QuickBooks is a multi-feature accounting application which covers almost every need and requirement for a small business financial management. QuickBooks Company File is an essential part of the QuickBooks application. The Company File in QuickBooks contains all the organization’s critical data and is vital in running almost all of the QuickBooks application. QuickBooks Condense Data Utility helps to shrink the size of company file and restore the efficiency of the Company File.
Do you want to know about QuickBooks Condense Data Utility Tool or Some valid reasons to condense? If yes, then fret not read the complete article.
In Simple Term- QuickBooks Condense Data Utility
QuickBooks Condense Data Utility Tool helps minimize the file size without even causing damage to the file data. The new condense feature gives an option to remove the audit trail that lessens the file size but keeps the detailed transactions intact, unlike the traditional File condense feature. The Condense feature in the new version of the application is much faster than the previous one. The QuickBooks Condense Data Utility is also known as QuickBooks Condense Repair Tool. It is mainly used to fix the issues that arise because of File condense.
What are the errors that QuickBooks Condense Data Utility Tool fixes?
Before we proceed to understand how to use QuickBooks Condense Data Utility Tool, you must know some error codes that a user might encounter.
- Transactions on the server will get on hold, and funds will not be deposited.
- QuickBooks Condense might freeze while minimizing the file size.
- Transactions that are held up in the form of Funds might not get deposited in the process.
The above mentioned are some issues that users may encounter when they are trying to use QuickBooks Condense Data Utility.
QuickBooks Condense Data Utility- Limitations and functionalities:
If you want to “utilize the features of condense repair tool,” it is essential for you to know its basic functionalities.
Non-Reversible
Ensure that “Condensing” is the only option left for you before you decide to condense your company data file. Because once you have done, it is non-reversible. Below given are the most common reasons to use condense features.
- May be your company file size have large database file, which had become unfeasible for QuickBooks to accommodate .
- If you have upgraded all your hardware and still your QuickBooks is not running smooth and up-to the mark.
- You are close to a list limit such as item list, customer list or vendor list etc.
- Your accountant or technical support has suggested you this option as resolution to any performance issues with QuickBooks.
Not sure to reduce file size in some cases
If you use ‘Inventory items,’ then your list doesn’t get reduced, and a very few transactions may get Condensed with minimal change in the file size.
May not fix File damage
If you are trying to repair a damaged company file through condense utility, then you must know that sometimes the condense feature might not fix a damaged company file. The condense feature in QuickBooks does not remove the below-listed transactions.
- Payroll Transactions (if the payroll transactions are dated before 31 Dec or an employee’s W2 is not analyzed)
- Invoice, Payments, Refund Checks, & Credit Memos
- Payments recorded to Undeposited Funds.
- Bill Credits, Bills, Bill Payment Checks
- Estimates linked to Invoices
- Sales Tax that is not paid in ‘Pay sales Tax.’
- Transactions linked to a Non-condensable Transaction
Affects Specific Reports
The Condense feature affects several reports differently.
- The Accounts-based & Item-based report will be entirely accurate as the account entries do not get affected.
- All Cash Basis Reports
- Reports filtered by Class.
- Sales tax liability report
- The Accounts Receivable collections report
- Sales & Purchase Detail Report
- Audit Trail Report
- The reconciliation
How to Use QuickBooks Condense Data Utility?
Is your QuickBooks File too large? You have noticed significant changes in performance of your QuickBooks company file? If yes, then fret not QuickBooks Condense Data Utility can help you to reduce QuickBooks File size without causing any data damage.
Follow the steps given below to make this tool work.
- Step 1- First, Open QuickBooks and go to File.
- Step 2- Now, click on Utilities to proceed further.
- Step 3-After that, select Condense Data.
- Step 4- Further, you will get two options to choose
The first option: Keep all transactions, but remove audit trail info to date. This option will reduce your file size by approximately 40%.
Second Option: Remove the transactions selected from the company file and select the transactions that you want to delete.
- Considering that you only have performance issues and you do not want to create any discrepancies in your financial reports, its recommended to select the first option as it does not affect your transactions and no reports will be affected.
- Step 5- Now, choose Next, and you will see a prompt, “Working on your file.”
You will get to know about the status of your file size reduction and the backup location after completing the process.
Condense data options are different for various versions of QuickBooks
Only the QuickBooks Enterprise Solution and QuickBooks Accountant version gives you the option of creating a period copy of your transactions. Whereas the other versions of QuickBooks will let you utilize the regular features of QuickBooks Condense Data utility.
If you are trying to create a period copy you need to know that it is a Condensed version and compact version of your company file that only contains data for a specific period. To create a period copy:
- Go to the File menu, then you need to select Utilities and then Condense Data.
- On the What transactions do you want to remove? window, choose Transactions outside of a date range (to prepare a period copy of the company file).
- Set the correct dates for the Remove transactions before and after filter.
- Go through the wizard and select the options you need. Select Help if you need assistance.
Note: When a period copy is created the same as when you create an ordinary Condensed file then the transactions and list entries will be removed.
Note: Not every accounting applications comes with a user manual. Updates are necessary for software to enhance the productivity and Geek Bloggers is best place to follow these updates.
Frequently Asked Questions
Question: – What does Condense Data do in QuickBooks?
Answer: – The Condense file process typically means creating a copy of the QuickBooks data file that you save and put away someplace and then creating a scaled-down version of the working company file.
Question: – How do I reduce the size of my QuickBooks File?
Answer: – Follow the steps given below to reduce the size of your QuickBooks File.
• Open QuickBooks account, go to the File menu, select Utilities, and then click on Condense Data.
• Choose the best option to compress your File
Question: – How long does it take to condense a QuickBooks File?
Answer: – It takes almost 4-16 hours to condense a QuickBooks File depending upon the actual size of company file and technical configuration of computer or laptop you are working on.
This blog was created with the aspect of resolving any issues encountered while using QuickBooks condense data utility. However, if there is anything left behind and you are more curious to know or get help. I would encourage you to contact the award-winning customer support team by dialing the Toll Free Number 1800-280-5969
