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GolfNut72
April 6, 2021
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removing old data - Quickbooks Desktop

  • April 6, 2021
  • 2 replies
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I am working with a client who has been using Quickbooks Desktop since 2006.  He has updated his version several times and he is currently using QBDT Pro 2019.  The goal is to upgrade to QBDT Premier - Contractor Edition but I would like to clean out some of the old data in the files.

 

What are the "best practices" for removing old data that is no longer needed, (i.e. 2006 - 2015) for example.

 

I'm looking for a simple, fast, clean process for this and would prefer not to have to start from scratch and set up new books again.  Before any of this would be accomplished, a full backup of the company would be completed and filed on a separate storage device, just in case old information might be needed in the future.

 

Thanks

 

EJ

Best answer by Pete_Mc

Your plan of a full back up, or simply a copy the current file to somewhere else is the first thing I would have suggested.  I would not use a thumb drive, but anyplace else on the computer or a server would work.  If the client has an Archive or Save folder for other items they never want to loose or delete, that would be the place. 

 

And not just storing it in a sub folder in the QBs folder is also a great move.  You don't want it there in case there is some issue down the road and Support has the client create a "new folder" for some silly reason and then deletes this archive file.

 

Next simple open up QBs and go to File; Utilities; Condense (towards the bottom).  You then can just remove the Audit Trial info to make the file a little smaller or Remove Transactions prior to a certain date.  Your historical balances still remain, but the full transaction details will be removed from that file.

 

2 replies

P
Pete_McAnswer
April 6, 2021

Your plan of a full back up, or simply a copy the current file to somewhere else is the first thing I would have suggested.  I would not use a thumb drive, but anyplace else on the computer or a server would work.  If the client has an Archive or Save folder for other items they never want to loose or delete, that would be the place. 

 

And not just storing it in a sub folder in the QBs folder is also a great move.  You don't want it there in case there is some issue down the road and Support has the client create a "new folder" for some silly reason and then deletes this archive file.

 

Next simple open up QBs and go to File; Utilities; Condense (towards the bottom).  You then can just remove the Audit Trial info to make the file a little smaller or Remove Transactions prior to a certain date.  Your historical balances still remain, but the full transaction details will be removed from that file.

 

    G
    GERALDKC
    November 17, 2021

    Hi,  
    Can you help to advise how can I migrate the forms and data from DT Premier 2005/2006 version to DT Premier 2021  ?

    TQ

    Kristine Mae
    Kristine Mae
    November 17, 2021

    You can migrate your data to the newer version, GERALDKC. I will guide you through the process.

     

    Once you upgrade to a newer version of QuickBooks, you'll have to upgrade the company file as well. This way, it will work in the new one.

     

    We have four steps to transfer your forms and data. You can check this article to help you: Upgrade your company files after you switch to a new version of QuickBooks Desktop.

     

    Once done, check some reports, like Profit and Loss and Balance Sheet, to ensure the data is migrated correctly. 

     

    If you have other concerns, don't hesitate to let us know. We're available 24/7 to assist you. Keep safe!

    T
    TogsTeam
    June 8, 2022

    I have a similar challenge, but with a twist: I would like to remove customers who purchased a specific set of product items between Sept. 2002 and January 2006. (We spun off a new company for those products, and they have all their data - I just need to get it out of my books.)

    Does the Condense function allow for any kind of filtering or focusing?

    C
    ChristieAnn 11
    June 8, 2022

    Hi there, JC124 and TogsTeam.

     

    I appreciate you for coming back to the thread and adding clarification about your concern. With this, I'll be sharing further details on how deleting transactions or even customer/vendor profile works in QuickBooks Desktop. Then, to ensure that your data stays accurate once you remove thousand of old entries on the program.

     

    Whether you're using the Online or Desktop version, deleting nonactive customers and vendors or inactivating them in the QuickBooks program won't remove thousand of old transactions. They're only hidden from lists and menus but all transactions associated with them, stay on reports.

     

    Additionally, totally removing the customer profile in QBDT is currently unavailable. You can only make them inactive to ensure that you can still view their entries for tax purposes.

     

    Then, the mentioned steps above are the right way how you can delete old transactions for uncategorized income & expenses. Please know that the instructions provided are for QuickBooks Online users.

     

    However, if you already inactivated the customer and vendor, you'll have to make them active again before performing the details by my colleague.

     

    If you're utilizing the Desktop one, you can follow the steps below so you can start removing entries.

     

    Here's how for customer's entries:

     

    1. Click the Customers menu at the top.
    2. Choose Customer Center. Then, select the appropriate customer.
    3. Locate the entry that you want to remove. Then, click it to expand the page.
    4. Click the Delete icon at the top and click OK to confirm.

     

    For Vendor's transactions:

     

    1. Click the Vendors menu at the top.
    2. Choose Vendor Center. Then, select the appropriate vendor.
    3. Locate the entry that you want to remove. Then, click it to expand the page.
    4. Click the Delete icon at the top and click OK to confirm.

     

    Lastly, you may refer to this article to view steps on how to run various reports in QuickBooks so you can view all entered data and give you a snapshot of your business. 

     

     

    Please hit the Reply button if you still have more concerns about customer and vendor transactions in QuickBooks. I'm always available, JC124. Stay safe and good luck.

    T
    TogsTeam
    June 8, 2022

    Hi, ChristieAnn - Thanks for the quick response! I should clarify further... I'm running 2022 Pro Plus Desktop. My issue is not the raw size of the database, but the fact that I have 11,650 Total Names records (according to QB Support, that's a problem that can eventually lead to database corruption). I estimate 3K-4K unique customer names that I want to purge, with transactions between 2002 and 2005, inclusive.

    Deleting them individually isn't really an option. If I have to wipe out all customers and transactions prior to 2006 (when we spun off the other company, so any customers/txns thereafter are "ours"), I can live with that (I'll have copies for referral).

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