online: Log in to QuickBooks Online with your credentials.
  2. Back Up Your Data: Use a third-party app or manually export your data to back up your item list.

Step 2: Make Items Inactive​

  1. Go to Sales: Navigate to Sales > Products and Services.
  2. Select Multiple Items: Use the checkboxes to select multiple items you want to delete.
  3. Batch Actions: Click on the Batch Actions button and select Make Inactive. This action hides the items from active lists.

Step 3: Permanently Delete Items​

  1. Go to Products and Services: Navigate to Sales > Products and Services.
  2. Show Inactive Items: Click the Filter icon and select Inactive to show all inactive items.
  3. Delete Items: For each inactive item, click the drop-down arrow in the Action column and select Delete.

Best Practices for Managing Item Deletion​

  • Regular Maintenance: Periodically review and clean up your item list to keep your data organized.
  • Use Categories: Organize items into categories to make bulk actions easier.
  • Review Reports: Before deletion, review inventory and sales reports to ensure items are no longer needed.
  • Back Up Regularly: Always back up your QuickBooks data before making significant changes.

Conclusion​

Deleting multiple items in QuickBooks requires careful preparation and attention to detail. By following the steps outlined in this guide, you can efficiently manage and clean up your item lists in both QuickBooks Desktop and QuickBooks Online. Implementing best practices will help maintain an organized and efficient system, allowing for smoother business operations.