Normally, I recommend importing list items into QuickBooks using the standard iif format. But when it comes to manufacturer's part numbers ...

First of all, there are many things to remember when importing items. I have found that it is better to separate imports for inventory, non-inventory, and service items. However, when it comes to importing manufacturer's part numbers, it isn't quite the same ... in fact there is very little or no documentation about it. So how do you do it? Well, here are the steps I follow:

First, ALWAYS make a copy of your QuickBooks data file.

Using MS Access, manipulate the items into import format for *.iif without the manufacturer's part number (MPN). Use the following item types: for inventory, "INVENTORY"; for non-inventory, "PARTS", and for services, "SERV". make sure you understand the other columns and what they mean. For more on how to import items, you can either continue checking this blog or call me for training or to have it done for you.

Here's the kicker, you cannot import the MPN using the older, pre-2007, method of using *.iif importing because the MPN came out in the 2007 version of QuickBooks. I still use the *.iif method as a first pass, however, because it works quite well. Then, I export the item list again, but this time into MS Exel. I use the three columns with the headers, "INVITEMTYPE", "NAME", and "MPN" where "INVITEMTYPE" is the type of item being, in this case, updated (since I already imported the whole list above). HERE IS THE TRICK - the text for inventory that you need to use in Excel is NOT "INVENTORY" like it is when using the *.iif import; now it is, "INVENTORY PART".

Then you go into QuickBooks and use the "File/Utilities/Import/Excel File ..." and then click on, "Advanced Import", to create the mapping and import the file. Choose your file and create a new mapping as the picture below demonstrates:

Map all three columns, the Item Type, the Item Name, and on the bottom the field, "Manufacturer's Part Number". The mapping should look something like this:

Make sure that you select the, "Replacing existing data with import data, ignoring blank fields" radio button, on the property page. I also recommend that you do not import the items with errors as the picture below demonstrates:

If all goes well, you should be able to click, "Import" and all your items will now have the manufacturing part number that was associated with them.