Yes, there is, @LG Business.

To archive your old income accounts, you can make them inactive in your QuickBooks Desktop (QBDT). I'll be glad to show you how.

Before we begin, I recommend working with your accountant for guidance and to ensure the safety of your accounts. 

When ready, you can follow these steps on how to make your account inactive: 

1. Go to the Lists menu.
2. Select Chart of Accounts.
3. Right-click on the account you want to make inactive, then select Edit Account.
4. Select the Account is inactive checkbox.
5. Click Save & Close.

You can also check this link for more details about the process: Add, edit, or delete accounts in QuickBooks Desktop.

I've also collected this resource that can guide you in seamlessly matching your accounts: Reconcile an account in QuickBooks Desktop. 

If there's anything else you need help with managing your accounts in QBDT, you can always tag me in your reply. It's always my pleasure to assist you in running your business flawlessly. Keep safe and have a great weekend ahead!

Any updates on archiving older years in QB desktop?

Is there an update to archive old years on QB Desktop?  The last post doesn't seem very confident that condensing the file truly works well.

Good day, @Karmy. Allow me to join the thread and take care of this query for you. 

Currently, the ability to archive older data is still unavailable in the system. For now, the only option is to condense your data file this will help or filter reports in a specific period.

 In case you want to perform the condensed data file, make sure to create a backup and print all the important reports. 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 how:

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

 Here's an article you can read to learn more about the Condense Data tool: Use the Condense Data Utility.

 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

You can always get back to me whenever you need help. I'll be around to help you anytime. Have a wonderful day, @Karmy.

First, i'm surprised, if you've been using QBD this long, that you didnt' know this actually used to be a a feature.

Second,  bottom line. they took this feature AWAY,!!!   When? i'm not sure what year they took it away, but several years ago I used to do this for one of my clients all the time... It worked exactly as you asked for.  You'd Archive a year or two.  Then if you'd want to see the data in full detail, you'd close out of your current working file and open the Archive File, and BAM, there was ALL over your data.  (they needed this type of detail for audit reasons).

Intuit, you can't simply CONDENSE items that we would need access to later on.  We need full access to the details of the transactions, years later, but right at the moment, we want a smaller, faster, workable file to work on current transactions.

Please bring BACK the old archive option! (i know, i know, this goes on deaf ears) I too have been working with Intuit QBD since 1998 version.  (and no, don't come back saying the Online version solves this problem, it doesn't and won't)

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@motch6 wrote:

First, i'm surprised, if you've been using QBD this long, that you didnt' know this actually used to be a a feature.

 

@motch6 

I've never seen anyone mention this before. Do you remember what the file extension is for it?

There wasn't a change in the file Extension. It was still a .QBW file (thus the ability to open it with ease, as a normal file and view the data as if nothing changed).

Basically what happened was is that it created TWO files when you wanted to archive (after choosing the date at which you wanted to cut off transactions), it would created a .QBB (backup file of the current file) then it would create a .QBW file and RE-name it with "Archive ..." Infront of the name of your current file.

When you opened the file, that file name would show up at the very top of the QBD program (just as it does now, as the company name... with Archive in front of it)...

The original file would have the old Data split off (or rather Condensed) from it, but the name would be retained the same.

I can see how the Archive feature could help your business, motch6.

Since you're unable to see the option, the only possible way, for now, is to use the condensed data utility tool.

You'll have to create first a backup copy of your company data and then condense it so that your backup will serve as your archive file, and the condensed data will be used as your working file. 

You can also read our articles and topics by visiting our QuickBooks Help page. I'm sure they can help you with other tasks in QuickBooks Desktop.

You can always get back here or post more questions if there's anything else you need help with, so I can get you taken care of.

I understand how the Condense works... it just didn't work for me right now for my particular situation!    I need ONE year extracted 2020... I have 2021 and 2022 worth of data and can't batch kill all that data either.

That's why the ARCHIVE feature would have been beneficial... I could have archived everything from 2020 and back... then gone back into that Archive file and archived everting prior to 2020.

Anyway, its too bad you have to pay extreme prices for such a simple feature that used to be part of all versions of QBD.  Also, don't need the option very often, only occasionally. 

I know how difficult it is, @motch6. I want to ensure this will be taken care of.

I appreciate you sharing your insights about having an Archive option in QuickBooks Desktop (QBDT). As of the moment, this feature is currently unavailable in the program. That said, I recommend sending feedback to our product engineers. Rest assured that they will review all submitted requests and consider adding them in future updates. Here's how:

1. In your QBDT account, select the Help menu.
2. Next, select Send Feedback Online and choose Product Suggestion.
3. Fill in the needed details and enter a brief description of your concern.
4. Once done click, Send Feedback.

You can also browse through our QBDT Help page to get some additional references and guides when performing your QuickBooks activities. 

Let me know if you have any other QuickBooks concerns and post here again. I'm always around to lend a hand if you have any other QBO concerns. Have a good day ahead.

@motch6 

Your file may be damaged or have corrupt data in a certain fiscal year. Chat Support and ask them to fix your file. Last resort, you can purchase a 3rd party file condensation service.

@DivinaMercy_N I see you made a similar comment above, some other Inuit rep did.   I doubt Intuit cares anymore.   They took it out of the Desktop version years ago and came up with the Condense idea, thinking it would help most people.

So, sure I can leave feedback, but if anything, they'll only give it back to the "accountant" version of the software not the Pro or Premier.  Either way, i doubt they do anything because their focus is the Online version, which is terrible software.

@Fiat Lux - ASIA  , your not understanding my plain English.

ARCHIVE feature is no longer and hasn't been around for several years.

I don't want to just condense my file... I want to cut it down to size in chunks and access those Archive files just like I would any other Active file!

My file is not corrupt, i have zero issues with it.   Ideally what I was currently going for was the "Period Copy" feature that is ONLY in the Accountant version of the software.  I don't want to pay $800 for software I would only use that ONE feature for.  Especially NOT on a Yearly basis now, that is just a joke!

I can't even service my clients properly now because both myself and my client must pay an annual price for software that we could go several years without upgrading... and before you say, well why aren't you using the "Online" version... see my comment above!  I have used it for a several clients, both me and the client hate it so bad.  In fact, i've converted a few to the Desktop version... long story short.

As I mentioned before, I wasn't aware of this Archive feature and I didn't see anyone in the Community mentioning it before. When they decided to remove that feature I believe due to technical issues and they tried to focus only on the Condense Data utility (it didn't even work properly for many cases). They didn't bother adding the Condense Data utility in QB Desktop CA or UK version. That's why I don't believe they will bring back the Archive feature you love.

Just my 2 cents.

Hi SophiaAnnL,

When creating a new company file from an existing, will it all transfer the pre-existing e-apy files and information such as payroll subscriptions etc also?

Thanks for asking us here in the Community, @rlh7499. I'll be your QuickBooks guide today. 

When moving files, your payroll information will also be moved to the new company. However, the details behind the transactions don’t convert. For example, the payroll item breakdown and employee year-to-date numbers.

In that event, you'll need to enter past year-to date payroll info for each employee.

Additionally, you'll need to setup your payroll in QuickBooks Online so you can start creating paychecks.

For further insights, you can check out this article to learn more about what you need to do after moving from QuickBooks Desktop for Windows or Mac to QuickBooks Online. 

Let us know again if you have additional concerns. We're always here to attend to your needs. 

I believe making a backup before condensing the file would be a workaround for a situation like this.  That way you have full detail in one file, and then you have the condensed working file.  If need be, to view the condensed information, you would simply restore the backup.  I hope this helps! 

I'm really shocked that your customers have been requesting this feature for eight (8) years and you still don't have it. It's especially shocking in a field like accounting where there are specific timelines for keeping certain data. I should be able to archive my paid invoices, for example, after seven years. Instead, I'm stuck storing 25 years of invoices. Do you have any idea how slowly my Quickbooks Desktop runs now??? 

@Bowen291 

Which QB desktop year version do you have?

Premier Plus 2024

I replied, but unsurprisingly, there was no answer. It's been 2 weeks. 

@Bowen291 

You can use the Condense Data utility. Did you encounter any error message?