QuickBooks now offers a spreadsheet view to quickly enter or edit customer, vendor, item, or account information. You can duplicate and modify existing items, such as customer job. You can even paste list information from EXCEL.
Spreadsheet view is a great way to update customers/jobs, vendors, service items, inventory parts, and non-inventory parts. To access this new feature select Lists/ Add/Edit Multiple List Entries. In the example below, we select the customer list.
You can select the columns you wish to display and place them in the order that best meets your needs.
Rather than create a new list entry, you can duplicate and modify an existing list entry. For example, rather than manually re-enter information for some or all of the 35 available fields for a customer job, you can simply duplicate a job and change only fields that are different.
You can copy and paste data from one record to another.
This can come in handy for a single update to a group of records. Rather than edit each individual record you can simple copy and paste, even when the pasted data is from a dropdown list.
A “Copy down” command can be used to copy the same data to the end of a lits. CAUTION: This will overstore existing field data for all items in that list.
You can even paste data directly from Excel to add to or modify your lists. CAUTION: Make sure that the columns displayed in EXCEL match the columns displayed in QuickBooks. The column headers should not be copied into QuickBooks. After you copy, QuickBooks will notify you of any errors in the copied data. You can fix those errors in QuickBooks or close the Add/Edit Multiple List Entries and abort all changes made since you opened the form.
Robert Guild is certified QuickBooks ProAdvisor in Austin, TX who conducts CPE courses for CPAs and individual training and group classes to QuickBooks users. His company at www.QBCoach.biz, maintains a sixteen-station QuickBooks lab, providing hands-on training. You can contact him directly at rguild@QBCoach.biz or follow him on twitter at QBPro