Level 7

Solved

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

Forum|Forum|7 years ago
December 11, 2018
47 replies
371 views

I need to archive 2003 to 2013 and I don't know how

QuickBooks Desktop

Best answer by Rustler

@ kmack

In the menu file>utilities> there is an option for Condense, you can try that, but Condense works about 60-70% of the time accurately. Print your present critical financial reports (inventory valuation, sales tax liability, a/r and a/p, P&L, balance sheet and any others you worry about), make a back up from the file menu and move it to another folder for safekeeping. Then do the condense, print the same reports - they MUST match or delete the condensed file and restore the original back up file

If you want the first two utilities on this page will accurately create a new file for you, then you can back up the original and copy it to a CD for archival purposes.

http://www.q2q.us/indexutilities.htm

I am not affiliated.

RustlerAnswer

Level 15

@ kmack

In the menu file>utilities> there is an option for Condense, you can try that, but Condense works about 60-70% of the time accurately. Print your present critical financial reports (inventory valuation, sales tax liability, a/r and a/p, P&L, balance sheet and any others you worry about), make a back up from the file menu and move it to another folder for safekeeping. Then do the condense, print the same reports - they MUST match or delete the condensed file and restore the original back up file

If you want the first two utilities on this page will accurately create a new file for you, then you can back up the original and copy it to a CD for archival purposes.

http://www.q2q.us/indexutilities.htm

I am not affiliated.

SophiaAnnL

Level 5

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:

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

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

C

Cyn-AR

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.

Adrian_A

Level 8

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:

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

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

Go to the File
Then, selectOpen or Restore Company.
Select Restore a portable file, and then select Next.
Click where you stored your backup copy.
Then, Next.
Choose the location of your copy.
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.

Raywhite28

Level 6

I've used the Q2Q utilities & they work great! You will need the check transfer utility as well.

Here is a link on how to create a new company from Q2Q.

http://www.q2q.us/How%20to%20start%20a%20new%20QuickBooks%20file.htm

If you are going to used the condense feature, make sure you have a good backup.

K

Karmy

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.

JoesemM

QuickBooks Team

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:

Go to File.
Select Utilities.
Choose Condense Data.
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:

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

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