Archiving files in QB Desktop

Thank you for your prompt response.

Are there predefined steps for this, since I am doing it for the very first time.

Or could you please guide me on how to do this.

Do not want to mess up with any files.

Good day, @gkenn2. I’m here to share some information about archiving data from prior years in QuickBooks Desktop.

Currently, archiving your data in QuickBooks Desktop is unavailable. You might want to condense your file so that all the closed transactions will be converted to journal entries. I’ll show you how:

1. Go to File and select Utilities.
2. Choose Condense Data.
3. Tap OK.

Here's an article you can read to learn more about the Condense Data tool. This includes its limitations and the actions you’ll need to take note of for the process.

You can also use your existing company file to establish a new company file, then export data starting with your fiscal year (12/31/21). This way, you don't have to start from scratch. The lists and the Chart of Accounts will be saved. However, the balances and past transactions will be excluded.

Here’s how:

1. Select File.
2. Choose the option New Company from Existing Company File.
3. Follow the onscreen instructions, then click Create Company.

I’ve added this article for your reference in case you want to export reports as Excel workbooks in QuickBooks Desktop. It also includes the steps if you’re using QuickBooks Desktop for Mac.

Feel free to reply to this thread if you need further assistance with archiving files. I’m always here to help.