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A
AvonDM
April 21, 2022
Question

Very large Database

  • April 21, 2022
  • 2 replies
  • 12 views

Hi
I have a customer that uses the Enterprise Suite desktop version and their database is approaching 1.4Gb after 12 months of trading. 
I have seen options to compress the Db,  but I do not think it will be enough to allow QB to be used with issues.

I am looking for advice please, on how best to reduce the size of the working Database? 
Can it be reduced after a Year End closedown?
Is there a platform or a version that will allow a larger database to operate without issue? 
Is QB online a solution?
Are there other accounting package that are more suitable?
What are my options please?  

Thank you for taking time to read this.  I look forward to a positive outcome.

Many thanks 
Denis McCarthy

2 replies

katherinejoyceO
katherinejoyceO
Level 9
April 21, 2022

I'm delighted to answer your concern, @AvonDM.

 

In QuickBooks Desktop, you have the option to reduce your file size by using the Condense Data utility. Please know that condensing data in your account is irreversible.

 

Here's how:

 

  1. Go to the File menu, then select Utilities.
  2. Click Condense Data.
  3. Select the best option on how you want to condense your file, then click Next.
  4. Choose what transactions you'd want to remove, then click Next.
  5. Click Begin Condense.

 

You may also want to convert your data from QuickBooks Desktop to the Online version. Here's the link for your future reference: Move your QuickBooks Desktop file to QuickBooks Online.

 

Get back to me if you have additional concerns. I'll be there to help you again. 

 

 

A
AvonDMAuthor
April 21, 2022

Hi @katherinejoyceO 
Thanks for coming back to me.
When I checked how much the Db would be reduced by, when removing the Audit Trail, it was 90Mb, which is very small compared to the size after 12 months.
I would be worried about removing transactions on such a new Database. Can you explain the rationale behind this please? 
Can you outline the Advantages and disadvantages of moving to the Online solution. I need to find out more about this, as we use QBs as the accounting solution for our software.
Will the Online solution even work as I have 2.2 million Targets and less than 6000 items in 12 months (see attached)


Kind regards
Denis

R
Rea_M
Level 10
April 21, 2022

I appreciate your immediate response, @AvonDM. I'm here to share a few details about QuickBooks Desktop (QBDT) database.

 

You're on the right track in checking your client's list information and file size. QBDT is designed for small to mid-sized businesses. It's ideal to keep at least two years of detailed transactions in a company data file so that you can compare reports and have prior-year project information.

 

The rate of growth of QBDT company data files varies significantly from company to company. There's no "average" or "typical" data file size since businesses track different information. To learn more about this, please refer to this article: Maximum number of list entries you can make in QuickBooks Desktop.

 

When you encounter performance issues, you can resolve them by managing your data file. Then, you can opt to condense your company file data to keep your customer's old transactions.

 

On the other hand, each version of QuickBooks is designed to address specific business needs. To help you decide which one is best for you, here's an overview between our QuickBooks Online (QBO) and QBDT products, services, and versions:

 

 

Also, to further guide you in managing your account and the growth of your business using QuickBooks, I would encourage you to check out one of our support pages: The QuickBooks Help Page. It includes help articles, Community discussions with other QuickBooks users, and video tutorials, to name a few.

 

Please keep me posted in the comments if you have other concerns about managing your QBDT company file. I'll gladly help. Take care, and I wish you continued success, @AvonDM. 

Jen_D
Jen_D
Level 8
April 22, 2022

Thanks for reaching out to us again, @AvonDM.

 

I'm joining in this thread to share some insights about this data management concern for QuickBooks.

 

Regarding your concern about the average targets in QuickBooks Online, this data is only exclusive to our developers. We do not run this data here as we don't have any recording of our customer's daily records and transactions in QuickBooks.

 

A QuickBooks Enterprise company file exceeds 1.5GB (max), and QuickBooks Online have a different limit too. Theoretically, there isn't a specific limit for the file size but when you reach the maximum size, QuickBooks becomes unbearably slow and the database becomes more vulnerable to data corruptions.

 

For this, when you plan to move from QuickBooks Desktop to Online, especially for Enterprise versions, only files with less than 350,000 targets can be migrated. This is why shrinking the file size is required sometimes as these platforms doesn't have the same limitations to file sizes.

 

For more information about the file size or questions with migration we do recommend contacting our Support Team. They can share some advice about this and can guide you through the process.

 

To contact us: 

 

  1. Open QuickBooks and click the Help menu.
  2. Select QuickBooks Desktop Help.
  3. On the pop-up screen select Contact us.
  4. Click the Search for Something else button then type your concern in the Ask us anything box.
  5. Hit Search then scroll down to get your contact options.

 

Refer to this article to learn more about our contact options and support availability: Contact QuickBooks Desktop support

 

Thanks for reaching out to us today. This forum is always open for your QuickBooks banking concerns and I am also here to help. Have a nice week ahead!

A
AvonDMAuthor
April 25, 2022

Hi @Jen_D 
Thank you for your response.
I will contact Support 

Kind regards
Denis

K
KB6012
December 7, 2023

Hello,

did you figure this out? I am also wandering what is the limit for a database in QuickBooks Enterprise Desktop 2022? We plan to connect it to Fishbowl and Fishbowl exports a lot of data into QuickBooks.

Thank you.

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