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wnesbitt6377
February 16, 2023
Solved

Copy old company to create a new company file

  • February 16, 2023
  • 2 replies
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Ok we are using QuickBooks's Premier Plus Manufacturing 2023.  We purchased a company, and I would like to copy some of their data to a new Company in QB.  Customer information (Costs on parts sold, Name, Address and Contact) Same with Vendor information and Inventory part numbers. Or do I need to download the Customers, Vendors and the Inventory to excel and then import into the new company? Is there a way to export and then import into a new company profile?  I want to setup a completely different Chart of Accounts to line up with the rest of our company.  Can I do all of this with copying a company in QB? What would be the best way to do this?  Thank you for your input. 

Best answer by JaeAnnC

You've come to the right place for assistance, @wnesbitt6377. 

 

Yes. We can make a basic framework for new company files in QuickBooks Desktop (QBDT) by using an existing one. 

 

First, let's create a copy of your existing company file. Please see the steps below:

 

  1. Open QBDT and the company file you want to copy.
  2. Press F2 to open the Product Information window.
  3. Locate the File Information section to know where your company file is saved on your computer.
  4. If you haven't already, please make a backup of your company file.
  5. Once done, use the backup to restore your company file.
  6. Rename the file when you restore it. Doing so creates a unique copy of your original file. Then, save the new file to a new folder.

 

We'll now have two separate company files: the original and the one we restored from a backup.

 

Next, let's condense the file to remove all the transactions. To do that:

 

  1. Open your new company file and review it.
  2. Go to the File menu, click Utilities, and select Condense Data. If you receive a message about removing budget data, click Yes.
  3. Select All Transactions in the Condense Data window and click Next.
  4. Follow the instructions on the screen to remove the copied transactions.

 

Moreover, we can also import and export data to and from QBDT. This way, it's easier if you need to upgrade, convert, or create a new company file.

 

If you'll encounter issues opening your company file in QBDT, I've got you an article for troubleshooting options you can perform: Can't open your company file in QuickBooks Desktop.

 

You can always get back to us if you have further clarifications about creating a new company file. We're always available to lend you a hand.

2 replies

JaeAnnC
JaeAnnCAnswer
February 16, 2023

You've come to the right place for assistance, @wnesbitt6377. 

 

Yes. We can make a basic framework for new company files in QuickBooks Desktop (QBDT) by using an existing one. 

 

First, let's create a copy of your existing company file. Please see the steps below:

 

  1. Open QBDT and the company file you want to copy.
  2. Press F2 to open the Product Information window.
  3. Locate the File Information section to know where your company file is saved on your computer.
  4. If you haven't already, please make a backup of your company file.
  5. Once done, use the backup to restore your company file.
  6. Rename the file when you restore it. Doing so creates a unique copy of your original file. Then, save the new file to a new folder.

 

We'll now have two separate company files: the original and the one we restored from a backup.

 

Next, let's condense the file to remove all the transactions. To do that:

 

  1. Open your new company file and review it.
  2. Go to the File menu, click Utilities, and select Condense Data. If you receive a message about removing budget data, click Yes.
  3. Select All Transactions in the Condense Data window and click Next.
  4. Follow the instructions on the screen to remove the copied transactions.

 

Moreover, we can also import and export data to and from QBDT. This way, it's easier if you need to upgrade, convert, or create a new company file.

 

If you'll encounter issues opening your company file in QBDT, I've got you an article for troubleshooting options you can perform: Can't open your company file in QuickBooks Desktop.

 

You can always get back to us if you have further clarifications about creating a new company file. We're always available to lend you a hand.

W
wnesbitt6377Author
February 16, 2023

Thanks for your help!  Question, once I condense the file to remove all the transactions. Can I then build the Chart of Accounts to what I what them to be?

Fiat Lux - ASIA
Fiat Lux - ASIA
February 17, 2023

@wnesbitt6377 

You can use one of these migration tools. Use the Exporter tool for the old file and importer tool for the new file. 

https://get.transactionpro.com/qbd

https://partners.saasant.com/affiliate/idevaffiliate.php?id=5051_2

 

R
RCV
February 17, 2023

Thanks for coming back, wnesbitt6377.

 

Yes, you can create your Chart of Accounts. QuickBooks automatically adds accounts to your chart of accounts that are relevant to your business when you create a company file. You can modify existing accounts or create new ones to better track how much money your company has and owes, as well as how much money comes in and out. If you need to track different types of transactions, you can add more accounts. Here's how it's done:

 

  1. Go to the Lists menu.
  2. Select Chart of Accounts.
  3. From the Account dropdown, tap New.
  4. Choose an account type, then Continue.
  5. Complete the account details.
  6. Press Save & Close.

 

You can also create subaccounts to keep track of specific accounts under a parent or main account. For example, your utility account (parent) contains subaccounts for various utility expenses such as gas, phone, and water. The parent and subaccount must be the same type of account. Let me demonstrate:

 

  1. Go to the Lists menu, then select Chart of Accounts.
  2. From the Account dropdown, select New.
  3. Choose an account type, then Continue.
  4. Enter the account details.
  5. Tap the Subaccount of checkbox.
  6. From the Subaccount of dropdown, choose the parent account.
  7. Press Save & Close.

 

Here's an article you can refer to for more details about adding, editing or deleting accounts in QuickBooks Desktop. To learn how the chart of accounts works in QuickBooks Desktop, you can check out this article: Work with the chart of accounts in QuickBooks Desktop.

 

Feel free to visit our Account Management page for more insights about managing your Intuit accounts. 

 

If you need to take care of other things in QuickBooks, I'm with you every step of the way. Just leave a comment below and I'll get back to you. Have a great day.

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