2 part question - Cleaning up Mistakes in QBDT & making room for an update

victoriah1956 · ‎November 21, 2023

2 part question -

1) - What is the best practice to clean up mistakes in QBDT (Enterprise 2022). Is it best to use "Condense Data", or is there another option? IF I use Condense Data, and some of that data is from a past year which also relates to current transactions, will that condensed data still be available, still show on reports, etc.?

2) I have yet to update my 2022 QBDT to 2023. I did try once and it indicated there was not enough room.

I'm assuming if/after I condense data, that issue will be moot?

Any insight would be appreciated.

Clark_B · ‎November 22, 2023

Allow me to chime in and provide information, @victoriah1956.

Yes, you can use the Condense Data as an alternative in cleaning up and correcting errors in the data.

The Condense Data feature is a tool that simplifies your company's data file and enhances its performance. Please note before condensing, ensure to make a backup file.

Here's how to condense data by removing selected transactions:

Go to the top navigation bar and select File.
Click on Utilities and choose Condense Data.
Select Remove the transactions you select from your company file. Select Next.
Select the transactions you’d like to remove, then select Next.
Select how transactions would be summarized, then select Next.
Select how inventory should be condensed, then select Next.
Select the recommended transactions you’d like to remove, then select Next.
Select List entries you’d like to remove, then select Next.
Select Begin Condense, then wait for the process to complete, and then, Select Close.

For more detailed steps on how to condense information, you can refer to this article. It contains useful information that can help you with the process: Use the Condense Data utility.

I will also include a helpful article that guides you through the process of exporting your lists and transactions from QuickBooks Desktop (QBDT): Export, import, and edit IIF files.

Please let us know if you have further concerns about condensing data in QBDT. We're always here to help you out.

View solution in original post

Paul Newman · ‎November 21, 2023

Hi @victoriah1956,

One of the best practices to clean up mistakes in QuickBooks Desktop (QBDT) is to use the Client Data Review (CDR) tool. The CDR tool allows you to review and fix common errors in your client's data, such as incorrect transactions, account balances, sales tax, inventory, and payroll. You can access the CDR tool from the Accountant menu in QBDT. Some of the benefits of using the CDR tool are:

- It saves you time by identifying and resolving issues in one place.
- It helps you maintain accuracy and consistency in your client's data.
- It provides you with reports and summaries of the changes you made.
- It allows you to undo or restore changes if needed.

To learn more about how to use the CDR tool, you can visit this link: https://quickbooks.intuit.com/learn-support/en-us/client-data-review/use-the-client-data-review-cdr-...

Thanks

Paul

IrizA · ‎November 21, 2023

I understand the efficiency of being able to clean up mistakes in QBDT, Victoriah.

In response to your first question, yes. The condensed data will still be available and will show on reports as needed.

I'd like to add what Paul mentioned about the Client Data Review (CDR) tool. The CDR tool is one of the best practices for clean-up tools as it enables users to fix common errors in their data.It offers plenty of benefits such as removing old, closed transactions, and helps reduce the file size without affecting the integrity of your financial data.

It's important to note that access to the Client Data Review (CDR) tool is available in the QuickBooks Desktop for Accountant version. Therefore, I recommend reaching out to an accountant who has this version to utilize this tool.

Regarding your second question, if you encounter an issue with insufficient room when attempting to update your QuickBooks Desktop, you can either condense your data or create a company file if condensing your data isn't possible.

For further details about CDR, you can visit this link since it has some steps and education on what you can review in QBDT Accountant and Enterprise: Accountant tools: Review list changes

For further questions aside from Client Data Review, please feel free to ask the Community or comment. We'll be here to assist you.

victoriah1956 · ‎November 22, 2023

Paul Newman, thanks for the response, but there's a couple of issues with it... 1) I don't have access to the CDR tool, which is accessible via the Accountant copy of QBDT. and 2), the link you provided is for this:

"Error 1321: The installer has insufficient privileges to modify the file."

Not sure how that is helpful, but I'm not risking going into the guts of the program to explore how to get access to the CDR tool.

Thanks, again.

victoriah1956 · ‎November 22, 2023

IrizA, thanks for the response to my questions. So, if I can't access the CDR tool, which is accessible only via the Accountant menu. What is the alternative to correcting old mistakes? Would you not use the Condense Data option? There are YouTube videos by various QBs experts that suggest this is a good option for cleaning up, correcting errors in the data.

Thanks, again

Clark_B · ‎November 22, 2023

Allow me to chime in and provide information, @victoriah1956.

Yes, you can use the Condense Data as an alternative in cleaning up and correcting errors in the data.

The Condense Data feature is a tool that simplifies your company's data file and enhances its performance. Please note before condensing, ensure to make a backup file.

Here's how to condense data by removing selected transactions:

Go to the top navigation bar and select File.
Click on Utilities and choose Condense Data.
Select Remove the transactions you select from your company file. Select Next.
Select the transactions you’d like to remove, then select Next.
Select how transactions would be summarized, then select Next.
Select how inventory should be condensed, then select Next.
Select the recommended transactions you’d like to remove, then select Next.
Select List entries you’d like to remove, then select Next.
Select Begin Condense, then wait for the process to complete, and then, Select Close.

For more detailed steps on how to condense information, you can refer to this article. It contains useful information that can help you with the process: Use the Condense Data utility.

I will also include a helpful article that guides you through the process of exporting your lists and transactions from QuickBooks Desktop (QBDT): Export, import, and edit IIF files.

Please let us know if you have further concerns about condensing data in QBDT. We're always here to help you out.

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2 part question - Cleaning up Mistakes in QBDT & making room for an update