QuickBooks Condense Data

What is QuickBooks Condense Data?

If you have been using QuickBooks for a quite long time, then you might have a concern whether to create a new company file if the size limit is full or is there any way to zip or decrease the file size so that you have your data all in one QuickBooks company file. Intuit has developed QuickBooks Condense Data utility tool which modifies your company file by extracting out junk and condenses closed transactions into quick journal entries.

Things that you need to remember before you condense your data

• It will not condense your open transactions
• Backup all your data properly before condensing
• It may not affect the size after condensing the file
• If the file is damaged it may not condense
• It affects Account based reports, cash basis reports, filtered reports, detailed sales and purchase reports, Sale tax liability reports, reconciliation.

How to run Condense Data Utility

• Go to file menu
• Select utilities > Condense data utility
• Choose all positive answers and proceed
• Choose to begin condense

QuickBooks will create two copies after the QuickBooks condense data process:

Backup file: Backup file will be the backup of your previous data

Archived file: Archive file will show you the history of condensed data after condensing the file

Note: All versions of QuickBooks company file cannot be condensed, Connect with Intuit Data service if you are QuickBooks 2014 version or older. You need to have the latest update so that your application can run the QuickBooks condense data utility properly. Call QuickBooks data services if you have any queries.