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C
Carlyle
December 2, 2021
Question

Condensed file makes prepaid expenses by vendor report inaccurate

  • December 2, 2021
  • 1 reply
  • 0 views

We recently used the condense function to condense the 2012-2016 data in our Quickbooks file.  Now, when I try to pull a report showing the value of our prepaid expenses account by vendor, the balances are incorrect.  Please see attached file for additional details.

1 reply

A
Archie_B
December 2, 2021

Thank you for reaching the Community, Carlyle.

 

I appreciate the effort of providing us with a screenshot.. I'd like to help in fixing a possible data issues after condensing your file in QuickBooks Desktop.

 

We can use the Verify and Rebuild tools to identify the if there are damaged transactions affecting your reports and fix them  automatically..

 

Here's how:

 

  1. Click Windows at the top, and select Close All.
  2. Go to the File menu, then hover over Utilities and select Verify Data.
  3. Let the tool check your file for data issues.
  4. From the Verify Results screen, select Expand All to see the errors.
  5. If QuickBooks finds an issue with your company file, select Rebuild Now.
  6. On the QuickBooks Information window, select OK. Follow the onscreen steps to save a backup.
  7. It may take some time. QuickBooks may seem stuck, but as long as you can move your mouse, the tool is working.
  8. After that, Verify Data again to check if your file still have data issues.

 

If you still have data issues, you can check out this link to learn how to use QuickBooks File Doctor: Fix company file and network issues with QuickBooks File Doctor.

 

If you still encounter some issues after running the file doctor, I suggest contacting our support team to help you repair the file.

 

I'll be here if you still have questions or clarifications about it. Have a wonderful week.

C
CarlyleAuthor
December 3, 2021

Hi Archie, thank you for taking the time to reply.  Unfortunately, this is not the issue I'm having.  My data is fine and everything reconciles perfectly on a company level.  However, when QB condenses a file, it does not keep the "customer:job" or "vendor" details for the transactions that it is deleting.  Because of this when I produce the attached report, the beginning balances by vendor are incorrect. If you open the attached file, you can see additional detail that will clarify my question.

R
Rasa-LilaM
December 3, 2021

Hello there, Carlyle.


Thank you for adding more information about your concern, especially the lists that were deleted after condensing the file. Let me help and guide you on how to correct the balances on your prepaid expenses by vendor report.


When condensing the file, there are lists of entries you’ll have to choose to remove. Also, it does not remove certain transactions:


Since the customer: job or vendor details were removed, I suggest contacting our Technical Support Team. They have extra tools to investigate the cause of this unexpected result. Also, our specialists will help determine which option is best for you. Then assist you in implementing what you have chosen.

 

  1. In your company file, click the Help menu at the top bar to select QuickBooks Desktop Help F1.
  2. Scroll down to the bottom of the window and tap the Contact us link.
  3. In the Contact Us screen, go to the Tell us more about your question section and type the issue in the field box. For example, needs assistance condensing the data.
  4. Click the Search menu and choose the support options: Call us to speak with an agent or Message Us for real-time support.

You can browse this article for additional resources: Use the Condense Data utility. It provides detailed information on how the process affects your reports, transactions, etc.


We also collated resources to help customers get started using QuickBooks Desktop. It contains links to common tasks and other basic functions of the program. Click here for the complete details.


Stay in touch if you still need assistance in managing your reports and other transactions. I’m always ready to lend a helping hand. Enjoy the rest of your day.

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