Condensing a large file

Here's the deal. The audit trail can be quite substantial and if you removed the transactions you would also remove the audit trail.  Its main purpose is for tracking all changes over all time. Condensing prior to a certain date creates a single journal entry on condensation. You can and should always keep either an uncondensed copy or at least a backup prior to the comdensing date. Unless there would be a reason to not keep the past year I would condense as of 12/31/18, not 19

Let me share more details about audit trail, @romad.

When condensing files in QuickBooks Desktop (QBDT), the program creates two process. It creates a permanent copy of the QuickBooks data file (archived copy of file) and makes the data file smaller by summarizing the old closed or detailed transactions.

Here’s what QuickBooks typically does during the process:

• Saves an archive copy of your company files.
• Removes old closed transactions.
• Summarizes old, closed transactions. Condensing typically creates summary monthly journal entries for the old, closed transactions and places these summary transactions in the current, working version of the QuickBooks data file.
• Clears the audit trail. If you clean up a company file and indicate that the company file should be condensed, QuickBooks clears the audit trail before the “removed closed transactions on or before” date.
   

In other words, for the period of time in which QuickBooks removes old, closed transactions, it also removes the audit trail of those transactions.

The condense file process typically means creating a copy of the QuickBooks data file that you save and put away someplace and then creating a scaled-down version of the working company file. The command that you use to condense the QuickBooks company file, however, also allows you to create almost-empty company files.

In addition, it would be best to back up your QBDT company file before performing these actions. This way, we can make sure that you can restore your data file in case you run into trouble.
 

If you have any other questions please let me know. I'm always glad to help any way I can.

I understand removing the transaction will also remove the audit trail, however the first option in the utility is to KEEP the transaction, yet REMOVE the space-hogging audit trail. That sounds most appealing - I assume that would mean I would still be able to actually view the old transactions, just not the "details" or be able to modify them (not that I should anyway). Is that an accurate understanding?

Thanks for your response, @romad.

Yes, that's an accurate understanding of that situation. You'll be able to view the old transactions, just not the details or modify them.

If you have any additional questions or concerns, please feel free and reach back out to me! I'm always here to help. Have a nice day.

**Say "Thanks" by clicking the thumb icon in a post
**Mark the post that answers your question by clicking on "Accept as solution"

That seems optimal...

Is there a way to condense (keep transactions/remove audit trails) for a designated period - i.e. everything prior to 12/31/2018? It only offers that option through the current date (whereas you can set a date to completely REMOVE transactions).

I'm not confident I want to completely eliminate that ability for transactions just recently closed. I'm sure I'll be cursed by accounting purists, but I have been known to go back and modify a closed transaction before to correct an error (gasp!). 

Hey there, @romad. 

Thanks for reaching out to the Community. 

As mentioned above, you'll want to ensure you have a backup copy of the company file before condensing it. The condense data utility tool is used to remove the audit trail for all time. However, if you wish to have a certain time frame in which you want to remove transactions, etc. You could use the traditional condense feature. You can review the chart below for more details about the transactions it will not remove. 

You can check out Use the Condense Data utility for more details about condensing your company file. 

Please let me know if you have further questions or concerns. I'll be around to lend a helping hand. You can always count on us here in the Community to get you back to business. Take care! 

**Say "Thanks" by clicking the thumb icon in a post
**Mark the post that answers your question by clicking on "Accept as solution"

Did you end up doing it yourself?  I was advised by QB IT dept, this is what they said.

By the way, regarding with condensing the file, the IT and you are not allowed to do it why? because there was some instance that the customer also condense the file and it was all damage and she wasn't able to use the file anymore. The only person that can help you reduce your file is the Enterprise person or department. They advised me to subscribe atleast 1 month so that they can create a period copy of your file (that's reducing of the file) and then, you cannot continue using your file while condensing it to avoid data damage. Once the file was reduced, they can return your company file to your Quickbooks Pro Plus.

---

@galjennifer wrote:

The only person that can help you reduce your file is the Enterprise person or department. They advised me to subscribe atleast 1 month so that they can create a period copy of your file (that's reducing of the file) and then, you cannot continue using your file while condensing it to avoid data damage. Once the file was reduced, they can return your company file to your Quickbooks Pro Plus.

---

@galjennifer 

I am not sure about this solution. Who will responsible to convert the company file created on QBD Enterprise back to QBD Pro/Premier? As far as I know, Support won't help to downgrade the file and you have to purchase a 3rd party service to do so.

Back to your issue, if your condensed file is still too big (i.e larger than 150-200 MB), you may have 3 options:

1. If you are using QBD 2019 or later, utilize the Condense Data utility to split your data. e.g you may create a new company file as of Jan 1, 2019

2. If you are using QBD 2018 or older, you may utilize a migration tool to create a new company file.

3. Purchase a 3rd party condense service.

@Ashley H sorry if i am making this more difficult than necessary but just want to be clear of what will happen once we condense.  I assume there will be a "beginning balance" for the periods that are archived?  

Thanks for joining us here today, @allinadayswork.

I have some information about condensing your data. Since the beginning balance is the summary of your transactions before the selected date, this will be deleted and converted into a journal entry.

Learn more about its effect at this guide: Use the Condense Data utility.

If you need help with other tasks in QBDT, you can browse for specific topics here and look for responses that fit your concern.

Please know that you're always welcome to message me anytime if you still have questions about condensing your file. I'll be around for you. Take care and stay safe.

@ShiellaGraceA  - thanks for the quick feedback.  Ok, i believe i understand now.  Although it will be as a journal entry, all calculations will remain intact.  EX:  I was worried the data would completely disappear and then everything on a balance sheet would be incorrect.   thanks again.

Thanks.  A word to the wise ... please make sure you mark and SAVE your uncondensed version "forever" (or 5 years after the company is sold or closed and the final tax return is filed, to be safe), or at least save a list of the detail of what makes up the balance sheet assets, in Excel or somewhere, before you condense!  I am now trying to clean up some books and found a "condensed" JE.  It's from 2005!  Now I have no way of knowing what made up the balance sheet assets from back then.  I can dispose of them since they are fully depreciated, but if someone really wanted/needed to know what made up the balance I don't have any records...

I would like to know the answer to this question as well.  We use classes in our reporting and according to the instructions these will be lost and summarized and unclassified.  I would like to condense information prior to 2020. Is this possible?

@valerieKT 

If you are using QBD 2019 or later versions, you can try condensing to split the year.

Could you address my concerns about classification reporting as they relate to the instructions? I want to preserve all classification reporting. My understanding is as follows. Are they correct?

Option 1) does not allow me to select a date, such as 12/31/2019, but any and all reports I generate will show all entries as classified.

Option 2) allows me to select a date, such as 12/31/2019, and but any reports I generate dated 12/31/2019 or earlier will show all entries as unclassified.

Let me address your concerns about classification reporting, @Valerie. This way, I can guide you accordingly.

I'll make sure that you can categorize your transaction to the appropriate classes in QuickBooks Desktop (QBDT). 

Normally, you can select any dates of your transactions. QuickBooks uses the class you add to an invoice to sort customer payments and deposits. So, if you enter a pre-payment without an invoice, QuickBooks can’t classify the payment and deposit amounts. It shows as unclassified on the report.

But, once you apply pre-payment to an invoice, QuickBooks classifies the payment amount. Most transaction workflows work this way in QBDT.

Additionally, ensure that you set the class preferences to Items and the invoice has an associated class. This way, the transactions will show in the Classified section. 

To check the preferences, here's how: 

1. Go to the Edit and choose Preferences. 
2. Select Accounting, then Company Preferences. 
3. Review the Assign class to the field if you choose Items. 
4. Click Save and close. 

Also, see the sample screenshots below how the transaction works in QuickBooks: 

Check out this article for more information: Why does my report have unclassified amounts?

Furthermore, visit this link to know how to customize class reports in QuickBooks: Filter, sort, or total reports by Class.

Feel free to tag me in your comment if you need further assistance. I'll keep my notifications open. Keep safe, Valerie.

This does not answer my question. If you follow the thread you should be able to see that I am asking about how the condense utility will affect my classification reporting, not how to set up classifications.

Hi there, @valerieKT. 

Thanks for following up with us. 

You can condense your data prior to 2020. However, at this time, there isn't a way to maintain your classes. I understand how beneficial this would be for you and your business, so I've gone ahead and submitted this suggestion to our Product Development Team. This way, it can be considered in a future update. 

You can see more information about condensing your data in Use the Condense Data Utility. 

Please let me know if you have any questions or concerns. I'm always around to lend a hand. Take care!

We have over 10,000 items in inventory and all we use is maybe 500 of these items. Is there a way to condense my item list for items that have never been sold or have not been sold since 2019?

Hey there, @AV0117. 

Welcome to the Community newcomer. Thanks for taking the time to let us know your issue on this thread. 

After reviewing a fix to this, the best route for your business would be to create a new company file and import the list over. From there, you'll delete the old items not needed. You'll still be able to access the old file for reports, etc. 

If you don't want to go through with this, then I suggest contacting our Customer Support Team so they can use a screen share tool. They'll walk you through additional steps to help resolve your problem. 

Keep us updated. We want to ensure you get this fixed as soon as possible. Take care! 

@AV0117 

If you only need to remove Item list with no history, have you explored the deleter tool?

https://transactionpro.grsm.io/qbd

https://partners.saasant.com/affiliate/idevaffiliate.php?id=5051_2

When I run Condense on my clients QBES 2013 file to remove transactions prior to 9/30/2017, the condense feature removes all transactions prior to 1/1/2022; and also shows P&Ls from 1955 to 2055.

Request help understanding what is going on.

Look forward to response.

Richard Woodville

Thanks for joining the thread, @Robert678.

Let me share with you further insights about the Condense Data Utility feature in QuickBooks Desktop. 

Before we proceed, can you share with me the type of condense method you've used? 

The updated Condense feature provides an option to remove the audit trail. By then, reduces your file size but leaves all the detailed transactions.

While the traditional File Condense feature removes transaction detail and creates a consolidated journal entry for data prior to the selected date.  

Please take note that condensing data files isn't reversible. To better understand the process, reach out to your accountant and technical support. This way, they can provide you with further details about the result. 

For more info, you can check out this article: Use The Condense Data Utility.

Let me know how else I can help you with QuickBooks by adding a comment below. I'm more than happy to lend a helping hand. Keep safe!

Hi RaymondO,

I appreciate your response.

As it turns out, I ran the Condense feature again this morning and this time it worked beautifully.

I think my problem first time around is I left the Condense operation to work unattended at night and went to bed.

at 

With the successful operation, I stayed at my PC doing other work for the 1+ hours it took to Condense and everything worked fine.

The file I am condensing is QuickBooks Enterprise, 2013, 241332k file size, 280462 (Total Targets), 94571 (Total Transactions), 57019 (Total Links), 1 (DB File Fragments), no inventory.

I first upgraded the file to QB Enterprise 2021 before Condensing.

As I mentioned, the Condense feature worked well this time around, final step before moving the file to QBO Plus.