Export Locations/Departments from QuickBooks Online using SaasAnt Transactions, modify the list in a spreadsheet, and re-import it with mapped fields and validation. Use Live Edit for small on-screen updates.​

This workflow allows for rapid bulk changes—such as renaming entire divisions or shifting parent locations —while providing rollback control and audit visibility. It eliminates the need for manual record-by-record edits and minimizes classification errors across multi-entity accounting structures.

Before you begin, remember that QuickBooks Online does not offer a native backup button on all plans. Always rely on SaasAnt’s Preview Mapping, Dry Run validation, and Undo/Rollback tools to ensure your changes are safe and reversible.

Method 1: Edit Locations/Departments Using Modify (Export → Spreadsheet → Re-Upload)

This method is ideal when you need to make structural updates across your organizational tracking—such as restructuring your Parent/Child location hierarchy, renaming departments after a merger, or inactivating old branch locations.​

Step 1: Open SaasAnt from QuickBooks Online

1. Sign in to your QuickBooks Online company file.

2. From the left menu bar, go to Apps.

3. Under Find apps, search for SaasAnt Transactions Online and authorize access if you haven't already.

4. Open the app from your My Apps tab to launch the SaasAnt dashboard.

Step 2: Export Existing Locations/Departments

1. In SaasAnt, navigate to Batch Actions → Download.

2. On the Download transactions screen, select:

   • Transaction/List: choose Locations/Department​

   • Date Type: e.g., Search by Created Date or Last Updated Date

   • Date Range: set the period for the records you want to modify

   • Optional filters: Active status, Name range, etc.

3. Click Search to fetch the matching locations into the grid.

4. At the bottom-right, click Download ▼ and choose .csv or .xlsx to export the file.

Step 3: Edit the Spreadsheet

1. Open the downloaded file using Excel or Google Sheets.

2. Locate the locations/departments you need to alter.

3. Update only the necessary fields. Common list edits include:

   • Location / Department Name​

   • Parent Location (to create sub-locations or sub-departments)​

   • Active / Inactive Status

4. Keep the original Name or internal QBO ID column intact so SaasAnt knows exactly which location records to overwrite in QuickBooks.

5. Save your completed file as a CSV or XLSX.

Step 4: Upload the Modified File

1. Return to SaasAnt.

2. Go to Batch Actions → Modify.

3. On the Upload files screen, drag and drop your edited file or click Browse your files.

4. Select Locations/Department under the Lists category if prompted, then click Continue.​

Step 5: Map QBO Fields Correctly

On the Map Fields screen, align your spreadsheet columns with the corresponding QuickBooks fields.​

1. Ensure critical fields are mapped properly:

   • Name (Required to identify the existing location)​

   • Parent Location​

2. Click Preview Mapping to verify that your spreadsheet data aligns correctly with QBO fields.​

3. Once confirmed, click Review.​

Step 6: Review and Fine-Tune in the Grid

You will now see an editable grid displaying all the location rows from your file.

1. Scan the data to ensure accuracy. You can double-click any cell to make last-minute typo corrections directly in the grid.

2. Optional: Use Preview (Dry Run) Mode to let SaasAnt validate the data without actively changing anything in your QuickBooks file yet.

3. Once satisfied, click Update QuickBooks.

Step 7: Check Results, Download Logs, and Undo if Needed

After processing, SaasAnt displays a summary of the import.

1. Click Show Results to view the Modify results screen.

2. On the Success tab, click the QuickBooks ID to view the live, updated location in QBO. Use the Download ▼ button to save a permanent audit log of the changes.

3. Check the Error tab for any failed rows. You can often click an inline Fix button to correct an invalid parent name and re-submit it immediately.

4. If you realize you made a mistake, click the Undo button to roll back the successful changes, restoring the original location list in QuickBooks.

Method 2: Edit Locations/Departments Using Live Edit (On-Screen Bulk Edits)

The Live Edit feature allows you to change data directly inside SaasAnt’s grid interface without creating, exporting, or importing a spreadsheet. It’s perfect for fast fixes, like fixing typos in department names or inactivating closed office locations.

Step 1: Open Live Edit

1. In SaasAnt, go to Smart Entry → Live Edit.

2. Review the brief instructions and click Ready to edit.

Step 2: Filter the Locations/Departments You Want to Edit

1. At the top of the Live Edit screen, set:

   • Transaction/List: choose Locations/Department

   • You can choose Edit by Searching to pull a large list, or Edit by Reference to type in specific location names.

2. Click Search to pull the matching profiles into the live grid.

Step 3: Edit Location Fields in the Grid

1. Locate the specific locations/departments you want to adjust.

2. Click directly into the grid cells to type in your revised values (such as changing a Name, adjusting a Parent Location, or toggling 'Active' status).

3. You can edit multiple rows at once across the screen.

Step 4: Submit Changes Back to QBO

1. Review the updated grid to ensure everything is correct.

2. Click Submit to sync the updates directly with QuickBooks Online.