cancel
Showing results for 
Search instead for 
Did you mean: 
Not applicable

Limit to how old data file is and size

Hello,

 

We are using Enterprise 18.0 (Have already paid 2019 but not installed yet)

 

Our company started in 1994 using V2 QuickBooks. Up till 2010 the file was only used for invoices, A/R and A/P. Beginning in 2010 we started using it for all transactions including prior listed and purchase order, estimates, sale orders and a small section of inventory (maybe 400 items).

We have no current issues that I can see however we never verify data like we should.

My concern is that I have some conflicting direction on what we should be doing.

Question #1) I was told recently that a company file should only be 5-7 years old. Mine is 25 years old. Should I be concerned/

 

Question #2) The current file size is 1230652k or 1.23GB. I have been told various by phone support to include:

1) 1 GB file is limit
2) 1.5 GB file is limit
3) 3 GB file is limit
4) And most recent I was told file size does not matter but file should be switched after 5-7 years.
I was given a few third party QB advisors. The first can't consult me till June LOL! and the second one said $5,000 to $7,000 to condense a file with possible extras (This is after the $399 data scope charge) 

I am new here and it seems many perhaps novice end users are doing this condense for free in 2019 version. Looking for guidance so thank you in advance.

Tom

 

Solved
Best answer 05-22-2019

Accepted Solutions
QuickBooks Team

Re: Limit to how old data file is and size

Hi @tci1161,

 

Currently, there isn't an integrated way to separate the data of your company file.

 

In the meantime, you can manually separate your data by using the Export and Import tool. But first, you'll have to create a new company file.

 

Once done, here's how you can export your data from the main company file:

  1. Go to File.
  2. Select Utilities.
  3. Choose Export.
  4. Hit List to IIF Files.
  5. Click OK.

From there, you can open your new company file and import your list. Let me show you how:

  1. Go to File.
  2. Select Utilities.
  3. Choose Import.
  4. Hit IIF Files.
  5. Browse and select to open your IIF files.
  6. Click OK.

In addition, here's an article you can read to learn more about the export and import tool: Import - Export Overview.

 

Please know that after following the steps above, you'll have to delete your data from your main company file to avoid duplicate records.

 

Lastly, you can visit the QuickBooks Resource Center. This way, you'll be updated to the latest release rolled out in the software.

 

It'll be always my pleasure to help if you have any other questions. I'll be keeping an eye for your response.

4 Comments
Highlighted
Established Community Backer ***

Re: Limit to how old data file is and size

hi @ tci1161 ,

 

We always recommend these following points with our clients in Indonesia and Asia similar to your case:

1. You could have and maintain only 1 QBW file as long as you prefer. 

 

2. The Enterprise version was designed to handle a much larger data file than Pro/Premier. There are many businesses running smoothly today with data files over 1 GB (like you for sure). There is no hard and fast rule yet on this topic. Nor is there any way to know exactly how many invoices, estimates, etc. will get your data file to become “too big”.

 

3. You should consider to upgrade to 2019 version and condense the file by yourselves. Next, you should consider to separate it as an preventive maintenance. First period might be 1994-2010, and the second one might be 2011-current. Just my 2 cents 8)

Not applicable

Re: Limit to how old data file is and size

Thank you for your reply. How do I separate a file?

Not applicable

Re: Limit to how old data file is and size

Thank you for reply. How do I separate a file?

QuickBooks Team

Re: Limit to how old data file is and size

Hi @tci1161,

 

Currently, there isn't an integrated way to separate the data of your company file.

 

In the meantime, you can manually separate your data by using the Export and Import tool. But first, you'll have to create a new company file.

 

Once done, here's how you can export your data from the main company file:

  1. Go to File.
  2. Select Utilities.
  3. Choose Export.
  4. Hit List to IIF Files.
  5. Click OK.

From there, you can open your new company file and import your list. Let me show you how:

  1. Go to File.
  2. Select Utilities.
  3. Choose Import.
  4. Hit IIF Files.
  5. Browse and select to open your IIF files.
  6. Click OK.

In addition, here's an article you can read to learn more about the export and import tool: Import - Export Overview.

 

Please know that after following the steps above, you'll have to delete your data from your main company file to avoid duplicate records.

 

Lastly, you can visit the QuickBooks Resource Center. This way, you'll be updated to the latest release rolled out in the software.

 

It'll be always my pleasure to help if you have any other questions. I'll be keeping an eye for your response.

Need to get in touch?

Contact us