One really doesn’t want to have more than four years (including the current year) of data in the file. If condensing doesn’t work, or if it doesn’t reduce the size of the file enough, the only option is to create a new file.Ĭondensing is also a process that you should perform annually.

At Peak Advisers, we’ve had good results with it in most circumstances but we have to prepare.Ĭondensing is the most cost-effective way to reduce the size of a too large QuickBooks file. If the file extends past QuickBooks database changes, it is difficult to run. If there are errors or corruption it won’t run. The Data Condense is somewhat problematic to use. If after running the Audit Trail Condense you still want to reduce the size of the file, run a Data Condense. In some instances, we have seen size reductions greater than 50%. This should generally be the first condense used. In 2019 and later there was a new condense feature added, The Audit Trail Condense. QuickBooks includes a condense feature. But you have to use it correctly. It really depends on the features used, the number of users, and the type of transactions before we can determine if a file is too large. Others will tell you that 500 MB is too large. If the problem is the result of a too large file (a gigabyte is approaching too large), then we need to discuss options to resolve the issue. Another is not periodically regenerating the encryption table. One behavior that can create corruption is not shutting QuickBooks down properly. Or Peak Advisers can assist the client in creating a new file.įile corruption results from not properly managing the QB database. If the corruption doesn’t clear up, the client can choose to continue running the corrupted file until it fails (not recommended). On the other hand, there are times when rebuilds simply do not clear the errors. In some instances, we’ve run the rebuild as many as 11 times to clear errors. If the problem is corruption, we discuss the last rebuild with the client and will run a new rebuild using a copy of the production file. F2 gives us a peek at the size, version, fragmentation, and results of the last rebuild. The first thing we do is press F2 ( see here for what the F2 key on your keyboard does). They’ve heard that Peak Advisers can help. A QuickBooks ProAdvisor, accounting firm, or QuickBooks user calls for help with a QuickBooks file that is too big, too slow, or corrupted.

Quickbooks condense data