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Frequent Explorer **

Condensing Data

Before condensing data, do I need to make sure all my vendors and customer are in active status or will it condense vendors/customers that are inactive?

9 Comments
Established Community Backer ***

Re: Condensing Data

Condensing data condenses the transactions, not the names. Despite having made vendors and customers inactive over time you never removed their activity from your books

QuickBooks Team

Re: Condensing Data

A warm welcome to the Community, DGS1.

I can provide you helpful information regarding condensing your data via QuickBooks for Mac.

 

To answer your question, all customers and vendors that are still active will not be affected if you condense your data. However, those clients and vendors active or inactive that have old transactions will be removed as part of the process.

 

The QuickBooks file condense process does two things: The QuickBooks Condense command creates a permanent copy of the QuickBooks data file (called an archival copy of the file); the file condense process makes the data file smaller by summarizing many old closed, detailed transactions that use big journal entries.

 

Because this condensing and archiving can be a little bit confusing, here’s a quick summary of exactly what happens when you condense the QuickBooks company file. Here’s what QuickBooks typically does during the process:

 

  • Saves an archive copy of your company files: When you condense the QuickBooks company file, QuickBooks saves an archival copy of that file.
  • Removes old closed transactions: As part of the condense process, QuickBooks gives you the opportunity to remove old, closed transactions from the current, working version of the QuickBooks company file. Remember that archiving creates an archival copy of the QuickBooks company file.

To know more about the condense process, check out this recommended article: https://quickbooks.intuit.com/community/Account-management/Use-the-Condense-Data-utility/m-p/203359.

 

If you'd like to go through with you while condensing your data, you can call our dedicated team who will be happy to assist you.

 

  1. Go to: https://help.quickbooks.intuit.com/en_US/contact.
  2. Choose your QuickBooks Product.
  3. Select your QuickBooks version.
  4. On the Contact Us page, click a topic.
  5. Click on the Get Phone Number button to see the support number.

Please get back to me if you have additional questions about the process of condensing data in QuickBooks. I'm always here to answer them for you.

Frequent Explorer **

I condensed some of my data. Only got a pop up that condense was successful. Not how much was reduced or where my condense file is. I still can't add vendors, customers or jobs. Help.

 
QuickBooks Team

Re: I condensed some of my data. Only got a pop up that condense was successful. Not how much was...

Let me share additional information on how the Condense Data Utility works, @DGS1.

 

The current company file you’re viewing is the condensed file. It's saved on the same folder where you've stored your company file. Also, the amount of data reduce depends on what you’ve set before starting the process.

 

Let's ensure to include the unused list of entries so you'll be able to add new sets of vendors, customers, and jobs.

 

Here's how:

     1. Go to the File Menu.

     2. Choose Utilities.

     3. Select Condense Data.

     4. In the Condense your company file window, choose to Remove the transactions you select from your company file. Then, click Next.

     5. Select Transactions outside of a date range, then, click Next.

     6. Choose how should the transactions summarized, then click Next.

     7. Mark the transactions you want to remove, then, click Next.

     8. Checked all the Unused List Entries that you want to remove, then, click Next.

     9. Click Begin Condense.

You can check this article for more detailed instructions: Use the Condense Data utility.

 

Once completed, you can now add new vendors, customers, and jobs. For step-by-step instructions, you can refer to this article: QuickBooks for Mac 2019 User’s Guide.

 

Let me know if you have other questions. I'm always here to help.

Frequent Explorer **

Re: I condensed some of my data. Only got a pop up that condense was successful. Not how much was...

I've had quickbooks for a long time and had the same customers for may years. When I condense some of my data I only condensed through September 30, 2008 because I need to keep the last ten years accessible on a daily basis. When I condensed this data I checked to remove All Audit Trail. Should I have clicked to remove unused vendors, customers, employees? If I had removed these through 9-30-08 would I still have them on my lists (10-1-08 through now) since I still use a lot of these vendors, customers, etc, or would they have been deleted completely? Help again and thank you!!
Moderator

Re: I condensed some of my data. Only got a pop up that condense was successful. Not how much was...

Allow me to step in, DGS1.

 

If you choose to delete unused customers, vendors, and employees when condensing data, all of them will permanently be removed in QuickBooks Desktop.

 

Otherwise, you may want to restore the backup copy of your company file if you've already condensed your data. Let me show you how:

  1. Go to the File menu and select Open or Restore Company.
  2. A new window will appear, just choose Restore a backup copy and click on Next.
  3. Then, choose Local Backup.
  4. From the Look In drop-down, locate the backup file.
  5. Select the backup file from the folder and click Open. The file name should appear as [Company Name].qbb.
  6. From the Save in drop-down, choose the location where you want to save the restored file and enter the new file name.
  7. Click on Save.

Here's an article for further guidance: Restore a backup of your company file.

 

Keep me posted if you have further questions about the process. I'll do everything I can to answer them. Take care.

Frequent Explorer **

Since I'm at my max total names 14,499 (QB2019 desktop for May), which quickbooks upgrade would be recommended?


@DGS1 wrote:

Before condensing data, do I need to make sure all my vendors and customer are in active status or will it condense vendors/customers that are inactive?



@DGS1 wrote:

Before condensing data, do I need to make sure all my vendors and customer are in active status or will it condense vendors/customers that are inactive?



@DGS1 wrote:

Before condensing data, do I need to make sure all my vendors and customer are in active status or will it condense vendors/customers that are inactive?


 

Moderator

Re: Since I'm at my max total names 14,499 (QB2019 desktop for May), which quickbooks upgrade wou...

Thanks for doing a follow up, DGS1,

 

Allow me to join the thread and provide additional information about the list limit in QuickBooks Desktop.

 

If you're using QuickBooks Desktop Pro/Premier, the maximum number of total names (employees, customers, vendors, and other names combined) is 14, 500.

 

However, if you'd like to enter more, you can use QuickBooks Desktop Enterprise since the maximum number of entries you can enter in the software is more than 100,000.

 

To learn more about the list limits, you can check out this article: Maximum Number of List Entries.

 

In addition, you can visit our Help Articles page for QuickBooks Desktop if in case you need to learn some "How do I" steps.

 

This will point you in the right direction, DGS1. If you have any other questions in managing your QuickBooks Desktop account, please keep me posted by commenting below. I'm always here to help you.

Established Community Backer ***

Re: Since I'm at my max total names 14,499 (QB2019 desktop for May), which quickbooks upgrade would be recommended?

Condensing data is date specific. Transactions exist and thus data even for inactive names. Condensing shrinks data file size by condensing almost all past data into a journal entry but does not as far as I recall performing it remove any names. 

 

Although your data file may be large that is not your primary problem. If you have names with no activity ever you can permanently delete them and you may or may not be able to if they no longer have activity past the condensing date - that is the key. But how many of the 14500 can you remove and how quickly will you return to the bump stop? If you can only shrink name total by 10 or 15% I would not even bother with the condensing and deleting (although a condensed file will run faster) and ho straight to the Enterprise upgrade