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Level 2

Auto company file backups exceeding number of files allowed in folder

Quickbooks 2020 Premiere, Windows 10

I have autobackup set, with a limit of 5 files per folder.

It is not staying within this limit.  Files keep piling up in folder.

What do I need to do to accomplish this to save needing to go in and manually deleting files?

Thanks

Rick

Solved
Best answer September 20, 2020

Best Answers
Highlighted
QuickBooks Team

Auto company file backups exceeding number of files allowed in folder

Hello there, @rltidd27.

 

If you put a checkmark in the box and set up a number, this will limit the number of backups of your company file. 

 

I tried to replicate this in my end and set the number limit into 2, also try to create a backup copy three times, and a warning window pops up requesting to delete one copy. 

 

 Please see the screenshot below.

 

backupPPP.PNG

 

If you still got the same result, I recommend contacting our support team. They have the proper tools where you can have a screen sharing to pinpoint the cause of this issue.

 

Here’s how:

 

  1. Login to your QuickBooks Desktop and click the Help tab on the upper right corner.
  2. Select QuickBooks Desktop Help.
  3. In the Have a Question window, click the Contact Us link. Then, select any topics.
  4. Under Here's how to connect with a QuickBooks expert section, click the Get Phone Number button.

 

If you want to save you backup copies of your company file online and save space on your computer, you can check out this article to know more about Intuit Data Protect: Common questions about Intuit Data Protect.

 

Let me know if you need further assistance. I am always here to help. Keep safe.

View solution in original post

11 Comments
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Moderator

Auto company file backups exceeding number of files allowed in folder

Hello there, Rick.

 

It seems like you've posted twice. My colleague already shared an answer to your concern. Please check this link to view the details: https://quickbooks.intuit.com/learn-support/en-us/other-questions/multi-user-and-backups-quickbooks-....

 

If you still have questions, please let us know anytime. We're willing to help you further. Take care and stay safe!

 

Highlighted
Level 2

Auto company file backups exceeding number of files allowed in folder

Sorry, this is a different question.  The other question involved multi-user backups.  This one is concerning more then the file limit I have set in QB which is 5.  I have many more files than that in the backup folder.  How do I fix this?

Highlighted
QuickBooks Team

Auto company file backups exceeding number of files allowed in folder

I can help fix the backup issue of your files, rltidd27.

 

QuickBooks usually deletes the earliest backup when it goes to save the sixth backup.

 

If those other files are the same as the one you've already created and scheduled, I recommend contacting our QuickBooks Desktop Support Team. They can help delete them to save space on your folders.

 

I've added this link for more details about saving your accounting data: Back up your QuickBooks Desktop company file.

 

Let me know how the contact goes by commenting below. I'm always right here whenever you need additional information.

Highlighted
Level 2

Auto company file backups exceeding number of files allowed in folder

I know how to delete the files.  Wanted to know how to fix QB inability to keep the files to 5, instead of continuing to place more backups in the folder.

Rick

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Level 2

Auto company file backups exceeding number of files allowed in folder

I did not see my reply appear, attempting again.

I know how to manually delete the files, I want QB to perform as indicated, keeping the number of files to less than six.

Rick

Highlighted
QuickBooks Team

Auto company file backups exceeding number of files allowed in folder

Thanks for coming back for ore support, @rltidd27. You have the option to set the number of backups you want to keep. I can guide you on how to achieve this. 

 

First off, ensure you're in a Single-user mode. Then, follow the steps to back up your company file. Here's how: 

 

  1. In the File menu, hover over Back up company, then select Create Local Backup
  2. Select Local Backup, then click Next
  3. In the Local Back Only section, select Browse. Then, select where you want to save your backup company file. 
  4. Set the number of backups you'll want to keep, then select Complete verification in the Online and Local Backup section. 
  5. Click OK, then select Save it now and schedule future backups. 

 

You can also follow the steps below to get the desired number of files you want to save: 

 

  1. Open QuickBooks and Log in to any file on the server.
  2. Go to the File menu, then open a previous company. 
  3. Set a number of previous companies.
  4. In the dialog box that follows, select the number of files as desired. example: 5.
  5. Click OK, then close QuickBooks and re-open.

 

For more insights, check out this article: Back up your QuickBooks Desktop company file.

 

For future reference, read through this article: Where to save a portable company file when restoring - QuickBooks. It helps you learn about keeping your data file in one folder location. 

 

Let me know if you have more concerns. We're always delighted to help.

Highlighted
Level 2

Auto company file backups exceeding number of files allowed in folder

That is simply the instructions for setting it up, which I have already done.  It is not deleting the files over 5.  It just keeps adding them.

As to needing to be in single mode:  Here is a response from another QB employee.

"You can use either Multi-user or Single-user mode in creating data back-up in your account because both of these modes have a task or feature to completely back up the file. For more information, you may visit this article: Features available and tasks you can perform in single or multi-user mode."

Link to this post: https://quickbooks.intuit.com/learn-support/en-us/other-questions/re-multi-user-and-backups-quickboo...

 

Highlighted
QuickBooks Team

Auto company file backups exceeding number of files allowed in folder

Allow me to chime in and share some info on how backup works in QuickBooks, @rltidd27.

 

QuickBooks Desktop does not delete saved files or back up files, this is to ensure that you can still open them in the future. To remove the copies, you'll need to manually delete them. Take note that you will no longer recover them once removed.

 

If you're using Intuit Data Protect to create a backup copy, you'll need to make sure that IDP is up to date. Here's how: 

  1. Right-click the Data Protect icon at the bottom right of the screen.
  2. Press Ctrl + R.
  3. Select Delete after the computation of the size.
  4. Click Yes to confirm and then hit Ok to finish.

 

Here's the article that will give you more info about the process: Free up space in Intuit Data Protect. 

 

If not, let's run the repair tool to fix the issue:

 

  1. Back up your company file if you haven't already. 
  2. Restart your computer. 
  3. Go to the Windows Start menu and then select Control Panel
  4. Press Programs and Features and then Uninstall a Program
  5. Choose QuickBooks from the list of programs and then Uninstall/change
  6. Tap Continue or Next
  7. Hit Repair and then Next
  8. Click Finish once done. 
  9. Then, update your QuickBooks to the latest release

 

If issue the persists after the troubleshooting steps above, I suggest reaching out to our Technical support team. They use specific tools to do a screen share so they can further investigate what causes the odd behavior of the software. 

 

Please let me know if there's anything else I can help you with managing your backup files in QuickBooks Desktop. I'm always around here in the Intuit Community whenever you need help.

Highlighted
Level 2

Auto company file backups exceeding number of files allowed in folder

So I have been unable to finde exactly what the check box beside this comment actually does.

"limit the number of backup copies in this folder"

If you check this box and put in a number, what happens?

Thanks

Rick

Limit number.PNG

Highlighted
QuickBooks Team

Auto company file backups exceeding number of files allowed in folder

Hello there, @rltidd27.

 

If you put a checkmark in the box and set up a number, this will limit the number of backups of your company file. 

 

I tried to replicate this in my end and set the number limit into 2, also try to create a backup copy three times, and a warning window pops up requesting to delete one copy. 

 

 Please see the screenshot below.

 

backupPPP.PNG

 

If you still got the same result, I recommend contacting our support team. They have the proper tools where you can have a screen sharing to pinpoint the cause of this issue.

 

Here’s how:

 

  1. Login to your QuickBooks Desktop and click the Help tab on the upper right corner.
  2. Select QuickBooks Desktop Help.
  3. In the Have a Question window, click the Contact Us link. Then, select any topics.
  4. Under Here's how to connect with a QuickBooks expert section, click the Get Phone Number button.

 

If you want to save you backup copies of your company file online and save space on your computer, you can check out this article to know more about Intuit Data Protect: Common questions about Intuit Data Protect.

 

Let me know if you need further assistance. I am always here to help. Keep safe.

View solution in original post

Highlighted
Level 2

Auto company file backups exceeding number of files allowed in folder

Thanks much!  Should have the word "manual" in the check box text.
Have a  GREAT day!

Rick

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