My company file size is 341mb and I need to reduce it. If I do as you said, start a new company file, and export my lists. What will happen with my open invoices, item list count (Quantity per item).
Do I have to go back and re-enter all those open invoices, bills, and totals ect..?
Does this sound familiar? If you’ve been using QuickBooks for any length of time at all, you definitely need to start looking at file size before you get blindsided with problems in your data file. You can check your file size by pressing F2 from within QuickBooks. It will give you your file size in kilobytes. As per the question above, most file sizes are understood in ‘mega’bytes or MB not ‘kilo’byte or k – you can do a google search for file conversion calculators, I found one at http://www.matisse.net/bitcalc/.
So, back to the original question…Do I have to go back and re-enter all those open invoices, bills, and totals, etc…?
There is a tool that I have used in the past along with some of my colleagues, it is WONDERFUL…it is called the “Beginning Balance Transfer Utility.” It was developed by Karl Irving, a CPA out of Irving, TX. I’m going to include Karl’s Intro from his website for this utility (SEE BELOW), also included are screenshots of the utility. His website btw is http://www.q2q.us and the direct link to this product is http://www.q2q.us/bbtuoverview.htm. Let me also say this, along with a great product, without customer service and support, in my opinion, the product is nothing. I can honestly say that Karl does a superb job in support of his products!
As with any of the blog posts that I do, if you get into something and you are not comfortable with the process, Barons’, Inc. would be happy to work with you to accomplish your goals in QuickBooks, you can e-mail me directly at firstname.lastname@example.org.
The Beginning Balance Transfer Utility allows you to take the ending balances in one QuickBooks file (as of any date) and make them the beginning balances in a new QuickBooks file. This allows you to start a new file with the least number of transactions in it. The new file will normally be smaller than a file that has been condensed.
After transferring the beginning balances to a new file, you can transfer transactions from the beginning balance date to the current date using our Data Transfer Utility.
IMPORTANT NOTE: This program is designed only for businesses using the accrual basis of accounting. QuickBooks reports run on the cash basis that include any receipts or payments affecting beginning balances created by this program will be incorrect.
The Beginning Balance Transfer Utility can transfer the trial balance, accounts receivable, accounts payable and inventory balances as of any date selected by the user. Uncleared bank transactions can also be transferred.
1. The Trial Balance is transferred by journal entries with the following changes: