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Quickbooks for mac 2015 accountant's copy archive#
Quickbooks for mac 2015 accountant's copy software#
Quickbooks for mac 2015 accountant's copy windows#

Unclick any that should be kept whether they’re used or not.

Review and decide if you’re okay with paring down the respective lists and don’t see any issues with removing them.

Do You Want To Remove Unused List Entries? Screen allows for the cleanup of cluttered lists.

Click on the “Select None” button to let these outstanding items remain, and click Next.The removal of these items has the potential to cause issues with bank reconciliations invoices, and so forth.This screen provides the opportunity to remove uncleared bank and credit card transactions, unprinted transactions, and so forth.This screen will either follow the inventory options (d.) or – if you do not use inventory items – this will be the next screen after the Transactions Summary screen (c.).Do You Want To Remove The Following Transactions?:.Choose to either Summarize the inventory or Keep the transactions.If you use inventory items – this will be your next screen.DO NOT CHOOSE THE “Don’t Create a summary” entry – using this option will result in having to create opening balances for every account.It replaces the transaction details for that month. This will allow for a Balance Sheet and Profit & Loss statement to be created for the periods condensed. The recommended option is the summary journal entry for each month.The single journal entry option will compress all previous transactions into one journal entry as of the beginning date selected.How Transactions Should Be Summarized: On the next screen, choose whether to have one summary journal entry or monthly journal entries – and the system defaults to creating one journal entry.Once the best choice has been made and related dates selected – click “Next.”.Companies wanting to prepare a period copy of the file would use this option. “Transactions outside of a date range” – This will keep the data within the range and remove everything else.“All Transactions” – This will remove all detail, leave only lists and preferences, and may be used if copying company files but not transaction detail.Remove “Transactions before a specific date” – Choose the first day of the year for the data being kept (For example: if keeping (5) calendar years – then choose ).Option 2: Remove the transactions you select from your company file – Condense Data.This option is not typically recommended due to the minimal space gain and the extensive history loss.The transactions will remain intact, but existing transactions will no longer have edit history for later review. NOTE: This option does not allow for date options.Option 1: Keep all transactions, but remove Audit Trail Information to date – this option does just what it describes – and identifies how the choice will affect file size.

Quickbooks for mac 2015 accountant's copy windows#

With all other windows closed – go to File / Utilities / Condense Data.Ī window will pop up with options to “Condense your company file.” Sign into QuickBooks Desktop as Administrator.

This will be the “go-to” for review of any detailed pre-condense date information.

Name it whatever you like, and add “Archived” at the beginning so the file can be easily identified.

Quickbooks for mac 2015 accountant's copy archive#

If they cannot be cleaned up before the files are condensed – the archive date selected should be older than the outstanding items.Ĭreate a Local Backup to an external (USB) drive.

Look at outstanding/uncleared checks and deposits that may be hanging around.

The instructions are based on QuickBooks Desktop 2019 – however, versions 2016 – 2018 should be able to follow them as well. Following is a step-by-step guide to condensing QuickBooks files. (This exclusion is global – not by vendor/customer/account basis.)īefore running the condense process, the files should be reviewed and adjustments made where necessary. There is an option to have the entries posted by year or by month – and some transaction types are available for exclusion.

The QuickBooks definition of “condensing” the data includes taking all transactions for a particular client or vendor and summarizing it into a single journal entry. Before switching systems, consider condensing the data first – then see if further action is still desired.

Quickbooks for mac 2015 accountant's copy software#

This data accumulation can cause the software to run slowly and make users wonder if they should convert to a different program. After many years of using QuickBooks Desktop software, there can be several million data pieces in the database.