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QuickBooks 14500 Limit Solution – Add More Items

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Do you see this error message when you attempt to add a new customer to QuickBooks?

“Cannot enter more than 14,500 customers, vendors, employees, and other names combined.”

This is a sign that your program has reached the 14500 limit for the items allowed. In this blog we will explore the QuickBooks 14500 limit solution – the steps that you should take to start adding more customers, vendors, employees, and other names.

If you cannot add new customers or items in QuickBooks Desktop, seek help from a QB ProAdvisor. The QB ProAdvisor will help you fix QB-related issues in no time. Dial 800-580-5375!

Why Can’t You Add Customers, Vendors, or Employees?

You cannot add a customer, vendor, employee, or any other name because you probably have reached the 14500 limit in QuickBooks. QuickBooks Desktop has a limit of how many total items you can add. Let us look at the maximum limit of different entries allowed in QuickBooks.

List nameMax number of entries (Enterprise)Max number of entries (Pro, Premier)
Total names: Employees, Customers, Vendors, and Other Names combined>100,00014,500 (individual limits of each list is 10,500)
Items, including inventory items (group items can contain only 20 individual items)>100,00014,500
Chart of Accounts100,00010,000
Categories10,000N/A
Price Levels750100
Job types10,00010,000
Vendor types100,00010,000
Customer types100,00010,000
Items in an inventory assembly or sub-assembly500100
Payroll items10,00010,000
Classes100,00010,000
Terms for receivables and payables10,00010,000
Payment methods10,00010,000
Memorized reports29,00010,000
Ship To addresses100,00010,000
Memorized transactions50,00010,000
Shipping methods10,00010,000
Group Items & Sales Tax Group Items5050
Advanced Inventory Sites1,000,000N/A
Sales Tax Codes10,00010,000
ContactsNo limitNo limit
Customer messages100,00010,000
To-Do notes100,00010,000
Customers/Vendors/Employees custom fields3015
Sales Reps10,00010,000
Advanced Pricing Price Rules100,000N/A
Custom Fields4520
Item custom field155

QuickBooks Error Code 140300

You might see the following message when you run a Financial Exchange:

Error code 140300: You have reached the maximum allowed number of items in your QuickBooks Financial Software inventory

It happens when you reach the maximum number of items, i.e14500 in QuickBooks Desktop.

Note: QuickBooks Desktop Enterprise gives you the privilege to add over 100,000 inventory items, vendors, and customers.

How Can You Review the List Information in QuickBooks Desktop?

The QuickBooks Desktop Enterprise 17.0 version and later will let you add:

  • up to one million names (customers, vendors, employees)
  • up to one million items (for example, inventory, non-inventory, and service items).

When the lists start approaching size thresholds, the performance sometimes becomes slow.

Here is how you can check the list size in QuickBooks Desktop:

  • Open QuickBooks Desktop.
  • Press the F2 or Ctrl + 1 keys together.
  • Now, in the window that opens, check the List Information section or the File Size in the File Information section.

QuickBooks Desktop gives you a warning when you reach the limit.

What Can You Do When QuickBooks Reaches Item 14500 Limit?

If you see a message that tells you cannot enter more transactions, it means you have reached the QuickBooks 14500 limit.

When your QuickBooks reaches the 14500 limit for the items, there are some things you can do to fix this and be able to add more customers, employees, vendors, etc.

1.     Delete Old Customers

You can delete the customers that have zero contributions in the Balance Total column or have been used in no transactions. You can mark the rest of the customers as inactive.

Inactivate Customers No Longer Needed

Here is how you can inactivate your customers:

  • Tap on Customers.
  • Choose Customer Center.
  • Now, locate the customer and double-click it to open the customer’s profile.
  • Click Customer is inactive.
  • Select OK.
Check to make sure customer is inactive

Repeat the same steps for all the inactive customers.

1.     Archive and Condense Company

You can delete the inactive lists, sort transactions, and condense your company file to optimize QuickBooks performance.

2.     Start a New Company File, Import Active Items, and Balance

Alternatively, you can begin a new company file, import the active customers, employees, vendors, and other items you need, input the balance, and carry on your work on the new file.

You can archive the old QuickBooks company file and save it for later reference.

3.     Upgrade to a QuickBooks Edition that Has a Greater Limit

Final resort, you can upgrade to QuickBooks Desktop Enterprise which has a greater limit for the items.

Detailed Steps on QuickBooks 14500 Limit Solution (QuickBooks Desktop)

Let us walk you through the steps for QuickBooks 14500 limit solution in detail. Follow these steps to make space for new items in QuickBooks company.

1.     Delete or Inactivate the Customers

To fix this, you can delete the old or inactive customers, vendors, employees, etc. If you have a small business that has only a few employees and vendors, you will need to delete the customers if there are too many.

Here is how you can delete the old customers in QuickBooks Desktop.

Remember that you can only delete the customers that have zero amounts in the Balance Total column. You will need to deactivate the rest of the customers who are no longer needed.

a.      Delete the Old Customers

  • Tap on the Customers menu.
  • Choose Customer Center.
  • Right-click on the customer you want to delete.
  • Tap on Delete Customer: Job.
To delete the customer job please follow this chart

Do this for all the customers you want to delete.

a.      Finally, Add the Customers or Other Items

Once done, you can add the items such as vendors, customers, employees, etc. Here is how you can add new customers:

  • Tap on the Customers menu.
  • Choose Customer Center.
  • Tap on New Customer & Job.
  • Choose New Customer.
  • Fill in the necessary information.
  • Tap on OK.

You can carry similar steps to add other items like vendors, employees, and more.

2. Archive Old Data

With the passage of time your company file accumulates data, growing in size. If your company file is on the verge of exceeding allowed limits, you can archive old data in the company file.

3. Move to a New Company File

Sometimes, you will be able to delete the customers when they are used in transactions. In such cases, you can create a new company file and move your data from this fiscal year to the new company file.

This allows you to move data like Vendor lists, Customer lists, and your Chart of Accounts to the new company file.

  • Open QuickBooks Desktop.
  • Go to the No Company Open window.
  • Tap on Create a new company.
  • Choose Express Start or Detailed Start.

Now, follow the on-screen instructions to import your data to a new company file.

You can QuickBooks Data using Intuit Interchange Format (IIF) files.

A Guide on Exporting QuickBooks Data

Let us see how to export QuickBooks data in QuickBooks Desktop for Windows, Mac, or POS.

a.     QuickBooks Desktop for Windows

Export IIFs

  • Sign in to your QuickBooks company as an administrator.

Note: In case, you’re in Multi-user mode, tap on the File menu. Choose Switch to Single-user Mode.

  • Tap on the File menu. Choose Utilities.
  • Now, tap on Export. Choose Lists to IIF Files.
  • Now, choose the lists you wish to export. Now, tap on OK.
  • Click on the Save in dropdown. Choose a location where you wish to save your IIF file.
  • Provide a file name. Tap on Save.

Don’t Miss Out: Errors When You Export Company File to QuickBooks Online

Import IIFs

Important: Before you import IIF files, make sure to backup your company file. In case you run into errors, you can restore the backup.

  • Sign in to your QuickBooks company as an administrator.

Note: In case, you’re in Multi-user mode, tap on the File menu. Choose Switch to Single-user Mode.

  • Tap on the File menu. Choose Utilities.
  • Click on Import. Choose Import IIF.
  • Select the IIF file you want to import. Now, tap on Open.
  • Choose OK to confirm the import.

Edit an IIF file

  • Open Microsoft Excel.
  • Tap on File. Choose Open.
  • Tap on the File type dropdown, and choose All Files.
  • Choose the IIF file you want to edit, then select Open.
  • Follow the instructions in the Text Import Wizard. Tap on Next. Choose Next and tap on Finish.
  • Now, make the changes in the IIF file.
  • Tap on the File menu. Choose Save, followed by Yes.
  • Quit Excel.
  • Now, you’ll get a prompt to save the IIF again. Tap on Don’t Save.

b.     QuickBooks Desktop for Mac

Export IIFs

  • Sign in to your QuickBooks company as an administrator.
  • Tap on File, and choose Export.
  • Tap on Lists to IIF File.
  • Now, choose the list you want to export.
  • Tap on OK.
  • Now, provide a name for your IIF file.
  • Tap on the Where dropdown.
  • Browse a location where you can save your IIF file into, and tap on Save.

Import IIFs

Important: Before you import IIF files, make sure to backup your company file. In case you run into errors, you can restore the backup.

  • Sign in to your QuickBooks company as an administrator.
  • Tap on File and choose Import.
  • Tap on From IIF Files.
  • Finally, export your IIF file.

c.      QuickBooks POS

If you use QuickBooks POS, here is how you can export your data:

  • Open QuickBooks Desktop Point of Sale.
  • Tap on the File menu.
  • Click on Utilities followed by Export.
  • Tap on the Data Export Wizard. Select Inventory Items.
  • Choose Next.
  • Now, enter the data that’s required in the following fields
    • Select destination file – choose the location where you want to save the file.
    • Write records to (sheet) – the worksheet where data should be entered
    • Begin exporting data to row – the row where data will be started
  • Tap on the Choose export template, and choose default inventory template or alternatively, you can manually manage the mapping to match the details that will be exported from QuickBooks Desktop Point of Sale.
  • Tap on Next.
  • Now, review the data and choose Export.

Summing It Up

So, this was all about QuickBooks 14500 limit solution. This guide will help you start adding new items in QuickBooks Desktop.

However, if your issue persists, you can reach out to a QB ProAdvisor. The QB ProAdvisor will help you get your QB working fine in no time. Dial 800-580-5375!

Top Queries

Is there an item limit in QuickBooks Online?

There is no set limit in QuickBooks Online. However, if the lists and items continue to grow in QuickBooks Online company, it will result in a slow performance.

What are the limits in QuickBooks Desktop?

QuickBooks Desktop has a limit of different items and transactions you can store. For example, the total number of items you can store in QuickBooks Desktop is 14500 which includes customers, vendors, employees, etc.

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