One of the most recent upgrades to the QuickBooks Desktop software is the Condense Data tool. You can use this function to remove the audit trail, which would shrink the file size without affecting the accuracy of the specific transactions. The QuickBooks Condense Data utility fixes file-related issues and also consolidates company data files.
Given that it enables users to compress data files, this QuickBooks software function is crucial. Businesses use this tool to minimize their data all over the world.
Features of Condense Data Utility
The Condense Data application provides a plethora of unquestionably extensive advantages. These include:
- It facilitates the simple elimination of audit traces, which helps to make the Company File smaller.
- Significantly simplifies retrieval of the Company file.
- Provides a thorough overview of complex transactions while removing unnecessary transactions while maintaining the integrity of the key ones.
Also read: how to transfer QuickBooks to a new computer
Quick Walkthrough to use QuickBooks Condense Repair tool
By simply following the instructions listed below, you can learn how to utilize the QuickBooks desktop condense repair tool:
Step 1: Locate transactions that are non-condensable
Finding all non-condensable files is the first and essential step at the beginning. Choose the Run Any Report option to make use of this feature. Then, make sure to tick the boxes next to each Transaction that won’t be condensed.
Move directly to Step 2 once you have located non-condensable transactions.
Step 2: Condense the QuickBooks file to run the report.
- From the File menu, select Utilities.
- Select the Condense Data option under the Utilities menu afterward.
- You will see the Wizard tool option on your screen.
- Next, select Transaction before a certain date and provide the appropriate dates.
- Select Next.
- After that, choose the Summarize Inventory Transactions
- Subsequently, opt for the method of condensing inventory.
- The Transactions group you want to remove must then be chosen, and a checkmark must be placed next to it.
- After that, select Begin Condense.
- You will benefit from this step during the Condense procedure.
Step 3: Preparing the company file
- Select the Eliminating process to close the date on all files.
- Click on Accounting and select Company Preference.
- In the Closing date field, type the day of the week.
- Then click the OK button after erasing Data from the closing date box
- You can look at the balance sheet or the profit and loss report.
- After that, use the option to Run rebuild Data Utility and check the data utility to make sure the data is undamaged. After that, move on to the next step.
Step 4: Tracking record of the comparison report
A company file being compressed could lead to a number of problems, including data loss, poor data quality, and other associated problems. Before storing the comparison report, you must first make a PDF copy of every important report listed below.
- Profit and loss, balance sheet, and cash flow statement
- Payable and Receivable Accounts
Step 5: Steps for condensing the company file
- Open the Condensing Data utility first.
- Next, select the Utilities option from the file
- Choose the relevant options under Condense Data based on your preferences
- When the procedure is finished, start with the Condensing option.
- Select Utilities from the File menu afterward.
- Click on Condensed Data.
- Select Transaction outside of a data range to get rid of unnecessary transactions.
- For the option to remove transactions before and after filter, select precise dates.
- Review the data to get a comparison of the Pre and Post Condensed files.
The user must check that the quality performance metrics before and after the condensed data report match up after the company file has been compressed. To do that check, adhere to the steps below:
- Select re-run to print the available reports.
- To keep the balance sheet current, select the Profit and Loss option and then enter dates.
- Following that, the accrual-based conclusion reports will appear to show the outcomes.
- In any case, you must investigate any reported transactions that could be the cause of any differences you find.
- To restore the backup file, select Repair broken transactions and then Re-run compress data.
- Instead of selecting the re-run compress data option, you can either make a new company file or make use of the recovered file.
You should have enough knowledge of the QuickBooks Condense Repair Tool from the information stated above.
However, if you find yourself tangled up in a maze of issues, don’t be afraid to talk to our QuickBooks desktop technical support Team via our helpline i.e., 1-800-615-2347. We are available around the clock to address your QuickBooks concerns.
