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Deleting and marking items inactive

From: QuickBooks Pro 2014 Essential Training

Video: Deleting and marking items inactive

QuickBooks works with things it considers lists, such as the

Deleting and marking items inactive

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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This video is part of

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QuickBooks Pro 2014 Essential Training

71 video lessons · 13292 viewers

Jess Stratton

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  1. 3m 4s
    1. Welcome
    2. Using the sample company file
      2m 6s
  2. 4m 39s
    1. A tour of the interface
      2m 35s
    2. Navigating inside each center
      2m 4s
  3. 15m 16s
    1. Opening and closing an existing company file
      3m 2s
    2. Setting up a new company file
      8m 13s
    3. Backing up and restoring a company file
      4m 1s
  4. 22m 38s
    1. Working with the Chart of Accounts
      5m 12s
    2. Adding bank accounts and credit cards
      3m 0s
    3. Adding service or inventory items
      4m 48s
    4. Setting up sales tax
      6m 26s
    5. Adding vehicles
      1m 52s
    6. Editing company information
      1m 20s
  5. 14m 21s
    1. Setting up the customer profile
      3m 52s
    2. Creating and editing customers
      4m 49s
    3. Importing customers from another program
      3m 49s
    4. Working with leads
      1m 51s
  6. 4m 43s
    1. Setting up the vendor profile
      1m 41s
    2. Creating and editing vendors
      3m 2s
  7. 4m 0s
    1. Creating and editing employees
      1m 55s
    2. Creating and editing sales reps
      2m 5s
  8. 44m 31s
    1. Creating estimates
      6m 42s
    2. Creating purchase orders for vendors
      5m 3s
    3. Entering vendor bills
      1m 25s
    4. Invoicing customers
      4m 36s
    5. Progress invoicing customers
      2m 35s
    6. Entering time and mileage against jobs
      1m 26s
    7. Receiving payments
      3m 20s
    8. Creating sales receipts for cash sales
      1m 40s
    9. Viewing reminders for overdue invoices
      1m 44s
    10. Sending statements to customers
      2m 30s
    11. Entering credit card charges
      2m 25s
    12. Recording deposits
      3m 30s
    13. Paying vendor bills
      1m 58s
    14. Printing checks
      3m 1s
    15. Working with jobs
      2m 36s
  9. 39m 14s
    1. Taking care of refunds
      2m 35s
    2. Handling customer credits
      2m 28s
    3. Voiding invoices and other line items
      3m 24s
    4. Fixing mismatched data
      5m 34s
    5. Working with check registers manually
      4m 9s
    6. Discounts
      2m 30s
    7. Grouping customers to batch invoices
      3m 18s
    8. Deleting and marking items inactive
      3m 53s
    9. Entering statement charges
      2m 15s
    10. Assessing finance charges
      2m 13s
    11. Memorizing transactions
      3m 18s
    12. Reconciling bank accounts
      3m 37s
  10. 12m 24s
    1. Turning on payroll
      2m 16s
    2. Setting up payroll items
      2m 53s
    3. Setting up employees for payroll
      3m 37s
    4. Paying employees
      3m 38s
  11. 8m 0s
    1. Setting up accounts for online banking
      3m 30s
    2. Reconciling online transactions
      4m 30s
  12. 9m 33s
    1. Enabling multiuser mode
      3m 30s
    2. Adding and editing user accounts
      3m 55s
    3. Keeping QuickBooks up to date
    4. Enabling credit card protection
      1m 17s
  13. 9m 4s
    1. Using the Snapshot tool
      2m 49s
    2. Searching for data
      2m 30s
    3. Filtering lists
      1m 48s
    4. Classes
      1m 57s
  14. 11m 39s
    1. Introduction to reports
      2m 51s
    2. Navigating and customizing report data
      4m 9s
    3. Filtering a report
      2m 4s
    4. Memorizing, exporting, and printing a report
      2m 35s
  15. 6m 53s
    1. Setting up 1099 forms
      4m 44s
    2. Closing the books
      2m 9s
  16. 7m 2s
    1. Customizing invoices and forms
      4m 31s
    2. Setting QuickBooks preferences
      2m 31s
  17. 34s
    1. Next steps

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