When you get this error in QuickBooks, it means that somehow there are duplicates in one or more lists. This usually sneaks into one of the more common lists (such as Names, Chart of Accounts, and Items); however, it frequently occurs in the Customer Message field. QuickBooks doesn’t seem to do a very good job of screening/preventing duplicates in this field.
To review the names overall, you need to create the ‘Master Names (Entity)’ called ‘Names List’. If you haven’t done this before the steps are:
- Open a check (Ctl+W)
- Place cursor in the payee field
- Press Ctrl+L, this opens the ‘Names’ list.
Make sure that all list entries are showing:
- Make sure ‘show inactives’ checkbox is checked.
- From the Names list menu at bottom of list, then select “Flat view”
- From the same menu select Resort list.
Now carefully review the list to see if you see any duplicates, if you don’t see them then look for lists with astricks or diamonds in the name field.
If you find duplicates, back-up your data, and then ‘merge’ the duplicates to eliminate them.
You should check each list in QuickBooks (using the same ‘show all’, ‘flat view’, resort) lists to review. Do this for not only your major lists but ALL the minor lists as well. Remember there are two lists in QB that are NOT in the lists menu:
Memorized transaction list and the Memorized Reports List, these should be checked for duplicates as well.
Remember to always ‘back-up’ before undertaking any list repair or mergers.
Source: Adapted from William Murphy’s NAN Post