QuickBooks 2014: The Missing Manual

Chapter 6. Data Entry Shortcuts for Lists

If you frequently add or edit more than one customer, vendor, or item at a time, working in a New or Edit window (like New Customer or Edit Item) isn’t only tedious, but it also takes up time you should spend on more important tasks, like selling, managing cash flow, or finding out who has the incriminating pictures from the last company party.

When you set up your company file, the QuickBooks Setup dialog box helps you bring information in from an email program or Excel (Beginning to Use QuickBooks), and you can use that same window anytime you want to add more customers or vendors. Another option is the Add/Edit Multiple List Entries feature. When you’re creating customers, vendors, or items, you can use the Add/Edit Multiple List Entries window to paste data from Excel into QuickBooks. Or, to edit existing records, you can filter or search the list in that window to show just the customers (or vendors, or items) you want to update and then paste in Excel data, type in values, or copy values between records. This chapter shows you how to perform all those tasks.

Then again, you might store info about customers and vendors in other programs such as a database or word-processing program where you create mailing labels. If your other programs can create Excel-compatible files or delimited text files, you can avoid data-entry grunt work by transferring data to or from QuickBooks. (Delimited text files are simply files that separate each piece ...