How to archive prior years that I don't need to access anymore

Good day kmack39090!

Thank you for reaching out to the Community!

Right now, there's no option to archive your data in QuickBooks Desktop. You can condense your data file so that all the closed transactions will be converted to journal entries. Here's an article that contains steps and information on how it works  in QuickBooks Desktop: https://community.intuit.com/articles/1020499. 

You can also create a company file from your existing company file, starting with your fiscal year so that you won't have to start over. By doing this, the lists and Chart of Accounts will be saved but the balances and the old transactions will not be included. Here's the steps on how you can do it in QuickBooks:

1. Click File.
2. Select New Company from Existing Company File option.
3. Follow the onscreen instructions, and click Create Company.

I hope this helps. If not, feel free to let me know. Thanks.

@SophiaAnnL 

The link you provided on how to condense data file does not work. Is there a new page? Can you send a link on how to do this?

We would like to dump old files on our QB Pro 2016 desktop version. 

Thank you

Let me officially welcome you here in the Community, @nutriwestmidatl!

You can go to Utilities in your File menu of your QuickBooks. I'm here to help you accomplish this so you can condense your company file.

1. Go to File.
2. Select Utilities.
3. Choose Condense Data.
4. Click OK.

Once completed, I'm confident you be able to condense the data of your company file.

In addition, here's an article you can read to learn more about the Condense Data tool: Use the Condense Data Utility.

Lastly, you can check out this helpful article for your future reference: What's New in QuickBooks Desktop for Windows 2019?

Let me know in the comment section down below if you have any other questions. It'll be always my pleasure to help.

The link for the QBD article does not work.

Hi @akbeachly,

May I know which article are you referring to? Any details you can share would be appreciated. It'll also help me share a more accurate resolution to answer all your questions for today.

However, if you are referring to @SophiaAnnL's article, you can check out the articles I've included in my post. It is the updated version of the Condense Data Utility article.

Looking forward to your response on this thread. Please know that I'll be always around here in the Community waiting for your response.

Is there any possibility QB will incorporate an Archive option?  Having used QB since 1998, I would love to archive about 15 years of data into an Archive file that I could still open,  that would STILL contain all the details, unlike the condense option.

Thank you for being such a loyal customer, Cyn-AR. 

I can see how this option would be useful to you. I'll share this idea with our developers. 

I would suggest creating a portable company file. This type of file is the compact copy of your data. That way, you'll have the option to save this data into an external or flash drive. Also, only the Admin can create this file.

Here's how to create a portable file:

1. Go to the Filemenu, and then select Create Copy.
2. In the Save a Copy or Backupwindow, select Portable company file.
3. Choose the location where you want to save your portable copy.
4. Click Save, and then OK.

If you wish to restore this file, please follow these steps:

1. Go to the File
2. Then, selectOpen or Restore Company.
3. Select Restore a portable file, and then select Next.
4. Click where you stored your backup copy.
5. Then, Next.
6. Choose the location of your copy.
7. Click Save.

You can check this reference about creating and restoring this type of file: Create or restore a QuickBooks portable company file.

I'm always around if there's anything else that I can help you with.

I think one reason clients want to be able to archive older data is for searching and editing information.  Finding a transataion hidden in 15 years of data can be difficult. 

  So another option would be to provide an option to 'hide' or 'limit to 2019' in searches.

Regards.  TG

Thank you for posting here in the Community, @Tg5.

I can share additional information about the data in QuickBooks Desktop.

Currently, the ability to archive older data is still unavailable in the system. For now, the only option is to create a backup copy for you to keep or filter reports in a specific period.

I can see how the workflow you're looking for is beneficial to your business. We always make improvements to the features in QuickBooks Desktop, and this preference might be available in the future.

For the time being, you can visit the New Features section within QuickBooks. It'll keep you up to date about any changes in the product.

I've also included some articles in case you need some ideas about creating a backup, as well as modifying reports to acquire the data you need:

• Back up your QuickBooks Desktop company file.

• Create and open portable company files in QuickBooks Desktop.

• Customize reports in QuickBooks Desktop.

Let me know in the comment section below if you have any other questions. Have a great day ahead.

The link to this article doesn't work, it has undoubtedly been moved.  Can you provide the new link to this article?

Can you provide a new link to this article?  I think it has been moved or something.

Thanks,

Keith

Hi there, DogMan67.

I hope you're having a swell day I looked over all of the links in the posts above. They all seemed to work. Thou I am here to help if you're looking for something in particular. All you have to do is simply describe the article you're looking for. You can also use our Help articles to find more on QuickBooks.

• Help Articles

Let me know at any time if you have any questions or need any help, We're always available to assist simply reply below.

I was looking for this link that isn't working:

Desktop: https://community.intuit.com/articles/1020499. 

Thanks, 

Keith

I need to zero out all of my old accounts, but maintain them to start over as of Jan 1 2020 after not using Quickbooks for months.  I can't find the option to click "FILE" as you describe below.  Where is that menu?

Thanks

Thank you for joining the thread, @thatch.

The steps provided above (click the File menu) is for the QuickBooks Desktop version. If you're using QuickBooks Online (QBO), you can either delete or purge your company file to start fresh for January 2020. If your QBO data is less than 60 days, you have the option to purge your account if you're using QuickBooks Online Plus, Essentials and Advanced. The system deletes all data entered into the company, and you're unable to restore or reverse them.

To purge the data, follow the steps listed below:

1. Log in to your QuickBooks Online account.
2. Change the URL to include /purgecompany.
3. Example: URL shows https://...qbo.intuit.com/app/homepage, change to: https://...qbo.intuit.com/app/purgecompany.
4. The next screen will provide a summary of the items to be deleted.
5. Type the word “YES” once the data gets deleted, then click OK.
6. Click Wipe Data once your selections are complete.
7. Once the deletion is complete, you will be rerouted to your home page.

If it's 60 days old or older, you need to cancel your account and start a new subscription.

To cancel your account:

1. Go to Gear icon and select Account and Settings under Your Company.
2. Select the Billing and subscription tab.
3. In the QuickBooks section, select Cancel.
4. Follow the on-screen instructions to cancel your account. If you use payroll, you should cancel your payroll account too.

To start a new account:

1. Go to https://quickbooks.intuit.com/choose-country/.
2. Fill up the User ID and password.
3. You can use the same user ID and a password you previously had. If you activated payroll in the account, this is the best option for you.

Here's an article you can read to learn more about this process:  Delete your data and start over in QuickBooks Online.

As you continue working with QuickBooks, you can also read the topics from our help articles as your future references.

Post again if you have any other questions. I'm a few clicks away to help. Keep safe always!

@thatch 

If you are using Pro or Premier, create a backup file and restore it with a new name. Run the Condense Data utility to remove any data prior to 2020. 

I can not get the create from a copy in QB 2019 pro premier. No options for this. It sure sounded good! To be able to create a copy without the entire years of dates would work great, but not found in my 2019 desktop version

Hello there, chcinc.

You can create a backup file and restore it with a new company name. Once done, you can run the Condense Data Utility to remove any data prior to 2020. You can use the steps my colleague provided or use this link as a reference: Use the Condense Data utility.

Let me know if you have other questions. Take care and have a great day!

Hello,

I was redirected to this post when I tried to search "Archive QB Enterprise Contractor" - I wanted to let you know this link is broken. Is there another link?

Thank you.

I can share some information about archiving your company file, @sedbrhx.

Can you share with me the link that you're referring to? That'll help me in providing an accurate solution to the concern that you're having. 

At this time, the feature to archive older data is still unavailable in the system. You may consider condensing your company file instead. This process helps streamline your company data file. It will reduce your file’s overall size while keeping all your data and details. Before doing so, make sure it’s the best option for your company file since this is not reversible.

Here’s how:

1. Go to File menu, then Utilities and select Condense Data.
2. Choose how you’d like to condense your company file.
3. Click on Next and follow the prompts to finish condensing the file.

To know more about this tool and how it affects your transactions, refer to the following article: Use the Condense Data utility.

In case you're having problems with your company file, here's how to fix data damage on your QuickBooks Desktop company file.

I'm always here to provide help and answer any questions that you may have or if you mean something else, by leaving a reply below. Have a great rest of the day!

Of course - broken link is this one (located near the beginning of thread): 

https://community.intuit.com/articles/1020499. 

I've already condensed my data and the file still has nearly 698k targets. I need to be able to bring over transactional detail from 1/1/19-current. There has to be a way to archive or fully condense prior years into JE's (we have done this in the past for 1999-2013). Creating a new company file from an existing is not an option. 

Currently when we import our chart of accounts with balances, my BS & P&L are completely off and there is no way for me to reconcile. I'm talking millions of dollars off in revenue and expenses. 

Please advise.

Hello there, sedbrhx.

Just a heads up, when you condense your company file, it can't be undone. If you use Condense to repair the damage but are unsuccessful, you only have two options. It's either restore a backup company file or create a new company file. 

We have a new Condensed Utility option for QuickBooks 2019 version. You can reduce your file’s overall size and still keep all your data and details. For more details, you can use this article about Use the Condense Data utility. 

If there are features that are greyed out when you reconcile, you can run the Verify and Rebuild Data Utility process. Then, reconcile your bank accounts again. If there's a need to fix the bank balances, I'd suggest reaching out to an accountant for the best way on how to resolve it. They may advise you to create a transaction or edit the balance. 

Keep me posted if there's anything else that you need help with. Take care!