removing old records

Kimberly 1 · ‎March 30, 2023

I have a large quantity of invoices spanning fifteen years that I want to remove from my database because I did not utilize Quickbooks to its full potential. I want to start fresh with this calendar year so have alot of detail to enter. In order to use financial statements these old records need to be removed. I used this basically to create invoices, I didn't book payment to invoices. I just need to remove them. How can I do that?

MadelynC · ‎March 30, 2023

Yes, you’re right, @Kimberly 1. Let me chime in and provide additional information about the recommendation above.

QuickBooks Desktop will keep your lists and preferences after the condensing process. Your general ledger, customers, and vendors' information will remain. All transactions you have for vendors and customers, including banks, will be removed. Documented balances will also wipe out.

If you want to keep some details from your old company file, especially the customer balances, I'd recommend taking notes or making a backup before performing the said utility. This way, you can access them anytime and ensure everything is intact.

I've got you a reference to learn more about condense limitations: Use the Condense Data utility.

If you have follow-up questions or other concerns about managing your company files, feel welcome to get back on this thread. I’ve got you covered. Have a good one and keep safe always!

View solution in original post

Jovychris_A · ‎March 30, 2023

Welcome, and thank you for posting to the Community, @Kimberly 1.

I know how much you want to remove invoices from your existing company file and start fresh for this year. There's an easy way to get this done quickly.

Since you're only saving invoices for this company file, you can create a new file from this existing company file in QuickBooks Desktop. It will help eliminate transactions, including invoices from the past fifteen years. Doing this will allow you to condense the data and remove all transactions associated with the company file. Feel free to check this article for the detailed steps: Create a new company file from existing ones in QuickBooks Desktop. Also, you'll want to rename your existing company file so you can retain your company file name once condensed.

Here's how you can condense your company file data:

Go to File and then select Utilities and choose Condense Data.
Tick Remove the transactions you select from your company file.
Select All transactions and then click Yes.
Hit Next and then choose Yes.
Select Begin Condense.
Click OK.

Additionally, I suggest creating a backup copy for your company file before condensing your data. This way, it will be convenient to restore them if in case you encounter file issues.

Please comment on this Community thread if you have other QuickBooks file concerns. I'm still willing to help you more. Stay safe and well!

Kimberly 1 · ‎March 30, 2023

Okay, so if I have customer master records, general ledger, accounts payable vendor information. Will all of that remain on the database? Also, since none of the invoices were cleared using received payments will that remove the customer balance from their detail?

MadelynC · ‎March 30, 2023

Yes, you’re right, @Kimberly 1. Let me chime in and provide additional information about the recommendation above.

QuickBooks Desktop will keep your lists and preferences after the condensing process. Your general ledger, customers, and vendors' information will remain. All transactions you have for vendors and customers, including banks, will be removed. Documented balances will also wipe out.

If you want to keep some details from your old company file, especially the customer balances, I'd recommend taking notes or making a backup before performing the said utility. This way, you can access them anytime and ensure everything is intact.

I've got you a reference to learn more about condense limitations: Use the Condense Data utility.

If you have follow-up questions or other concerns about managing your company files, feel welcome to get back on this thread. I’ve got you covered. Have a good one and keep safe always!

Kimberly 1 · ‎March 30, 2023

Thank you for the help. I will attempt this tomorrow and if I have any issues I will contact you!

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