Question: We have several items on our item list that are no longer used and they have a quantity in stock and on PO of 0. I ran the clean up company data as of 12/31/2007. Yet all the sales receipts and Inventory adjustments for these, and many other items are still in quickbooks for 2006 and 2007, as well as these old ununsed item numbers I wanted to have deleted. It seems that the clean up process does not do very much, how do I cleanup and condense this old data, so I can remove these unused inventory items?


Answer:
If an item has never been used in a transaction, you can delete it by right-clicking on the item and selecting Delete Item. If it has been used, you can't delete it, but you can make it inactive so it no longer shows up on lists. In this case, select Make Item Inactive instead.

If you're serious about deleting all these old items, the only way to do this is change the Item in all the transactions it was used in to something else. You can get a complete list of transactions by clicking on Reports - Quick Report at the bottom of the Item screen and changing the dates to All.

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Written by Ruth Perryman, CMA, CFE, CFM, MBA, DPA (ABD)

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