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arkvalleyinfo
December 11, 2018
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How to archive prior years that I don't need to access anymore

  • December 11, 2018
  • 4 replies
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I need to archive 2003 to 2013 and I don't know how

    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.



    4 replies

    Rustler
    RustlerAnswer
    December 11, 2018

    @ 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
      SophiaAnnL
      December 11, 2018

      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:

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

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

        N
        nutriwestmidatl6166
        May 1, 2019

        @SophiaAnnL 

         

        The link you provided on how to condense data file does not work. Is there a new page? Can you send a link on how to do this?

        We would like to dump old files on our QB Pro 2016 desktop version. 

         

        Thank you

          J
          JonpriL
          May 1, 2019

          Let me officially welcome you here in the Community, @nutriwestmidatl6166!

           

          You can go to Utilities in your File menu of your QuickBooks. I'm here to help you accomplish this so you can condense your company file.

          1. Go to File.
          2. Select Utilities.
          3. Choose Condense Data.
          4. Click OK.

          Once completed, I'm confident you be able to condense the data of your company file.

           

          In addition, here's an article you can read to learn more about the Condense Data tool: Use the Condense Data Utility.

           

          Lastly, you can check out this helpful article for your future reference: What's New in QuickBooks Desktop for Windows 2019?

           

          Let me know in the comment section down below if you have any other questions. It'll be always my pleasure to help.

          Raywhite28
          Raywhite28
          December 11, 2018
          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
            February 11, 2022

            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
            JoesemM
            February 11, 2022

            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:

             

            1. Go to File.
            2. Select Utilities.
            3. Choose Condense Data.
            4. 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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