Fix damaged Quickbooks List entries

  1. QuickBooks is date-driven and list-oriented. After data range, the lists are the most important part of your Quickbooks when creating transactions and running reports.
  2. Entries are the major part of your lists. Any item on your list is an entry; an account is another type of entry on your Chart of Accounts.
  3. List damage - a form of data damage that often cannot be fixed by the “Rebuild Utility”.
  4. In case your report or list is not complete, you might face a list damage.
  5. Important: Any step undertaken to repair a damaged entry will affect all transactions and reports that use the damaged entry, including reconciled and closed transactions and also the previous financial statements.
  6. You might lose data of the damaged entry if it is not added to a new one (name, contacts, phones, e-mail, custom fields, etc.).
  7. Do not forget to always merge the old entries into the new ones, i.e., rename the old entry to have the same name as the new entry.
  8. Merging process takes a lot of time, especially when you are dealing with larger data files. If you are merging an entry that you use often, it could take hours before it turns into a new one.

How to merge lists

Step 1: Find information about the original entry

  1. In the menu bar, select the Lists menu and select the appropriate List.
  2. Locate and select the old entry that you need to merge.
  3. Right click the old entry and select Edit (Entry).
  4. Record the old entry information, e.g., for an item, record Type, Item Name, Description, Cost, COGS Account, Sales Price, Income Account, and On Hand.
  5. Click Cancel to exit.

Step 2: Create a New List Item

  1. Right click the list and select New.
  2. Enter the entry type. (For an account, click Continue.) This must be the same type as the old entry.
  3. Enter the name of the old entry and then add one character after the name.
  4. Replicate, as close as you can, the data from the old entry. (For an item, do not enter a quantity on hand.)
  5. Click OK. (Save & Close for an account.)

Step 3: Rename the old entry to match the new entry

  1. Right click the old entry and select Edit (Entry).
  2. Edit the name of the old entry and add the extra character so that the two names are identical. You can use Copy & Paste to copy the name from the new entry to the old entry.
  3. Click OK. (Save & Close for an account.)
  4. Click Yes to the prompt, "This name is already being used. Would you like to merge them?"
Thats it! This should fix the list damage.

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