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QuickBooks works with things it considers lists, such as the customer list, the vendor list, the items and services list, etcetera. When it comes to these lists, sometimes there's things in there that you don't want anymore. You can choose to mark them as inactive and bring them back again, or delete them altogether. Some things QuickBooks won't let you delete, as it may pertain to an existing transaction, in which case you'd have to mark it as inactive. Let's go into the Customer Center by clicking Customers from the home screen. If there's a customer that I want to mark as inactive, I can right click that customer and choose, Make Customer Job Inactive.
Maybe I'm cleaning out my customer list and I just don't want to see them anymore, if it's getting a little unruly. Maybe I only want to see customers that I've worked with recently. If you're looking for a customer and you can't find them, you may have once previously made them inactive. If you want to get them back again or if an old customer contacts you after many years, you can change the view. From the top of the menu instead of Active Customers, choose All customers. You'll see and you can keep this view active at anytime. You can see all your customers including the ones marked with an x, which are inactive customers.
To bring back an inactive customer and make them active again, simply right-click their name and choose Make Customer Job Active. From there, I can either leave the view as is, or I can go back up to this View menu and choose to see only active customers. Now, maybe for some reason you do want this customer deleted. Maybe you have duplicates in there, and you're trying to clean it up. That's fine. Click the customer's name and from the Edit menu, choose Delete Customer Job. I'm going to be prompted whether I really want to delete the customer, and I'll click the blue OK button.
The customer's deleted, and now I can't bring them back. I'll close out of this. The vendor list works the same way. But let's go into the items and services list. Here's a list of all my products. Now over time, you'll probably stop selling certain products and add more. And this list can grow very unruly very quickly. To keep your list current, you can go in and mark your old products as inactive. It works the same way. Right click a product and choose Make Item Inactive. It's going to disappear from the list and now you won't have to look at it any more.
If you do however want to bring it back, you can click Include Inactive at the bottom of the screen. You'll see all your inactive items. And if you want to bring a particular one back, you can click on it. Right click and choose, Make Item Active. And then to get back to your old view, simply uncheck Include Inactive. So, it works like the customers. If you're looking for something that you knew was there before. Click Include Inactive to make sure you didn't accidentally make it inactive one day. If you really want to delete it, you can click on the product, select Edit from the top menu, and choose Delete Item.
If you can't delete it, QuickBooks will tell you. If a product's been used in a transaction, you can't delete it, and then you have the option to make it inactive or click Cancel to keep it. Remember though, when you're choosing whether to delete it outright or make it inactive. There's a lot of information stored with items. If you ever plan on bringing that item back, you'll have to retype everything. So it's much easier to simply make it active again, which will store all the existing information rather than delete it outright. Lets close out of this, and I'll go into Invoices.
I'll click the Back button just to get to the last invoice. Now I already showed you how to void an invoice but sometimes you really do want to delete it. To delete an invoice click Edit from the top menu and choose Delete invoice. Again I get prompted, do I really want to delete this transaction, click OK. Now it's deleted and that invoice number can be used again. And the invoice record is gone from that customer's transaction list. So when you're choosing whether or not to delete or avoid something. Think very carefully about whether or not you know you ever want to bring it back again.
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