Embedded Files
Product: QuickBooks Premier - Accountant Edition
0. Backup
Before performing any updates the first step is to perform a backup of the existing database.
Select File.
Select Create Backup...
Select Create Local Backup.
Click Finish.
1.Inactivate large amount of items
Exporting Item list to Excel:
Select File.
Select Utilities.
Select Export.
Select Lists to IIF Files.
When the Export window appears, choose the list type you wish to affect. For purposes of this article I’ll check the Item List If you choose more than one list type, the lists will be stacked into a single IIF file, so I recommend only exporting one list type at a time.
Click OK to export the list to an IIF file.
When prompted, specify a name and location for the file, such as IIF on your Desktop.
Click Save to export the list to an IIF file.
Importing IIF File into Excel:
Within the Open window in Excel change the File Type filter to All Files and then double-click on your IIF file
Click Finish when the Text to Columns window appears. In this context all of the default settings match our requirements.
At this point you’ll want to arrange your worksheet so that you can freeze the worksheet panes:
Scroll the worksheet so that the first cell containing !INVITEM appears in the upper left-hand corner of your screen.
Select Column C or cell C21.
Select View, Freeze Panes, and then Freeze Panes.
At this point when you scroll to the right you should always see columns A and B on the screen. As you scroll to the right you’ll see column AC has a caption of HIDDEN. This is the field that contains the active or inactive status for an item. Y signifies that an item is inactive, and N translates to active. Change the settings for the items as needed, being careful to only enter Y or N in column AC.
Once you’ve updated your IIF file:
Select File, and then Close.
Click Save when prompted to save your changes.
Click Yes when warned that you might lose features.
File must be be saved in Tab Delimited TXT format. Rename to IIF extension if saved explicitly
The final step is to import the revised IIF file back into QuickBooks:
Select File.
Select Utilities.
Select Import.
Select IIF Files.
When the Import window appears, double-click the IIF file that you edited in Excel.
A prompt will inform you when your data has been imported. Click OK.
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