Import Inventory Counts into QuickBooks Desktop
Can inventory counts be imported into QuickBooks Desktop (QBDT) using Transaction Pro (TPro) Importer?
Inventory counts be imported into QBDT using TPro Importer by using the import type Inventory Adjustment. Inventory Adjustment allows both quantities and values to be updated in QBDT. The changes can either be an adjustment to the current value or replacement of the current value with a new value. When importing an adjustment, positive numbers will increase the current value and negative numbers will decrease the current value.
For example, after preforming an inventory count, Item A is found to have a count of five. However, Item A currently shows as three in QBDT. Therefore, either an inventory adjustment of +2 could be imported to increase the current value by two to bring the new value in QBDT to five, or a new quantity of 5 can be imported to replace the current value with five.
If both the quantity and value needs to be adjustment for an item, the entries will need to be imported as separate transactions either by specifying a different transaction reference number for the rows or by performing two separate imports. The quantity and value cannot be adjusted on the same transaction when importing and Inventory Adjustment using TPro Importer.
Below is a list of the available fields to import and an explanation of each.
- RefNumber: This is a required field. The reference number is the Inventory Adjustment transaction number. It tells TPro which rows of data belong on the same transaction in QBDT. If importing a large count, it is suggested to not import the entire file as one reference number because if even one row of data has an error, the entire import will be rejected. It can be difficult to find what row caused the error, if the file is large. It is suggested to change the RefNumber ever twenty-five rows or a value with which you are comfortable.
- Account: This is a required field. This is the General Ledger Account to which any adjustments will be posted. It can be Inventory, Inventory Adjustment, or any account type.
- Transaction Date: This is the date for the adjustment to be effective in QBDT. If it is not included in the import file, it can be entered as a Static Value to apply the same date to all imported rows. If no date is imported, the date will be assigned as the date that the import is performed.
- Memo: Any memo or note that needs to appear on the imported transaction.
- Item: This is a required field. This is the Item name in QBDT. It must match QBDT exactly (spelling, punctuation, spacing, etc). The cross reference option for Items within TPro Importer can also be used. If using the cross reference option, it must be used for all Items in the file and must already exist within QBDT.
- New Qty: This field will replace the current quantity value in QBDT with the value in the import file.
- New Value: This field will replace the current dollar value in QBDT with the dollar value in the import file.
- Adj Qty: This field will update the current quantity value in QBDT by increasing (positive number) or decreasing (negative number) the current quantity value by the value in the import file.
- Adj Value: This field will update the current dollar value in QBDT by increasing (positive number) or decreasing (negative number) the current dollar value by the value in the import file.
- Customer: This field will assign the adjustment amount as associated with a specific Customer. The Customer must already exist in QBDT prior to importing.
- Class: This field will assign the adjustment amount to the Class specified.
- Inventory Site: If using Advanced Inventory in QB Enterprise, this will let TPro know in which Inventory Site to adjust the specified Item.
- Inventory Bin: If using Advanced Inventory in QB Enterprise, this will let TPro know in which Inventory Bin to adjust the specified Item.
- Serial/Lot Number: If using Advanced Inventory in QB Enterprise, this will let TPro know for which serial or lot number to adjust the specified Item.