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Creating New Company by Extracting Company File Data

Can anyone help me.  How do i extract the current business file to exclude 2019 and 2020 data? I use QBKS2018

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QuickBooks Team

Creating New Company by Extracting Company File Data

I can help you in extracting your business files to your new company file, @AllenE.


We can start by creating a copy of your existing company file. Then, condense the file to remove the transactions you want to exclude. This gives you a basic framework to use for your new company file. Here's how:


  1. Open the company file you want to copy and press F2 to open the Product Information window.
  2. Look in the File Information section to locate your company file saved on your computer.
  3. Create a back up of your company file.
  4. Use the backup to restore your company file.
  5. Rename your new company file and save it to your folder.


You should now have two separate company files: the original and the one you restored from a backup. You can now remove your current business file that you wanted to exclude in your 2019 and 2020 data. Here's how:


  1. Open your new company file and review it.
  2. Go to the File menu and select Utilities. Then, click Condense Data
  3. In the Condense Data window, select Remove the transactions you select from your company file and then Next.
  4. Follow the on-screen instructions to remove the copied transactions.


After you condensed your file, you can run a Transaction List by Date report to make sure the accounts you want to remove are gone.


  1. Go to the Reports menu and select Reports Center.
  2. Find the Account & Taxes section and open a Transaction List by Date report.
  3. Adjust the date range for the report so it starts before the oldest transaction in the file you copied.


If you need to know more about Condense Data utility and how it affects the size of your company file, you can check this article: Use the Condense Data utility.


Should you have any further questions or concerns about excluding your business files in QuickBooks, please let me know so I can provide you assistance.

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