QB Desktop Enterprise - need to provide copy of all data for 2016 through 2020

I have a suggestion that you can try so you'll be able to provide a copy of your data, KNesja2021.

QuickBooks Desktops offers a wide range of reports that gives the information you need. You'll want to go back to access the data on those specific dates. Then, run and customize reports so you can print them for your reference. To do this, follow the steps below.

1. Click the Reports menu at the top.
2. Select the specific report to open ex. Company & Financial.
3. Choose Profit & Loss Standard.
4. Click Print.
   

I've included this article for more information in case you want to customize your data: Customize Reports In QuickBooks Desktop. In addition, you may want to go over these articles in case you'll need to access the actual transactions: QuickBooks Enterprise Suite Articles.

If there's anything else that you need help with, let us know so we can get back to you as soon as possible. We're only a few clicks away in case you need assistance.

@KNesja2021 

You may generate any report for the period of 2016-2020 as described by MariaSoledadG. You may also create a new company file for the period of 2016-2020 if required. 

Thanks for the suggestion, but a report is not what I need.  I need to provide a copy of the actual data.  I have found a solution, but have to do some fixes for that to work.  See my own reply that I am going to post.

Keith

Thank you for the suggestion.  A report does not suffice, as we need to provide the actual data.  Your suggestion of a separate company file for just that period got me thinking, and I have found a possible solution.  See my response to my post and respond again if you have any other ideas. 

Thanks again.

Keith

Thank you for the suggestions.  Unfortunately, a report does not suffice, as we have to provide a copy of the data.  

The most likely solution I have found is:  Create a portable copy of the company data file.  From there, the easiest way to limit the time-scope of the data is to go to File/Utilities/Condense Data.  Using this option, I can set the specific time frame I want for the data, ie: remove anything before 1/1/16 and anything after 12/31/20.

The issue I am having now is that condensing the data involves verifying and rebuilding data. Unfortunately, the previous team re-used item names when billing for services performed at our different locations.  Simple example:  Item = "Apple" and Sub-item of both "Pie" and "Fruit" - which were each named as items.  QB "verify" process cannot handle multiple items with the same name. Unless there is another solution for limiting the time frame of the data to only 2016 through 2020, I hope that editing the item names to make them identifiably different will solve the issue ... just time consuming as there are about 60+ items to edit. 

LOL.

Any other suggestions?  Thx.  

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@KNesja2021 wrote:

The issue I am having now is that condensing the data involves verifying and rebuilding data. Unfortunately, the previous team re-used item names when billing for services performed at our different locations.  Simple example:  Item = "Apple" and Sub-item of both "Pie" and "Fruit" - which were each named as items.  QB "verify" process cannot handle multiple items with the same name. Unless there is another solution for limiting the time frame of the data to only 2016 through 2020, I hope that editing the item names to make them identifiably different will solve the issue ... just time consuming as there are about 60+ items to edit. 

LOL.

@KNesja2021 

Utilize one of these migration tool to modify it in bulk.

https://transactionpro.grsm.io/qbd

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

@KNesja2021 

RE: "Unfortunately, the previous team re-used item names when billing for services performed at our different locations. Simple example: Item = "Apple" and Sub-item of both "Pie" and "Fruit" - which were each named as items. QB "verify" process cannot handle multiple items with the same name"

QuickBooks can handle multiple items of the same name when they are sub-items. 

For example, you can setup the same sub-item under different parent items like this:

Apple

   Pie

   Fruit

Pear

   Pie

   Fruit

Cherry

   Pie

   Fruit

What you can't usually even create, and what QB Verify won't tolerate are things like:

Apple

Apple

or

Apple

  Pie

  Pie

If you aren't seeing a pattern like the last case above, QB Verify shouldn't complain.