Condensed file makes prepaid expenses by vendor report inaccurate

Thank you for reaching the Community, Carlyle.

I appreciate the effort of providing us with a screenshot.. I'd like to help in fixing a possible data issues after condensing your file in QuickBooks Desktop.

We can use the Verify and Rebuild tools to identify the if there are damaged transactions affecting your reports and fix them  automatically..

Here's how:

1. Click Windows at the top, and select Close All.
2. Go to the File menu, then hover over Utilities and select Verify Data.
3. Let the tool check your file for data issues.
4. From the Verify Results screen, select Expand All to see the errors.
5. If QuickBooks finds an issue with your company file, select Rebuild Now.
6. On the QuickBooks Information window, select OK. Follow the onscreen steps to save a backup.
7. It may take some time. QuickBooks may seem stuck, but as long as you can move your mouse, the tool is working.
8. After that, Verify Data again to check if your file still have data issues.

If you still have data issues, you can check out this link to learn how to use QuickBooks File Doctor: Fix company file and network issues with QuickBooks File Doctor.

If you still encounter some issues after running the file doctor, I suggest contacting our support team to help you repair the file.

I'll be here if you still have questions or clarifications about it. Have a wonderful week.

Hi Archie, thank you for taking the time to reply.  Unfortunately, this is not the issue I'm having.  My data is fine and everything reconciles perfectly on a company level.  However, when QB condenses a file, it does not keep the "customer:job" or "vendor" details for the transactions that it is deleting.  Because of this when I produce the attached report, the beginning balances by vendor are incorrect. If you open the attached file, you can see additional detail that will clarify my question.

Hello there, Carlyle.

Thank you for adding more information about your concern, especially the lists that were deleted after condensing the file. Let me help and guide you on how to correct the balances on your prepaid expenses by vendor report.

When condensing the file, there are lists of entries you’ll have to choose to remove. Also, it does not remove certain transactions:

Since the customer: job or vendor details were removed, I suggest contacting our Technical Support Team. They have extra tools to investigate the cause of this unexpected result. Also, our specialists will help determine which option is best for you. Then assist you in implementing what you have chosen.

1. In your company file, click the Help menu at the top bar to select QuickBooks Desktop Help F1.
2. Scroll down to the bottom of the window and tap the Contact us link.
3. In the Contact Us screen, go to the Tell us more about your question section and type the issue in the field box. For example, needs assistance condensing the data.
4. Click the Search menu and choose the support options: Call us to speak with an agent or Message Us for real-time support.

You can browse this article for additional resources: Use the Condense Data utility. It provides detailed information on how the process affects your reports, transactions, etc.

We also collated resources to help customers get started using QuickBooks Desktop. It contains links to common tasks and other basic functions of the program. Click here for the complete details.

Stay in touch if you still need assistance in managing your reports and other transactions. I’m always ready to lend a helping hand. Enjoy the rest of your day.

From what I read in that article that you linked to (which I read before completing the condense), the result is quite expected.  All data from the deleted transactions is summarized, but loses data on customer:job and class.  The lists are still there intact, but the summary transactions do not include data on customer:job, class, or vendor (as expected).  What I'm asking is how to deal with it going forward.  What entry do I need to make to fix the opening balances for the prepaid expenses account for each vendor.  Did you have a chance to open that pdf that I attached?  It has a very clear explanation of the question...you may need to scroll down to see.

Hello Carlyle. It's important you get the help you need with this. Based on what you've described, I recommend contacting our support team for additional support with this. You can contact our support team by dialing 1-833-317-2226. To find out more about our hours of operation, check out this link here. You're more than welcome to keep me posted on how you make out. I'll be one message away in case you need additional support. Otherwise, I wish you a great rest of the week.

@Carlyle 

You are using QBD US version, aren't you? Which year version? If you are using QBD 2019 or later versions, try running the Condense Data utility to split the file and check your report again.

I am using QB Pro 2020 desktop version.  I have already used the Condense utility, as I described above.