How to split a large company file

Glad to have you here in the Community, @Diane9035. Let me be your guide today with your concern regarding splitting a company file in QuickBooks Desktop (QBDT).

You can split the company file in two by copying the existing file and adding the same vendors, customer contact information, chart of accounts, and lists. Let me guide you through the steps. 

First off, create a copy of an existing company file. Follow the steps below: 

1. Open the company file you want to copy.
2. Press F2 on your keyboard to open the Product Information window.
3. This shows where your company file is saved on your computer.
4. If you haven’t already, follow the steps to back up your company file.
5. Use the backup to restore your company file.
6. Rename the file when you restore it. This creates a unique copy of your original company file. Save the new file to a different folder.

The restored backup creates a new company file with the same data. You will have to erase the transactions QuickBooks also copied across to start again. However, before we proceed with the steps, I highly suggest consulting your accountant or accounting professional for guidance on which account is for the debit and credit side of the transaction.

1. Open and review your new company file.
2. Go to the File menu and go to Utilities.
3. Select Condense Data. If you receive a message about removing budget data, select Yes.
4. In the Condense Data window, select All Transactions and then Next.
5. Follow the on-screen instructions to remove the copied transactions.

Once done, you can check your accounts by running the Transaction List by Date report. 

I'm adding these articles for more details: Create new company files from existing ones in QuickBooks Desktop.

Feel free to get back to me if you have further questions about splitting a company file. I’ll make sure to get back to you as soon as I can. Have a great day! 

@Diane9035 

Run the Condense Data utility as mentioned by LollyNino_C. Another option, consider purchasing a 3rd party condense service. The service will help to reduce the target count to under 350,000 and remove inactive customers, vendors, items to stay under the 14,500 limit for Pro/Premier. You may also consider to purchase a new one time license for QB Desktop 2021 to upgrade your version. Contact us in private for details.