How to delete an inventory item in QuickBooks

When dealing with inventory, there may come a time you need to delete an inventory item.

QuickBooks, an accounting software also offering inventory management features, has an inventory adjustment capability that allows you to do just that. 

This article will show you how you can delete, update, or adjust inventory items in QuickBooks. 

QuickBooks inventory

QuickBooks Online and Desktop have inventory management tools that effectively manage all aspects of your inventory. But while QuickBooks is optimized to make your protocols more efficient, there’s always the possibility of an error. 

There could be numerous reasons why a mistake happens. For example, incorrect data entry, inventory counting, an error in the items received from a vendor, or other reasons. 

You may need to delete an inventory item if there’s an error. Whatever the reason, if you decide you need to delete an inventory item, QuickBooks makes the process simple. 

How many items can I set up in QuickBooks?

The number of list items you can set up in QuickBooks depends on your plan. With QuickBooks Online Plus and Advanced, you can add unlimited inventory items. 

However, the number of items you can add varies if you’re using QuickBooks Desktop Pro, Premier, or Enterprise.

In QuickBooks Desktop Pro and Premier, you can add:

• Vendors, customers, employees, and other names: Max 14,500 combined.
• Items in item list: Max 14,500 combined, including inventory items, non-inventory items, and inventory assemblies.
• Price levels: Max 100.
• Chart of accounts: Max 10,000.

In QuickBooks Desktop Enterprise, you can add:

• Vendors, customers, employees, and other Names: Max 100,000 combined. 
• Items in item list: Max 100,000, including any inventory item, non-inventory item, and assembly item added.
• Price levels: Max 100.
• Chart of accounts: Max 10,000.

How to delete items in the QuickBooks inventory

You may need to delete an inventory item because of a mistake, whether it’s due to inaccurate counting of inventory, incorrect data entry, or receiving a different amount from a vendor.

Here are the steps to follow when deleting inventory items in QuickBooks. 

Step 1: Back up company data

When deleting an item in QuickBooks, you must also delete the transactions connected to the item.

So, before deleting anything, it’s essential to back up your company file in case there’s a mistake.

Follow these steps to back up your company data:

1. Log into your QuickBooks account. 
2. Go to the File menu, located at the top left corner.
3. Select Back Up Company in the menu bar.
4. In the menu that appears, select Create Local Backup.
5. Select Finish and click OK on the user confirmation screen.

Step 2: Delete inventory items

You can delete the inventory item once you’ve backed up your company file.

Here’s what to do:

1. If you haven’t yet, log into your QuickBooks account 
2. Go to List at the top and select it.
3. Select New, then select Inventory Part in the sub-menu.
4. Find the item you want to delete, and select it.
5. Select Quick Report from the item menu, and choose All in the Date range.
6. Right-click on the transaction next to the item, and select the Delete option.
7. Highlight the inventory item, and select the Delete option.

QuickBooks only allows you to delete one item at a time. You can’t reverse the deletion if you perform other actions after.

So, if you delete an item by mistake, you must immediately revert it. You can do this by selecting the Edit option and Undo Delete.

Also, keep in mind that deleting items could sometimes cause inventory shrinkage.

How to make inventory items inactive in QuickBooks

QuickBooks doesn’t allow you to delete multiple items at a time. However, with QuickBooks Online, you can instead make the items inactive.

Here’s how to do it:

1. Log into QuickBooks Online.
2. Select the gear icon located at the top.
3. Select Products and Services in the drop-down menu. 
4. Choose the item you want to delete.
5. Select the Batch Actions drop-down. 
6. Select Make Inactive. 
7. Click Yes when asked for confirmation.

If you need the inactive items again later, you can just reactivate them and avoid additional data entry.

How to update item information in QuickBooks

When creating an item in QuickBooks Online or Desktop, you add information about the item. That information is subject to change, so you may want to change or update it. 

In QuickBooks, updating information is a straightforward process. Here’s what to do:

1. Select Lists in the menu bar at the top. 
2. For Windows, select Item List. For Mac, select Items.
3. Double-click on the item you want to update. 
4. Edit the details in the product info or custom fields.
5. Select OK.

How to change item type in QuickBooks

You can change an item type to an inventory part, a non-inventory part, or an “other charge” item.

Here are the simple steps to changing item type:

1. Go to the Lists menu at the top.
2. For Windows, select Item List. For Mac, select Items.
3. Double-click on the item you want to change. 
4. Select the Type drop-down, then select the new item type. 
5. Select OK. 

Sometimes, once you change the type of item, you can’t change it back. For example, if you change an “other charge” item to an inventory part item, you can no longer change its type. 

How to duplicate an item in QuickBooks

If you need to create a similar item, you can duplicate an existing item, then save it with a new name. Here’s how:

1. Go to the Lists menu at the top.
2. For Windows, select Item List. For Mac, select Items.
3. Choose the item you want to duplicate. 
4. For Windows, right-click on the item. For Mac, select +. 
5. Select Duplicate Item. 
6. Update the details and enter a new name. There can’t be two items with the same name.
7. Select OK.

How to combine two items in QuickBooks

If you enter the same item twice with different names, you could end up with two recorded items instead of one. To keep accounts accurate, you can merge these two items. 

Before merging items, make sure to first: 

1. Back up your company data.
2. Switch your company file to Single User mode. 
3. Clear any account changes that are pending.
4. Make sure multicurrency is switched off. 

Once you’ve done the above steps, you can merge the items. You can do this with Chart of Accounts, Customer List, Item List, Vendor List, and Employee List.

Just follow these simple steps:

1. Go to Lists in the menu bar at the top.
2. Select the list with the entries you want to merge. 
3. Copy the name of the entry you are keeping. 
4. Right-click on the entry you don’t want to use, then click the Edit button.
5. Paste the name you copied, then click Save and Close. 
6. When prompted, select Yes to merge the entries. 

How to hide an item in QuickBooks

If an inventory item features in a transaction and you delete it, you will also delete the transaction.

For accurate record keeping, you will want to save the transaction. So, instead of deleting the item, you can hide it. 

Here are the steps to hide an item in QuickBooks.

1. Go to Lists and select it.
2. Click on the Items List for Windows or Items for Mac. 
3. Double-click on the item you want to hide. 
4. Go to the Edit Item page.
5. For Windows, select Item is Inactive. For Mac, select the Inactive option
6. Select OK. 

Key takeaways

QuickBooks Online and Desktop have inventory management features, including tracking inventory, setting up stock alerts, and generating purchase orders.

If you ever need to delete an item, you can simply follow the steps above. But if you hide an item instead of deleting it, you can reactivate it when needed. 

Once you have your inventory under control, keeping your accounting and your inventory on one platform can further simplify your business processes.

Method:CRM syncs seamlessly with your QuickBooks data, enabling businesses to manage inventory and account information on a single, fully customizable platform. 

Deleting an item in QuickBooks FAQs

How do I edit inventory items in QuickBooks?

You can edit inventory items in QuickBooks by navigating to Lists, then selecting Item Lists for Windows or Items for Mac. To update information on the inventory item, double-click the item and add the new information. Or you can change the inventory item type by selecting Type, and choosing the new item type.

How do I clean up inventory in QuickBooks?

You can clean up inventory in QuickBooks Online or Desktop by ensuring your item lists are accurate, and you’ve selected the correct types. Review your inactive items and make them active if they are ready to sell. Additionally, ensure transactions are tied to the appropriate inventory items. 

For more precise, industry-specific tools, check out QuickBooks Premier and Enterprise. Among these tools are the QuickBooks Manufacturing and Wholesale edition, specifically designed for manufacturing companies. QuickBooks Warehouse Management is another option that helps you manage your warehouse.

How do you remove inventory from assets?

You can remove inventory from assets in QuickBooks by either deleting or hiding the item. Go to Lists and select Item List for Windows or Items for Mac. Then, select the item you want to delete. Click Edit and Delete. 

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