I've ran Condense data several times. It had zero effect and there is no option to split anything. Already playing with manager.io - no limits. 

I was recently told by Intuit that I need to upgrade sine my TOTAL NAMES Have reached 8,700 soon or my QB may soon stop working for me. I was nervous so I upgraded to Enterprise, haven’t downloaded yet. My other option was QBO but my account hates QBO AND WOULD NOT SUPPORT ME WITH THAT VERSION…UGGH

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@MerryLyn wrote:

I was recently told by Intuit that I need to upgrade sine my TOTAL NAMES Have reached 8,700 soon or my QB may soon stop working for me. 

 

@MerryLyn 

How and why did you get that advice? 

Hi there,  MerryLyn. 

Thanks for coming to the Community. I'm here to provide some insights about the limitations in QuickBooks Desktop.

In QuickBooks Desktop, there is a maximum entry you can have for each list. To learn more about these limitations, please check out this article: Maximum number of list entries.

Also, I'm adding these articles for more information about upgrading QBDT to a newer version:

• Upgrade QuickBooks Desktop Pro Plus, Premier Plus, or Enterprise.
• Upgrade your company files after you switch to a new version of QuickBooks Desktop.

Please keep me posted if you have other questions about upgrading in QBDT by commenting below. I'll be right here to help.

Marking customerS inactive does not allow me to enter new client and there is no delete option. Could you please explain better how to get rid of old inactive customers so I can add new customers. We can not move to the cloud based quickbooks and more customers are new rather than returning 

I understand how this program comfortably runs your business rather than running this in a cloud based version, @DrLawless.

Let me share some insights how to delete a client in QuickBooks Desktop.

Inactive names are still included on the list limit. For this reason, you'll need to entirely remove all the transactions affiliated with the customer's name to delete the customer profile so it will no longer count as one from the customers' list.

After you clear all the transactions, follow these steps to delete the customer:

1. Go to the Customers menu at the top.
2. Choose Customer Center.
3. Choose a specific customer's name. Then, right click.
4. Select Delete Customer:Job.
5. You'll be prompted with Are you sure you want to delete this customer? Click OK to confirm.

For more information about the list limitation, see the details from this article: Maximum number of list entries (list limits and custom fields). This includes the total number of vendors and employees you can add in the system.

If you have other questions about list limitations or client management, please let me know by hitting the Reply button. I'm always here to help. Take care!

@DrLawless 

Another option, you can utilize a deleter tool save time by performing batch deletions. Please note, any customer list with open transactions will not be deleted.

https://transactionpro.grsm.io/qbd

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

Merging customer names should solve the problem.   Change the name of a customer to something like "Old Customer"   then change another to the same name.  QB will ask this customer exists do you want to merge them?   Click yes.  Keep doing this and it will essentially keep reducing the customers by merging them.  With this method, you don't need to delete all the related activity.   

Hello- We reached the max number of customers which also maxed vendors and employees. We have QBD Premier edition 2021.

I was able to free up some space in all 3 mentioned above by merging vendor names and deleting ones created without transactions.

with all that I was reading here I’m still confused how I can delete the customers/vendors with existing transactions without affecting the financials. Can you please provide a more detailed instructions how to do so ?

also we are no longer using assisted payroll starting this year, we have an outside payroll service to process. My question is- how do i delete employees names without deleting the transactions? 

Id rather not migrate to Enterprise and qbo is out of the question.

looking forward to hearing advise,

many thanks

Shulym

Hello- if we upgrade to ab premier pro edition would that provide more space and increase number of new customers and vendors?

we currently have the ab premier edition 2022

thanks

shulym

@ShulyM 

QBD Pro/Premier has the same policy regarding this limitation. You may need to condense your file to remove old data or create a new file instead. Another option, consider to purchase a 3rd party service to reduce list items without the loss of any historical transactions.

Thanks for joining this thread, and I can provide more information, @ShulyM.

I appreciate the details you've given.

Fiat Lux - ASIA is correct. in addition, once you merge customers/vendors, the merge profile will become an inactive customer/vendor from your list. For example, if you combine Anna with Marie, Marie will stay active while keeping Anna's transactions, and Anna will become inactive with no transactions left under her name.

In this case, you'll want to make sure Anna is deleted permanently from your customer list. With this, you're allowing a new entry to your customer/vendor list without deleting transactions and affect your financials. Here's how:

1. Go to the Customers menu at the top.
2. Choose Customer Center.
3. Choose a specific customer's name. Then, right-click.
4. Select Delete Customer:Job.
5. You'll be prompted with Are you sure you want to delete this customer? Click OK to confirm.

You can also use a third-party deleter tool application to remove customers/vendors.

However, we can't delete employee names with existing transactions in QuickBooks Desktop. Please check out this link for more details: Delete an employee's profile from payroll.

On the other hand, upgrading to Premier Pro Edition won't provide more space and increase number of customers and vendors maximum limit. Take a look at this article for more details about Premier limitations and other product version advantages: Maximum number of list entries (list limits and custom fields).

Feel free to get back here if you have additional questions. I'm always here to give out more. Keep well.

thanks for the speedy response on this.

Can you please provide the details of:

a) how to create a new file, and

b) which 3rd party service would you recommend? any options? (to consider to reduce list items without the loss of any historical transactions)

thanks,

Shulym

appreciate the reply here.

In my experience when I merge vendors the system doesn't leave one inactive without transactions, the system simply 'transfers' all transactions to the vendor I keep and the other vendor just 'disappears' (in your example: Anna's transactions are shifted to Marie, and Anna is no longer in the system, not in the active or inactive) - unless I'm missing something and I'm not looking at the right place? 

I'm looking forward to receive some recommendations on the third party delete tool application as well as how this exactly works, does the tool find vendor/customer names in the system without transactions?

 would you be able to direct me if there is a report I can run to find the names (vendor, customer, other, employee) in these centers that have no transactions?

thanks again,

Shulym

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@ShulyM wrote:

a) how to create a new file, and

Navigate to the File menu > New Company

You can utilize a 3rd party tool if required to migrate CoA, Lists and some transactions/outstanding balances from your old file.

https://transactionpro.grsm.io/qbd

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

 

b) which 3rd party service would you recommend? any options? 

Send me a private message for details.

 

@ShulyM 

Thanks for your prompt response, @ShulyM.

Since your vendor isn't showing from the list, the profile may have been deleted successfully. You can also verify by checking the Vendors Center. Here's how:

1. At the top menu bar, click Vendors, then select Vendors Center. 
2. On the Vendors tab, click the drop-down arrow.
3. Select All Vendors.
4. Look for the vendor's name.
5. If it's there, click the name and press Ctrl  D.

For Customer Center, you can follow these steps below:

1. At the top menu bar, click Customers, then select Customers Center. 
2. On the Customers tab, click the drop-down arrow.
3. Select All Customers.
4. Look for the customer's name that you want to delete.
5. Right-click to select Delete Customer:Job.

In addition, we're unable to pull up reports in the following centers to show a data where vendors, customers, and employees that has no transactions. I know this report can help track customers, vendors, and employees current status to decide if you can remove or keep them.

Furthermore, I'm adding these videos as your guides:

• Edit, Inactivate, and Delete Customer Profile
• Edit, Inactivate, and Delete Vendor Profile

If you have other concerns, let me know in the comment. I'm just around to assist. Have a good one.

@Jovychris_A 

RE: ...once you merge customers/vendors, the merge profile will become an inactive customer/vendor from your list. For example, if you combine Anna with Marie, Marie will stay active while keeping Anna's transactions, and Anna will become inactive with no transactions left under her name.

No, it won't. QuickBooks Desktop does nothing of the sort. In Desktop, when you merge names (or items, or accounts, or any other list records you're allowed to merge), the record being merged away disappears completely and all of the data that used it is updated to use the record that remains.

Also, there is no such thing in as a "merge profile".  That seems to be something you made up. When you merge two things, you start out with two records and you end up with one. That's it.

Are we able to bulk delete vendors?

Thanks for joining this thread, @mr_eyedocs. I've got the information you need.

You can use a third-party app or a bulk deleter tool to remove your vendors in QuickBooks Desktop. The program offer tools that are compatible and help streamline processes for you. Just check out our Desktop App Center to find one. Then, see the instructions below to narrow down the results:

1. On the App Center page, enter a keyword in the Search field. “Deleter,” for example.
2. Click View Profile to learn about the features.
3. Select Take a Tour for more info.

Here’s our Expenses and vendors support guide that provides ways and tips on how to efficiently manage all your list and transactions. This will also give you more details about your business and cash flow through proper bookkeeping practices.

Please know that you are always welcome to drop a reply if you have any other concerns about your suppliers. I’ve got you covered. Keep safe!

@mr_eyedocs 

You can utilize a deleter tool

https://get.transactionpro.com/qbd

https://youtu.be/Ez53O797KwU

I want to eliminate customers from the A/R aging summary. 
they have a $0 balance and are inactive. 

I appreciate you for adding your concern to this thread. I'm here to assist you in removing customer data from your A/R Aging Summary report.

Regardless of when a customer is made inactive, they'll still reflect on the A/R Aging Summary report if they have unapplied payments or credits in the system. To remove them from the data, we have two options that we can take depending on which suits you best.

The first option is to make a customer active momentarily, then apply the unapplied payment or credit to that individual.

1. Go to the Customers menu and select Customers Center.
2. Navigate to the Customers & Jobs tab. Then, from the Active Customers dropdown, choose All Customers.
   
3. Double-click the inactive customer and uncheck the Customer is inactive checkbox.
4. Hit OK. Then, go back to the Customers menu and select Receive Payments.
5. Pick your customer from the Receive From dropdown.
6. Tick the checkbox for the open invoice and existing credits by clicking Apply Credits if there are any.
7. Once you select Apply Credits, the Discount and Credits page will appear. Tick the Check column to apply all the Available Credits.
8. After that, hit Done and then Save & Close.
   
   
   

Following that procedure, you can make that individual inactive again from the Customers Center.

The second option is to customize the report by selecting only the active customers. This way, only their data will be visible.

1. Access the A/R Aging Summary report and click the Customize Report button.
2. Go to the Filters tab and select Name from the Filter list.
3. From the All customers/jobs dropdown, choose Multiple Names.
4. Tick all your active customers (this action will put a checkmark on the customers/jobs). Then, leave the inactive customer unchecked.
5. Once done, click OK and then OK again to save the changes.
   
   

You may also check this link if you need help managing your reporting works in QuickBooks: Understand reports.

I've also included this article, which will be handy once you have to handle and classify customer payments from your bank feeds: Add and match Bank Feed transactions in QuickBooks Desktop.

I'm still available if you have more questions about your reports, data, and transactions in QuickBooks. Just comment on this thread so I can get back to you promptly.

@Mydickinsonrotary 

QB Desktop or QB Online?