removing old data - Quickbooks Desktop

Hi,  
Can you help to advise how can I migrate the forms and data from DT Premier 2005/2006 version to DT Premier 2021  ?

TQ

You can migrate your data to the newer version, GERALDKC. I will guide you through the process.

Once you upgrade to a newer version of QuickBooks, you'll have to upgrade the company file as well. This way, it will work in the new one.

We have four steps to transfer your forms and data. You can check this article to help you: Upgrade your company files after you switch to a new version of QuickBooks Desktop.

Once done, check some reports, like Profit and Loss and Balance Sheet, to ensure the data is migrated correctly. 

If you have other concerns, don't hesitate to let us know. We're available 24/7 to assist you. Keep safe!

How do I remove thousand of old transactions that are zero under uncategorized income & expense on the online quickbooks - accountant copy.

Thank you

Hello, @JC124. I'm here to help you remove those old transactions.

Let me guide you on how you can delete your transactions in the uncategorized income and expenses.

For the uncategorized expense, please follow these steps:
 

1. Go to the Expenses menu.
2. Locate the transaction and from the ACTION column, select the drop-down arrow.
3. Click Delete and select Yes to confirm.
    

While for the uncategorized income, here's how:
 

1. Go to the Sales menu and click Customers.
2. Select the customer where you created the transaction.
3. Locate the transaction and from the ACTION column, select the drop-down arrow.
4. Click Delete and select Yes to confirm.
    

Alternatively, you can create a journal entry to move the balances and then refer to your Accountant. This way, they can guide you with the option to delete those transactions the best way.
 

After managing all the transactions and you're all ready to reconcile your account, here's an article for you: Reconcile an account in QuickBooks Online.

I'm just a post away if you have clarification with the process in removing your old transactions. I wish your business well!

Thank you does that work when they have delete non active customers and non active vendors

I have a similar challenge, but with a twist: I would like to remove customers who purchased a specific set of product items between Sept. 2002 and January 2006. (We spun off a new company for those products, and they have all their data - I just need to get it out of my books.)

Does the Condense function allow for any kind of filtering or focusing?

Hi there, JC124 and TogsTeam.

I appreciate you for coming back to the thread and adding clarification about your concern. With this, I'll be sharing further details on how deleting transactions or even customer/vendor profile works in QuickBooks Desktop. Then, to ensure that your data stays accurate once you remove thousand of old entries on the program.

Whether you're using the Online or Desktop version, deleting nonactive customers and vendors or inactivating them in the QuickBooks program won't remove thousand of old transactions. They're only hidden from lists and menus but all transactions associated with them, stay on reports.

Additionally, totally removing the customer profile in QBDT is currently unavailable. You can only make them inactive to ensure that you can still view their entries for tax purposes.

Then, the mentioned steps above are the right way how you can delete old transactions for uncategorized income & expenses. Please know that the instructions provided are for QuickBooks Online users.

However, if you already inactivated the customer and vendor, you'll have to make them active again before performing the details by my colleague.

If you're utilizing the Desktop one, you can follow the steps below so you can start removing entries.

Here's how for customer's entries:

1. Click the Customers menu at the top.
2. Choose Customer Center. Then, select the appropriate customer.
3. Locate the entry that you want to remove. Then, click it to expand the page.
4. Click the Delete icon at the top and click OK to confirm.

For Vendor's transactions:

1. Click the Vendors menu at the top.
2. Choose Vendor Center. Then, select the appropriate vendor.
3. Locate the entry that you want to remove. Then, click it to expand the page.
4. Click the Delete icon at the top and click OK to confirm.

Lastly, you may refer to this article to view steps on how to run various reports in QuickBooks so you can view all entered data and give you a snapshot of your business. 

• Run reports in QuickBooks Online.
• Understand reports.

Please hit the Reply button if you still have more concerns about customer and vendor transactions in QuickBooks. I'm always available, JC124. Stay safe and good luck.

Hi, ChristieAnn - Thanks for the quick response! I should clarify further... I'm running 2022 Pro Plus Desktop. My issue is not the raw size of the database, but the fact that I have 11,650 Total Names records (according to QB Support, that's a problem that can eventually lead to database corruption). I estimate 3K-4K unique customer names that I want to purge, with transactions between 2002 and 2005, inclusive.

Deleting them individually isn't really an option. If I have to wipe out all customers and transactions prior to 2006 (when we spun off the other company, so any customers/txns thereafter are "ours"), I can live with that (I'll have copies for referral).

@TogsTeam @JC124 

You need to purchase a 3rd party condense service to reduce the lists per your specifications. Contact us in private for details.

How does one go about doing that - is there a particular department or contact group?

---

@Fiat Lux - ASIA wrote:

@TogsTeam @JC124 

You need to purchase a 3rd party condense service to reduce the lists per your specifications. Contact us in private for details.

---

@TogsTeam 

Click our username and you can send a private message to us.

I cant find anyhing that says "file" and when I search it in quickbooks nothing shows up?
Next simple open up QBs and go to File; Utilities; Condense (towards the bottom)

@sharon C1 

Do you have QB Desktop or QB Online?

I want to ensure you can find the file button, sharon C1.

Beforehand, may I know what product you're using? Are you trying to remove old data? Any information and screenshots provided will help us resolve the problem.

In QuickBooks Desktop (QBDT), you can see the File menu at the top. I'll guide you on how to do it.

Here's how:

1. Go to the File menu.
2. Hover over Utilities and select Condense Data.
   
3. Click Keep all transactions, but remove audit trail info to date.
4. Tap Next.
5. Let the process complete. Hit Close.

If you want to condense data by removing selected transactions, follow the steps below.

1. Go to the File menu.
2. Hover over Utilities and select Condense Data.
3. Click Remove the transactions you select from your company file. Select Next.
4. Choose the transactions you want to remove, then select Next.
5. Tap how transactions would be summarized, then Next.
6. Pick how inventory should be condensed, then Next.
7. Select the recommended transactions you want to remove, then Next.
8. Click List entries you'll want to remove, then Next.
9. Hit Begin Condense, then wait for the process to complete. Tap Close.

For more information, check this link: Use the Condense Data utility.

Additionally, I've added these articles about importing your lists and entering existing balances in QuickBooks:

• Import and export data
• Enter opening balances for accounts

After dealing with the old data, do you need help closing the current accounting period and reconciling your books? Visit this link for a guide: Reconcile an account.

Let me know if you need more help managing your data in QuickBooks. I'm always here to help. Take care.

Hello, 

I am using QB Pro 2015 desktop version and have been using QB since 2001. I would like to purge old data but I do not have the "Condense" option under utilities. Is this an option in newer versions of QB?

Hi there, Leo.

Let me share more details about managing condensed data in QuickBooks Desktop (QBDT).

To begin with, Intuit discontinues older versions of QBDT to develop straightforward financial tools that help you today and grow with you tomorrow. So, your QBDT version has already been discontinued and outdated, which causes the inability to use the condensed data tool and other features in your company file. 

If you want to continue receiving critical security updates protecting your data and access to our live support team, you'll want to consider upgrading to the latest QuickBooks Desktop version. 

To learn more about the discontinuation policies, you may visit this article: QuickBooks Desktop service discontinuation policy.

If you've upgraded to the latest version of QuickBooks Desktop and still want to utilize the condensed data utility, you can refer to the steps shared by my colleague Maybells_S. Otherwise, you'll want to refer to this article for further guidance: Use the Condense Data utility.

I'm attaching this article for future reference in case you want to import or export data from QBDT: Import and export data in QuickBooks Desktop.

Keep me updated in the comment section if you have clarification about condensing data in QuickBooks. I'm always around to help you.

@Leo Demarce 

Do you have QB Desktop 2015 US version, Canadian version, or UK version?

Hello,

I have the Canadian version. QB Pro Desktop 2015

Cheers

@Leo Demarce 

There is no Condense Data utility in QB Desktop CA version. You can purchase a 3rd party file condense service if required.

Hello Leo. You can search for third-party apps on desktop.apps.com. Feel free to ask other questions. I'll be on standby.