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myriadmeister
Level 2

Archiving large file

Hi,

We've been using QB for nearly 20 years and would like to purge our data so it's not so cumbersome and we don't have to view customers and sales receipts that are 15 years old.  We're currently using Premier Retail Edition 2017 and would prefer not migrating to an online alternative.  Is there a way we can accomplish this? Thanks.

 

Mike

Solved
Best answer January 08, 2020

Best Answers
Jovychris_A
QuickBooks Team

Archiving large file

Thanks for posting in the Community, @myriadmeister.
 

Here's an option there in QuickBooks Premier, where you can purge files by using the Condense Data. The idea of condensing data is to reduce the file size in data processing. Here's your guide on how to process condensed data: Use the Condense Data Utility.
 

Some guides need attention for you to remove parts of information seamlessly. It includes what you need to know about condense data utility and the type of transactions that can't be removed.
 

For assistance in Condensing Data, You can reach our Customer Care Technical Support to assist you.
 

Please feel free to leave a query through this post if there's anything else. I'm always here to help. More power to your business!

 

 

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Fiat Lux - ASIA
Level 15

Archiving large file

In QuickBooks 2019, the company has been improving their condense utility. You may open your data file on trial license of Pro 2020 and condense it. Then you may ask the vendor to do the same thing and compare the both condensed files. Make a deal with the vendor that you will only pay the service if their condensed data is better than yours.

View solution in original post

10 Comments 10
Jovychris_A
QuickBooks Team

Archiving large file

Thanks for posting in the Community, @myriadmeister.
 

Here's an option there in QuickBooks Premier, where you can purge files by using the Condense Data. The idea of condensing data is to reduce the file size in data processing. Here's your guide on how to process condensed data: Use the Condense Data Utility.
 

Some guides need attention for you to remove parts of information seamlessly. It includes what you need to know about condense data utility and the type of transactions that can't be removed.
 

For assistance in Condensing Data, You can reach our Customer Care Technical Support to assist you.
 

Please feel free to leave a query through this post if there's anything else. I'm always here to help. More power to your business!

 

 

Fiat Lux - ASIA
Level 15

Archiving large file

@myriadmeister 

I agreed to Jovychris. You may condense it and/or create the new data file with outstanding data. Another option, consider to purchase a 3rd party condense service. It is an advanced version of the condense feature available in QuicBooks. You may get following results: 

  • Significantly reduced file size -- Expect a 40-75% reduction in size
  • Remove inactive customers, vendors, items to stay under the 14,500 limit for Pro/Premier(Optional)
  • Improved performance with third-party applications

 

As additional option, you may deploy a private cloud to access your local data file by internet connection.

 

Just my 2 cents.

myriadmeister
Level 2

Archiving large file

Thanks for your reply.  The Condense Data Utility seems as though it will do the trick.  We are now using the Premier Retail Edition 2017.  Since we'll be updating to 2020 anyway, do you recommend waiting to use the new and - ostensibly improved - edition to perform the Condense Utility?

 

Mike

Fiat Lux - ASIA
Level 15

Archiving large file

In QuickBooks 2019, the company has been improving their condense utility. You may open your data file on trial license of Pro 2020 and condense it. Then you may ask the vendor to do the same thing and compare the both condensed files. Make a deal with the vendor that you will only pay the service if their condensed data is better than yours.

Candice C
QuickBooks Team

Archiving large file

Hello, @myriadmeister

 

Let's get some information on condensing your company file. 

 

Although, what @Fiat Lux - ASIA said is correct, I'd like to go into a little more detail.

 

We want to make sure that you have a backup of the company file just for safe keeping before you start condensing the file. Here's a link that can help you back up your file. After that you should be ready to go! 

 

If you want some more insight on using the condense data utility, check out the link below: 

If you have any more questions, please don't hesitate to reach out. Have a fantastic day. 

 

 

 

 

myriadmeister
Level 2

Archiving large file

Thanks.  Have already checked that our and will do a Condense Utility when we upgrade to 2020.

myriadmeister
Level 2

Archiving large file

Just tried Condense Utility and received this message.  

 

Using Win 10, x64, 584 gb available storage, 9.415 mb free memory.  Are there minimum requirements that I haven't met?

Joshua R
QuickBooks Team

Archiving large file

Good afternoon, @myriadmeister.

 

I'm happy to give you some insight on system requirements. 

 

Theoretically, there is no limit to the size of your file, but in practicality, assume that you are stretching QuickBooks Pro and Premier when you get to around 150MB. QuickBooks Enterprise starts straining at around 1GB. 

 

Here's an article that goes into detail on system requirements: System requirements for QuickBooks Desktop.

 

Thank you for reaching out to the Community. If you have any other questions, reach out. I'm only a reply away.

myriadmeister
Level 2

Archiving large file

Joshua,

 

thanks for your reply.  Our .qbw file is 269,124 KB and I'm sure other users have used the Condense Utility with larger files than that.  Are you suggesting that the Condense Utility may be struggling with a 269,000 KB file? If so, would you know what our options are?

Emily M
QuickBooks Team

Archiving large file

Let me chime in, @myriadmeister.

 

When condensing your QuickBooks file, you may receive Target Chaining errors. These errors may occur due to insufficient RAM (memory) allocation during the rebuild. If your company file is more than 2GB, you will need to contact support.

 

Here’s an article about target chaining or unrecoverable error when running rebuild utility:

https://quickbooks.intuit.com/learn-support/en-us/damaged-data/target-chaining-or-unrecoverable-erro...

 

Let us know if there’s anything else we can do to help.

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