File compression or deletion of Audit Trail?

Running a data condense utility is always the best choice. Why do you hesitate?

Hesitation is due to the fact that we’ve never done it. I just want to make sure I take the best route. Does the compression option leave all of my inventory assemblies, customers & vendors intact? Will I still be able to access transactions that are, say, over 5 years old? Can the file condense cause corruption?

Does the compression option leave all of my inventory assemblies, customers & vendors intact?

Yes

Will I still be able to access transactions that are, say, over 5 years old?

You will have a condensed file and the original file. You can still open the original file anytime to access it.

Can the file condense cause corruption?

On the contrary. If your file is corrupted, you will not be able to run the data condense utility. You will need to purchase a third-party service to repair the file or condense it.

You're on the right track with considering different approaches to manage the size of your QuickBooks Desktop (QBDT) Enterprise company file, topher. Let’s break down the options you mentioned, including their benefits and drawbacks.

Before making any significant changes, backup your company files and data. This ensures you can restore everything if needed to undo the changes. In addition to SIAB's recommendation, let's take a closer look at the pros and cons of the alternatives to ensure we make an informed decision. 

1. Deleting the Audit Trail
   
   Pros: The audit trail can build up data over time, slowing down your file. Deleting it might help QuickBooks run faster and smoother.
   
   Cons: You will lose the history of changes made to transactions, which could be helpful for audits or tracking changes
    
2. Creating a New Company File and Migrating Data
   
   Pros: Starting a new company file can significantly improve speed and performance. By only moving customers, vendors, and inventory, you can keep what you need and eliminate unnecessary data, reducing the risk of old data issues.
   
   Cons: Transferring only specific data can be time-consuming, and you may need to find and move any additional data manually. Also, there might be limits on what you can transfer without extra tools.
    
3. File Compression
   
   Pros: QuickBooks lets you compress your file, which can reduce file size without deleting any data.
   
   Cons: While this can decrease the file size, it usually doesn't make the system run much faster and may not fix deeper problems like file corruption or excess data. The compression process can take time and may not produce noticeable results if the file is considerably large.
   
   Browse this article for more info: Use the Condense Data utility. 

Finally, I’ll provide some helpful resources that outline the number of list entries you can create and how to share your accounting data or how you can transfer it to another computer:

• Maximum number of list entries (list limits and custom fields)
• Create and open portable company files in QuickBooks Desktop

Have questions or need clarification on the best options to enhance your company file's performance? Share your thoughts in the comments below. We'll always be here to answer them for you.  

Well, with all of this info I’m still not sure which route to take. It sounds like I should try the file compression first perhaps and see if this helps. If it’s still slow I can try the audit trail deletion. Then the third option if I’m still not there. Is there anything else I should be aware of in addition to the options mentioned?

We would love to migrate to QuickBooks Online. Are there any plans to make the online version as robust as Enterprise?

Thank you, SIAB! I truly appreciate the response.

What SIAB and my colleague Erika discussed earlier was a comprehensive package, Topher, that encapsulates all the essential elements we need.

To address your last concern, QuickBooks Online (QBO) and QuickBooks Desktop (QBDT) are two different platforms. The choice between them largely depends on your business needs, operational preferences, and whether you prioritize cloud accessibility or a traditional installed software model. If your business requires advanced, industry-specific features, you may prefer QBDT. On the other hand, if you value convenience, remote access, and automatic updates, QBO would be a better fit.

If you have decided to migrate to QBO, please refer to this helpful article that outlines several important steps and preparations needed for a smooth transition: Move your QuickBooks Desktop file to QuickBooks Online.

Let's enhance your navigational skills now that you're using QuickBooks Online. To get started, please review this article for comprehensive guidelines: Get started with QuickBooks Online.

We invite you to share your thoughts in the comments using the Reply button below if you have decided which software you would like to use. The Community is always here to support you.

Absolutely. The only reason I asked about moving to QBO is that for many years Intuit has told my organization that they want to move everyone to QBO because QBDT would eventually go away. We currently use Build Assemblies for our manufacturing inventory. Last time I looked into it, QBO did not have a very comprehensive set of tools to manage manufacturing or inventory assemblies.

Thanks for getting back with the Community, topherfarrell.

If you choose to move to QuickBooks Online (QBO), you'll want to be aware there's currently no build assemblies feature for manufacturing inventory. You can check our QBO App Store for apps which may be able to help you achieve what you're looking to accomplish.

As for how inventory works in QBO, you can review our Set up & track inventory article for detailed information.

As for QuickBooks Desktop (QBDT) being discontinued for sales, I'd recommend reviewing our QBDT to stop selling to new U.S. subscribers blog post for official info on the topic. Existing subscribers weren't impacted by this change and continue to receive security/product updates, as well as support for existing subscriptions.

You can additionally see each QBDT and QBO product that's currently available by reviewing our Product Pricing page.

I'll be here to help if there's any questions. Have a great Wednesday!

You need to use a 3rd party manufacturing app or an inventory management app with the assembly feature to integrate with QB Online.