We are running into a couple of issues with our QuickBooks, first our file size is too large and we need to know how to correctly and safely cut that file size down to ensure QB runs smoothly and efficiently without fear of losing data.
Second, how do we safe a view only file of our QB information. We know how to save a back-up, but can you make that view only so it can be edited?
I appreciate any help anyone is able to give me.
We are using enterprise for wholesale and manufacturing 21.0.
I am not sure how big our file size is, but our contracted IT specialists are worried about it crashing so it must be fairly large.
Open your company file and hit ctrl+1.
You can still run a company file with the size more than 1 GB on QBD Enterprise without any issue. As the first troubleshoot, run the Verify/Rebuild Data utility regularly (e.g once a month). If the the same error persists, consider to condense your file. Another option, consider buying a 3rd party service to optimize a file. QBD data files larger than 500MB need to be optimized every 6-12 months to ensure they run at top performance. There is no internal functionality in QBD to optimize the data file other than running a condense. The optimize operation will copy all data into a new data file, remove unwanted temporary data, and audit trail data to bring down file size by 25-40%. This will improve the performance and stability of the data file.
We have done this and it did not correct our issue, our file size is almost twice the recommended size. After speaking to someone at QB they recommend that we go into our file once we have the original backed up and begin cutting things away. Have you had any experience with it?
You can suggest to your owner to consider purchasing a file optimization service as I mentioned earlier. We knew several clients working on the file(s) more than 2 GB size without any performance issue. There is no hard and fast rule on this topic. Nor is there any way to know exactly how many invoices, estimates,
etc. will get your data file to become “too big”.