![]() This article will detail the options available to Canadian users of Quickbooks to archive, condense, create a period copy, or create a new data file from an existing data file. In some instances, we have seen size reductions greater than 50. Canadian versions of Quickbooks do not come with a built-in condense feature unlike the US versions of Quickbooks. (This copy is called an archival copy of the file.) The file condense process also makes the data file smaller by summarizing many old closed, detailed transactions that use monster journal entries. ![]() The QuickBooks Condense command creates a permanent copy of the QuickBooks data file. In QuickBooks, go to the File menu, and select Utilities and then Condense Data In. The QuickBooks file condense process does two things. Just as in the given image, if you choose the new option, it will. This should generally be the first condense used. Backup both Acctivate database and QuickBooks company file. Click on Utilities and then select Condense Data. Select "Chart of Accounts" and any other accounts you want to include in the condense data process.Ĭlick "Begin Condense" to start clearing your old transactions. In 2019 and later there was a new condense feature added, The Audit Trail Condense. Select the "Reports" menu, "Vendors & Payables" and "Unpaid Bills." Close any bills that appear in the report.Ĭlick the "Reports" menu and "Customer Transaction Detail." Select the "Uncleared Transactions" detail to see any uncleared transactions and use the reconcile tool to reconcile them.Ĭlick "File," "Utilities" and "Rebuild Data." Click "OK."Ĭhoose "Local Backup." Click "Options" and select a location for your backup.Ĭlick "Complete Verification," "OK" and "Next."Įnter a filename for the backup and click "Save." Click "OK."Ĭlick "File," "Utilities" and "Condense Data."Ĭomplete the information requested by the prompts in the wizard and select a date range for your company file. It is typically ran when attempting to reduce the file size of. Close these invoices before running the condense data utility if you want to clear these transactions. A condense is a feature of QuickBooks that helps remove information prior to a cutoff date. ![]() Condense DataĬlick the "Reports" menu, "Company & Financial" and "Open Invoices." Make a list of any invoices that haven't been closed. File menu > Utilities > Condense Data Go through the menu and select the options you need (Select Help or call your accountant, if needed) Select Begin. Otherwise, if you selected the delete option, click "OK" to confirm that you want to delete the transaction. ![]() If you voided the transaction, click "Save & Close" to close the window or "Save & New" to save and enter a new transaction. Click the "Edit" menu and select the void or delete transaction option, depending on your needs. ![]()
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