Batch Delete (Release 7)

Hi Tooldoc,

Batch delete is a great new addition to QuickBooks Desktop Accountant 2020 edition. It allows you to delete multiple unlinked invoices, sales orders, bills or cheques quickly. I can help go over how to use this feature.

Before going over the steps, you should know that any changes or deleted transactions can have an affect on your books as well as cause issues with any previous reconciliations you have done. Before deleting anything, I suggest contacting an accountant to learn how this might impact your books. If you don't have an accountant, you can find one close to you on our find and accountant page. Another way to reduce the size of your company file without having to delete anything is to create a new company file from an existing one. This will help things run more smoothly and prevent issues like you're described. To do this, follow these steps: File>New Company from Existing Company File. Select the file you want to use and create a new name for the new company file.

In order to use the batch delete feature, you first need to have QuickBooks Desktop Accountant edition 2020 installed and updated on your computer. To make sure you're up to date, you just need to press F2 on your keyboard to have an information window pop up. At the top, beside the version you're running it should say R7P. If it does, awesome, but if not you'll need to update by going to: Help>Update QuickBooks Desktop>Update Now>get updates. Once the updates are downloaded, follow the pop up message to finish the update.

Once updated to R7P, open your company file. You'll then need to open the Accountant Centre by going to: Account>Accountant Centre. If you don't see the option under tools, you can click the customize button and look through the list for batch delete to add it. Once it's added, you just need to click on it in the tools menu, select the transaction type and remove what you want from the list.

Hope this helped with your batch delete or creating a new company file!

Thanks Nick,  

I don't have the Accountant's edition of QB.  I have 2020 Pro Desktop (but had an update regarding Batch Delete). I don't see anything under file "New Company from Existing Company File". 

If I created a new company would I have to reenter all the current data?  I have 15 years of data files.  I only want to keep the past 8 years in my working copy. 

Do you know when the archive/condense feature will be available on the Canadian Version?  I believe it is already on the U.S. Version.

Julie

Hi again,

Allow me to clarify this a bit more and touch base on the differences in QuickBooks versions. In order to access the batch delete feature you will need the accountants edition of QuickBooks. The reason you see it in the release notes is due to Pro, Premier and Accountant all being the same base program but each version allowing access to more features and functions.

When you create a new company from an existing company file it moves over your balances and lists to allow your company file to be smaller. This is to prevent issues such as the company file being to large to work properly. We recommend keeping it under 1GB or under 5 years to prevent the issues you are running into. This is best done at your end of year so that everything is closed out and can be moved over. Another option is creating a new file and exporting the information over using IIF files which can be done by following the steps in this link. 

At this time there is no information on when or if the condense feature will be available on the Canadian version of QuickBooks. If this is a feature you want included in later updates you can always provide feedback that goes straight to our developers by going to: Help>Send Feedback Online>Product Suggestions.

If you have further questions or need any additional help setting this up, I suggest reaching out to our support team. This way an agent can screen share to help get you back on track. Their hours of operation and contact information can be found here.

Hope that was able to clear up any confusion.

Thank you for your reply.  I will check into creating a new company to solve the problem.

Julie

Just an update - I contacted QB support and I cannot make a new company and keep any of my transactions.  I will only keep the lists, which is absolutely useless unless I want to manually enter everything current - which would be days of work.  Even at year end I would have to manually input all the AR/AP account transactions. I have submitted requests to QB to add the condense/archive feature to the Canadian version.  

Hello again Tooldoc,

I'm glad to hear that you've been in touch with support and I'd like to clarify the options available with creating a new company file from an existing one. When you use this feature, lists as well as open balances on the various accounts in your company file. This helps ensure that you don't have to re-enter your data completely from scratch and you can enter transactions against the open balances as needed.

Feel free to give it a shot to see if it meets your needs. It won't affect your current company file, but you can create a backup as an extra precaution if you'd like. This article can help with creating a backup file: Back up your QuickBooks Desktop company file

It's good you've submitted feedback as well since it helps us continue to grow the program. I'll be around if you have further questions!

@Tooldoc 

You may need a 3rd party migration tool

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