While working on QuickBooks several times one needs to delete or archive the data file to avoid unnecessary data storage and capacity usage. So, while doing this, you might encounter a QuickBooks condense data error that stops you from file condensing. QuickBooks Condense Repair Tool or QuickBooks Condense Data Utility are the tools that will assist you in properly organizing the Company Data File.
The content will elaborate on the various aspects of all essential tool for QuickBooks to make life further easier on QuickBooks.
QuickBooks Condense feature is an integral part of QuickBooks Desktop 2019 and provides you an option to delete the QuickBooks Audit Trail. This process will minimize the file size while keeping the detailed transactions untouched. This feature is not present in the traditional File Condense Feature. In case you have an oversized file that is taking a lot of space then you can use the Condense Repair Tool to lessen the File size without any damage done. QuickBooks Condense Feature in the new version works faster than the previous ones. If you want to access the feature then perform the below steps:
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QuickBooks Condense Repair is a crucial tool that allows you to Condense the file size. However, you need to be aware of the functions and after-effects it might have on various sections. Below given are guidelines that you need to be mindful of before File Condensing.
Once you condense the Company file, then it cannot be reversed. You need to be convinced that you want to delete this file and then only perform the process. Look at the relevant points to use the Condense Feature.
If you deal in Inventory items, then the Condense feature does not work. Therefore, very few transactions get condensed with very few changes in the file size. Moreover, Open transactions do not get condensed without any effect on the file size.
When you are looking are using the Condense Utility to repair a damaged Company file, then the Condense feature might not repair the ‘Damaged Company File’. You need to use methods such as ‘Restore Backup Company file’ or Make a new file to correct the damage. Please note the Condense feature in QuickBooks doesn’t remove the below-listed transactions.
The Condense feature has a different effect on different reports. Let’s see how?
1. The Account-Based and the Item Based report will be correct and accurate as the entries on the Account do not get affected.
However, the below Item Based Reports will be Blank as all item Data will be gone.
2. All Cash Basis Reports
The reports will be inaccurate
3. The reports that are Filtered by Class
The transactions that have been summarized by the utility will not have the classes assigned. If you will RUN a Profit & Loss Report by the class that will reflect all amounts in the ‘Unclassified Column.’
4. The Sales tax Liability Report
While condensing a journal entry, there is an amount credited to the Income account. If QuickBooks does not knows which portion of the income is taxable and what is non-taxable. Additionally, tax collected from the invoices and does not exists any longer will show a ‘zero balance’.
5. The A/R collections Report
This report shows the ‘Condensed Journal Entries’ in the ‘No Name’ section. Secondly, the entries to the Accounts Receivable are not linked to ‘Closing Transactions’ and will appear as Open.
6. The Sales and Purchase Detail Report
This report will also be blank, and there will be no more invoices & bills.
7. Audit Trail Report
All the transactions get eliminated when you RUN the Condense feature. Therefore, you will not see the transactions in the Audit Trail report.
Condensing does affect the Reconciliation process. i.e., You will get a right Opening balance, Checks, and deposits that might lead to incorrect or no reconciliation of reports. Finally, the statement might be incorrect as the last reconciliation has already gone.
Note: The Original reports are preserved and saved in the Backup and Archive Copy or any other back up option that might be there. Prior looking to use the Condense Tool, it is important to reconcile all accounts, then print reconciliations and the discrepancy reports. Save the reports in the PDF format and create a Company File.
Next thing in line is to understand how to utilize the QuickBooks Condense Repair Tool. There are some requirements before and after for performing the ‘Company File Condensing’ process. We will have a detailed and thorough look at the below entries to know the process better.
a) Look for the Non-Condensable Transactions
For the QB Desktop Premier & Enterprise Solutions, RUN any Report to see which are the transactions that will not be condensed. If you want to see the Non-Condensable transaction, then see the unique link that can bring the transaction to the screen.
b) Run the report
Now RUN the Report and perform the below steps
Note: When you see the report, then analyze it and fix every transaction. E.g., There is an Open invoice blocking the transactions concerned to it. You can shut this and close the transactions that are connected to it.
c) Prepare the Company File
You can perform the below-given steps to make the Company file.
d) Save the Comparison Report
Once you condense a file, some of the info is gone forever. With the Comparison Reports, you can rest assured that info is there. You can compare these reports with the ones that come out after Condensing. You can print or save the below reports as PDF for future reference.
To Condense the Company File, you can perform the below steps
Note: Condensing will happen as per the Company File Size and system performance. Shut all other Apps for quick performance. Moreover, you are accessing the Company File through a network; you can RUN the Condense utility on the computer where it is saved.
RUN the tool
Note: QuickBooks automatically makes a backup & an archive copy before beginning Condensing.
f) A Period copy
A Premier Accountant or QB Enterprise version holder can utilize this feature. The period copy is a ‘condensed version’ of the company file for a specific period.
g) Match Pre and post Condense Files.
Once the Condensing is complete, it is important to match the before and after Condense Data Reports. To do so :
First Run and print the below reports
The Condensed report should be exactly the same as the Pre-condensed report. If you find any discrepancies then: