Condense Data Utility

Hello @MattL,

When utilizing the function of the Condense Data utility, it'll mostly reduce the entries on your lists once you've reached its limits. You'll want to select the traditional method since the newer one only removes your Audit Trail report.

But before changing anything on your company data, it's best to create a copy first to avoid any loss or data damage. Once done, here's how you can condense your company data:

1. Go to File.
2. Click Utility.
3. Select Condense Data.
4. Choose the traditional way of the condense process.
5. On the pop-up window, click Close.

In addition, here's an article you can read to learn more about the Condense Data utility and its function: Use the Condense Data utility.

Lastly, I've also included a couple of articles below for ideas to help manage any odd behavior of your company data:

• Re-sort lists in QuickBooks Desktop
• Fix data damage on your QuickBooks Desktop company file

Keep me posted in the comments if you have any other questions. I'll be here to lend a helping hand.

Canadian does not have this as you stated - English does. What is recommended to purge and archive old QB data from Canadian versions?

@vinangelo 

The condense feature is not available in QB Desktop Canadian version, You can purchase a 3rd party condense service.

Hello, @vinangelo.

I understand that having access to the condensed feature is important to you. Let me help you find it so that you can get what you need.

To help you access the Condense feature on your previous version of QuickBooks Desktop Enterprise, here are the steps you need to follow:

1. Select File, then select Utilities.
2. Select Condense Data.
3. Select Keep all transactions, but remove audit trail info to date.
4. Select Next.
5. Let the process complete. Select Close.

Please note that the Condense feature permanently removes data from your company file, so it's important to create a backup of your company file before using this feature.

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

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

Please clarify versions not having condense.

It is not in any 2023 version that I can see. Please clarify.

@vinangelo 

Need to confirm this. Are you sure not using QB Desktop Canadian version?

Hello vinangelo. The condense data utility feature isn't available on the Canadian version of QuickBooks. As mentioned by 4Gal above, you can use third-party apps that you can search for on our site desktop.apps.com. I recommend choosing an app that suits your business needs based on the app description and reviews. Feel free to ask other questions.