QB's "Period Copy"

Start on the QuickBooks menu at File | Utilities | Condense Data... 

Hello there.

I'll walk you through create a period copy in QuickBooks Desktop.

A period copy is a Condensed version of your company file that only contains data for a specific period.

Here's how:

1. At the top menu bar, go to the File menu.
2. Select Utilities.
3. Click Condense Data.
4. On the "What transactions do you want to remove?" window, choose Transactions outside of a date range (to prepare a period copy of the company file).
5. Set the correct dates for the Remove transactions before and after filter.
6. Go through the wizard and select the options you need. Select Help if you need assistance.

For additional reference, you can check this article on how to use the Condense Data utility and scroll-down to Period Copy.

I'm adding this article to help you fix if you encounter issue with your data in QuickBooks Desktop: Fix company file and network issues with QuickBooks File Doctor.

Let me know if you have any other questions about the Period copy. I'm always here to help. Have a good one. 

My version of QB's does not allow me to enter a "date range"; only transactions before a certain date that I enter. I was told I need the Accountants or Enterprise version which I do not have. My version is just the Premier version. 

Thanks for getting back to us. We understand that the ability to enter a date range for transactions is crucial for your needs. It's true that the Accountant or Enterprise versions of QuickBooks typically offer more advanced features, including the ability to specify date ranges for transactions. Allow me to guide you on how you can achieve your goal. 

Given your current use of the Premier version, we recommend considering an upgrade to the Accountant or Enterprise version if this functionality is essential for your business operations. In terms of upgrading, QuickBooks makes it easy for customers to upgrade. You'll be seeing a prompt message that there's a new version. Here's how to do it:

1. When you’re ready, select Upgrade Now.
2. Select Keep old version on my computer if you want to keep your current QuickBooks. Then select Let’s go. QuickBooks downloads install and activate the new version for you. It updates your company file(s).
3. When the upgrade is done, select Open QuickBooks.

In case you did not see any prompt, you can follow the steps below:

1. Go to Help, and then Upgrade QuickBooks.
2. Select the version you want to upgrade to, then select Upgrade Now.
3. You can keep a copy of your current version of QuickBooks. Select Keep old version on my computer, then select Let’s go.

For other ways of upgrading your QBDT, check out this article: Upgrade QuickBooks Desktop Pro Plus, Premier Plus, or Enterprise

Alternatively, you may also explore third-party applications that integrate with QuickBooks and provide the specific feature you require.

I'm also sharing these articles below to give you more details about managing your file size in QuickBooks Desktop:

• Learn about the maximum number of list entries you can make in QuickBooks Desktop
• Resolve QuickBooks Desktop performance issues

Let me know if you have further concerns with QBDT. I'll be around to assist you anytime. Have a nice day!

@atlas_healthcare 

Which QB Desktop year version do you have?

PREMIER 2021

When I looked into the Accountant & Enterprise versions the cost of these is for a large corporate structure. We are a small company, in addition to the fact that if we could afford either version we would be paying for a bunch of features that we will never have a need for.  Any recommendations for 3rd party apps or vendors that may be able to help me?

Hi there,

You can follow the recommendations of other users for recommended apps, but ensure to review the app before integrating it into QBDT. Afterward, kindly refer to this article: Apps for QuickBooks Desktop.

Additionally, I'd like to share this article about the maximum number of list entries you can make in QuickBooks Desktop: Maximum number of list entries.

If you have more concerns about other QuickBooks products, don't hesitate to reply. I'm always around to help!

@atlas_healthcare 

You can use the trial version of QB Desktop 2021 Enterprise as a workaround. Contact me in private for details.

how do I contact you in private for details?

@atlas_healthcare 

Click on my profile name and you will find our website address to send emails.

I Have the Enterprise Solutions 22.0 version and this is still not an option. 

Condense data only shows 2 options. "keep all transactions, but remove audit trail info to date" and "remove the transactions you select from your company file" 

there is no option for "transactions outside of date range"

Thank you for posting your concern here in the Community, DC.

Let me navigate you to the transaction outside of a date range so you can have a period copy from your QuickBooks Desktop (QBDT) file. 

Once you're prompted on how to condense your data after choosing the Help panel, click on Remove the transactions you select from your company file, and then the Transactions outside of a date range will appear. 

You can utilize this article to learn more about condensing your data in your QBDT: Use the Condense Data utility.

Let me know if you have further questions about getting the period copy of your QBDT. I’ll be here to assist you at any time. Have a good one.