Skip to main content

Get 50% OFF QuickBooks for 3 months*

Buy now
Switch to QuickBooks and 70% off for 3 Months
Talk to Sales: 877-683-3280
Hours
Mon - Fri, 5am - 6pm PST
Sat - Sun, 7am - 4pm PST
Product support & help
Need help signing in?
R
romad
May 19, 2020
Question

Condensing a large file

  • May 19, 2020
  • 4 replies
  • 42 views

I just upgraded to QB Pro 2020 Desktop and would like to reduce the size of my large file. 

 

If I use the Condense Data Utility and choose to "Keep All Transactions But Remove Audit Trail," how will that actually affect my daily usage? Honestly, I'm not sure what to expect by not having an audit trail. I mean, will I even notice a difference...is it more of a "behind the scenes" kind of thing I'll never miss? Or, is it something that I might be utilizing frequently that I'm not even thinking about?

 

I guess the questions is, "Why would one need an audit trail?" to know if I'll miss it, or not.

 

The last thing I want to do is condense and then do a face palm 5 days later.

Thanks for any enlightening you can offer.

 

4 replies

john-pero
john-pero
Level 12
May 19, 2020

Here's the deal. The audit trail can be quite substantial and if you removed the transactions you would also remove the audit trail.  Its main purpose is for tracking all changes over all time. Condensing prior to a certain date creates a single journal entry on condensation. You can and should always keep either an uncondensed copy or at least a backup prior to the comdensing date. Unless there would be a reason to not keep the past year I would condense as of 12/31/18, not 19

    R
    romadAuthor
    May 20, 2020

    I understand removing the transaction will also remove the audit trail, however the first option in the utility is to KEEP the transaction, yet REMOVE the space-hogging audit trail. That sounds most appealing - I assume that would mean I would still be able to actually view the old transactions, just not the "details" or be able to modify them (not that I should anyway). Is that an accurate understanding?

     

     

    Ashley H
    Ashley H
    Level 4
    May 20, 2020

    Thanks for your response, @romad.

     

    Yes, that's an accurate understanding of that situation. You'll be able to view the old transactions, just not the details or modify them.

     

    If you have any additional questions or concerns, please feel free and reach back out to me! I'm always here to help. Have a nice day.

     

     

     

    **Say "Thanks" by clicking the thumb icon in a post
    **Mark the post that answers your question by clicking on "Accept as solution"

      R
      ReymondOModerator
      Moderator
      May 20, 2020

      Let me share more details about audit trail, @romad.

       

      When condensing files in QuickBooks Desktop (QBDT), the program creates two process. It creates a permanent copy of the QuickBooks data file (archived copy of file) and makes the data file smaller by summarizing the old closed or detailed transactions.


      Here’s what QuickBooks typically does during the process:

       

      • Saves an archive copy of your company files.
      • Removes old closed transactions.
      • Summarizes old, closed transactions. Condensing typically creates summary monthly journal entries for the old, closed transactions and places these summary transactions in the current, working version of the QuickBooks data file.
      • Clears the audit trail. If you clean up a company file and indicate that the company file should be condensed, QuickBooks clears the audit trail before the “removed closed transactions on or before” date.
         

      In other words, for the period of time in which QuickBooks removes old, closed transactions, it also removes the audit trail of those transactions.

      The condense file process typically means creating a copy of the QuickBooks data file that you save and put away someplace and then creating a scaled-down version of the working company file. The command that you use to condense the QuickBooks company file, however, also allows you to create almost-empty company files.

      In addition, it would be best to back up your QBDT company file before performing these actions. This way, we can make sure that you can restore your data file in case you run into trouble.
       

      If you have any other questions please let me know. I'm always glad to help any way I can.

        L
        LYou
        August 1, 2021

        Thanks.  A word to the wise ... please make sure you mark and SAVE your uncondensed version "forever" (or 5 years after the company is sold or closed and the final tax return is filed, to be safe), or at least save a list of the detail of what makes up the balance sheet assets, in Excel or somewhere, before you condense!  I am now trying to clean up some books and found a "condensed" JE.  It's from 2005!  Now I have no way of knowing what made up the balance sheet assets from back then.  I can dispose of them since they are fully depreciated, but if someone really wanted/needed to know what made up the balance I don't have any records...

          G
          galjennifer
          December 3, 2020

          Did you end up doing it yourself?  I was advised by QB IT dept, this is what they said.

           

          By the way, regarding with condensing the file, the IT and you are not allowed to do it why? because there was some instance that the customer also condense the file and it was all damage and she wasn't able to use the file anymore. The only person that can help you reduce your file is the Enterprise person or department. They advised me to subscribe atleast 1 month so that they can create a period copy of your file (that's reducing of the file) and then, you cannot continue using your file while condensing it to avoid data damage. Once the file was reduced, they can return your company file to your Quickbooks Pro Plus.

          Fiat Lux - ASIA
          Fiat Lux - ASIA
          Level 14
          December 4, 2020
          @galjennifer wrote:

          The only person that can help you reduce your file is the Enterprise person or department. They advised me to subscribe atleast 1 month so that they can create a period copy of your file (that's reducing of the file) and then, you cannot continue using your file while condensing it to avoid data damage. Once the file was reduced, they can return your company file to your Quickbooks Pro Plus.

          @galjennifer 

          I am not sure about this solution. Who will responsible to convert the company file created on QBD Enterprise back to QBD Pro/Premier? As far as I know, Support won't help to downgrade the file and you have to purchase a 3rd party service to do so.

           

          Back to your issue, if your condensed file is still too big (i.e larger than 150-200 MB), you may have 3 options:

          1. If you are using QBD 2019 or later, utilize the Condense Data utility to split your data. e.g you may create a new company file as of Jan 1, 2019

           

          2. If you are using QBD 2018 or older, you may utilize a migration tool to create a new company file.

           

          3. Purchase a 3rd party condense service.

          R
          Robert678
          March 25, 2022

          When I run Condense on my clients QBES 2013 file to remove transactions prior to 9/30/2017, the condense feature removes all transactions prior to 1/1/2022; and also shows P&Ls from 1955 to 2055.

           

          Request help understanding what is going on.

           

          Look forward to response.

           

          Richard Woodville

          R
          ReymondOModerator
          Moderator
          March 25, 2022

          Thanks for joining the thread, @Robert678.

           

          Let me share with you further insights about the Condense Data Utility feature in QuickBooks Desktop. 

           

          Before we proceed, can you share with me the type of condense method you've used? 

           

          The updated Condense feature provides an option to remove the audit trail. By then, reduces your file size but leaves all the detailed transactions.

           

          While the traditional File Condense feature removes transaction detail and creates a consolidated journal entry for data prior to the selected date.  

           

          Please take note that condensing data files isn't reversible. To better understand the process, reach out to your accountant and technical support. This way, they can provide you with further details about the result. 

           

          For more info, you can check out this article: Use The Condense Data Utility.

           

          Let me know how else I can help you with QuickBooks by adding a comment below. I'm more than happy to lend a helping hand. Keep safe!

          R
          Robert678
          March 25, 2022

          Hi RaymondO,

           

          I appreciate your response.

           

          As it turns out, I ran the Condense feature again this morning and this time it worked beautifully.

           

          I think my problem first time around is I left the Condense operation to work unattended at night and went to bed.

          at 

          With the successful operation, I stayed at my PC doing other work for the 1+ hours it took to Condense and everything worked fine.

           

          The file I am condensing is QuickBooks Enterprise, 2013, 241332k file size, 280462 (Total Targets), 94571 (Total Transactions), 57019 (Total Links), 1 (DB File Fragments), no inventory.

           

          I first upgraded the file to QB Enterprise 2021 before Condensing.

           

          As I mentioned, the Condense feature worked well this time around, final step before moving the file to QBO Plus.

          Need QuickBooks guidance?
          Log in to access expert advice and community support instantly.
          Terms & ConditionsAccessibility statement