Need to start a new company file using data from a current file

Hi there, SMBakerBooks.

Thank you for visiting the QuickBooks Community. I'll be sharing steps to make sure you can start a new company file.

To start with, create a copy of an existing company file and condense the file to remove all the transactions. This gives you a basic framework to use for your new company file. 

Here's how:

1. Go to the File menu and select New Company from Existing Company File.
2. Select Browse and find the company file you want to copy.
3. Select the file and then Open.
4. Give the copy company file a name.
5. When you're ready, select Create Company.

QuickBooks copies your preferences, sales tax items, memorized report, and chart of accounts to the new company file. However, please know that it doesn't bring over bank or credit card accounts. It also doesn't copy sensitive info, like Employer Identification Number (EIN) or payroll.

Once done, you can now delete entries from the copied company file. The backup you restored creates a new company file with the same accounts, lists, templates, and preferences. To start fresh, remove the transactions QuickBooks also copied over. You can open this article to see further details and how to complete the process so you can begin a new company file using data from a current file: Create new company files from existing ones in QuickBooks Desktop.

After that, install and configure QuickBooks Desktop on a server so that computers on your network can access your company files. This is known as enabling multi-user mode and it ensures that your employees can work with the new company file.

Lastly, you may refer to this article to view different solutions on how you can fix general problems when your company file won't open: Can't open your company file in QuickBooks Desktop.

Don't hesitate to leave a comment below if you still have concerns about QuickBooks or additional questions about setting up a new company file. I'll get back to help you the best that I can, SMBakerBooks. Have a great day!

While I do appreciate the response, it's vague and not really helpful. I understand the concept of creating a new company file, however, I'm looking for the best possible solution for my specific set of needs.

Hello there, @SMBakerBooks. I want to help you start a new company file using data from a current file in QuickBooks Desktop (QBDT).

Thanks for getting back here and sharing your insights about the recommendation of my colleague. The steps provided are to use the Condense Data tool to create a new company file from the existing one. In this method, you'll need to delete the transactions in the existing file to start fresh.

As another option, you can also create a new company file and carry over the data you need from the existing file. I'll guide you on how. 

To start, let's keep a copy of your account balances (2023 1st quarter balances) for 4/1/2023. This will be used to enter your beginning balances. Here's how:

1. Ensure your books are up to date. Then, go to the Reports menu.
2. Next, select the report you want to keep a copy of:
   • Account balances: Select Company & Financial, then Balance Sheet Detail.
   • Customer balances: Select Customers & Receivables, then Customer Balance Detail.
   • Vendor balances: Select Vendors & Payables, then Vendor Balance Detail.
3. You can also customize the reports and set the correct date. 
4. On the report window, select the Print dropdown.

After that, you can now export your lists to avoid entering them manually. The data from your old company file will be carried over to your new one.

Next, create a new company file.

Once done, import your lists and enter the beginning balances. 

When finished, you can re-set up your QuickBooks features and services to help you manage your books. For reference, check out this article: Start a new company file with data from your existing file. 

I'm just around the corner if you have any other concerns about managing your company file. 

@SMBakerBooks 

Use the Condense Data utility or purchase a 3rd party condense service.

@DivinaMercy_N Thank you for your help. When I run the report of transactions that can't be deleted before condensing the file, I get transactions that come up from many years ago that have already been purged during an earlier condensing. Also, payroll transactions from 2003 (and other years) that aren't in my company file. The payroll transactions say they can't be deleted because they are marked to be sent online. Can I just continue with the condensing? Is there a way to remove the transactions?

Thank you for your prompt response and for keeping us updated, @SMBakerBooks.

I'll share some inputs about condensing QuickBooks Desktop data. This way, I can guide you accordingly. 

Yes, there is a way to remove the transactions, but we rarely advise our customers. This way, we can ensure that their data remains accurate after condensing. In this case, I'd suggest continuing the condensing process and letting the system remove any unnecessary data from your company file. It also minimizes the risk of data damage.

Here's how: 

1. Go to the File menu. 
2. Select Utilities and then Condense Data.
3. Pick the options you need in the wizard window. 
4. Here is a list of transactions and list entries you will be asked to choose to remove during Condense:

        5. Click Begin Condense.

Please read this article to learn more about condensing, its drawbacks, how it works, and what to do before, during, and after the process: Use the Condense Data utility.

But, if you want to remove specific transactions, you can use a third-party app such as Fiat Lux - ASIA mentioned above. To search for an app, visit our QuickBooks Desktop Apps store.

Moreover, check out the following articles below on how to clean up the data damage in your company file and other related matters:

• Use the Clean Up Company Data utility.
• Fix data damage on your QuickBooks Desktop company file.

Let me know if you have follow-up questions about managing your company file. I'm always here to guide you to finish your task as soon as possible, @SMBakerBooks. Keep safe. 

@MichelleBh Thank you for the guidance. However, it didn't fix my issues. After rebuilding, It says that there are no errors. When I run the Condense, it stops before it is done and it gives me an error message, "Quickbooks found errors in your file and won't condense". Is there another way I can get it to condense the transactions?

Thanks for giving that a try, SMBakerBooks.

I want to make sure you're able to condense the data in your QuickBooks Desktop account.

Since the issue is persisting I recommend reaching out to a member of the QuickBooks Desktop Support Team. Agents have specialized tools, like the ability to share your screen, and take a more in-depth look to determine what's causing the problem. Here's how to get in touch with the team:

1. Go to Help, then select QuickBooks Desktop Help/Contact Us.
2. Select Contact Us.
3. Give a brief description of your issue, then select Continue.
4. Sign in to your Intuit account and select Continue and then Continue with my account.
5. You'll be emailed a single use code. Enter your code and select Continue.
6. If you have more than one account, select the account you want to use and then Continue.
7. Select to chat with us or Have us call you.

The following article provides these steps if you ever need them again in the future: Contact QuickBooks Desktop support

Please feel free to reach back out if you have any other questions. I'll be here to help in any way that I can.

I tried to call and get help, however the lady that called me didn't know what she was talking about. When I asked her if she knew how to do what I was asking, she hung up on me. HOW do I get help with this issue?

When the new company file is created, do the purchase orders get copied to the new company file as well as the other data or is this done differently?

Hi there, @Rob5935.

Let me share insights about copying your data to a new company file in QuickBooks Desktop (QBDT).

If you already have an existing company file, then you won't need to start from scratch to start a new one. That said, you can copy and use some of your previous data such as the accounts, lists (customers, vendors, items, etc.), templates, and preferences.

To start, let's copy an existing file and condense this to remove all the transactions. This option will give you a basic framework to use for your new company file. 

If you use Enterprise or Accountant, you can make use of a function that lets you quickly create new company files from older ones. Consider it a method of producing corporate file templates.

Here's how:

1. Go to the File menu and select New Company from Existing Company File.
2. Click Browse and locate the company file you want to copy.
3. Click the file and Open it.
4. Name the file. Then, when ready, select Create Company.

After the process, QuickBooks will copy your preferences, sales tax items, memorized reports, and chart of accounts. However, you'll want to take note that it doesn't bring over your bank or credit card accounts. These include sensitive information such as Employer Identification Number (EIN) or payroll.

Moreover, I added this article for your reference and other options appropriate to the other versions you have: Create new company files from existing ones in QuickBooks Desktop.

Keep me posted if you have other concerns related to QuickBooks. I'm always here to help. Have a good one!

We are using Premier Plus Contractor desktop edition 2023. We had come across the link you sent and are looking at it. I am not sure if it does mention the ability to have purchase orders copied over or not. This is an area that we have not found much specifically about, the information usually references other data. As the purchasing manager I am trying to support or accounting team to see if we can avoid re-entering all of the purchase orders if we can.

If there is anything additional you can offer for guidance we would definitely appreciate it.

Hello Rob5935,

Nice to see you in the Community! Purchase orders can be transferred or copied over. There are various ways you can do this, which I have listed below:

• With MS Excel
• Using CSV files
• Import and export invoice and other form templates
• Import and export IIFs
• Import bank transactions with Web Connect files
• Send journal entries back and forth with your accountant
• Export your file for your accountant and import accountant changes
• Import batch transactions from your accountant

That should do it! If you bump into any issues, don't hesitate to let me know! I will be around to assist! 

I followed those instructions and I got this error message after what looks like 90% of the copy is complete; I made sure there were no updates needed either

Error  in reload at line 2018 invalid disk sandbox feature is enabled for database

Any suggestions on how to fix?

Thank you.

Hi there. I can share troubleshooting steps to help you eliminate this error when copying your data to a new company file in QuickBooks Desktop (QBDT).

There are several possible reasons for this issue. Some examples include a new file exceeding 3MB in size, a corrupted QuickBooks installation, attempting to restore a portable file from a damaged folder, or performing the restoration over a network.

We can start fixing this by updating the program to the latest release. You can manually download it from the internet:

1. Go to the Downloads & Updates page.
2. From the Select Product drop-down, select your QuickBooks product.
3. In the Select Version drop-down, choose the appropriate version or year.
4. Pick Search.
5. Choose Get the latest updates, then Save/Save file to download the update.

When the download completes, double-click to install the update. Then, restart your computer, re-open QuickBooks, and open the new file. 

If the error persists, transfer the company file to another folder, then re-open the file from the new location. 

Here's how:

1. Open the folder where the Portable file is saved.
2. Right-click the file and select Copy.
3. Open your C: drive, create a new folder and name it QBTest.
4. Paste the Portable file into the new folder.

After doing so, open a QBtest folder and restore the file from there:

1. While holding down the Ctrl key, open QuickBooks so you are directed to the No Company Open window.
2. Select Open or restore an existing company.
3. Navigate to the QBTest folder. Find the company file you copied and open.

See this article for more details: Fix Error in reload.sql in QuickBooks for Windows

To learn more about having a new file with the information from an existing file, here's a resource that you can read: Start a new company file with data from your existing file.

Let me know how things go after performing the steps above. I want to make sure this is taken care of for you. Have a good one.