Often times companies will limp along with a QuickBooks company file that they are not happy with either due to performance issues (due to a large QuickBooks database) or perhaps their lists are out of control. The best time for many companies to do this is at the start of a fiscal year. Below we will give some examples of how our clients have used our tools to start off the new year with a cleaner QuickBooks company file.
Performance Issues or Exceeding Maximum List Items
Some of our clients that use the Transaction Pro Deleter to permanently remove prior years data. This allows them to do two things: (1) reduce the company file size and (2) remove list items that are associates with these prior year transactions that they will no longer need. As this product performs the same task as if you were to manually delete a transaction in QuickBooks you will need to enter a beginning balance journal entry and/or inventory adjustments to account for the deleted transactions. You can download a free demo to test this product out here.
Starting a new QuickBooks company file with open transactions
Often times companies will just elect to create a brand new QuickBooks company file as of the first of the year and will only bring over the open transactions into the new QuickBooks company file. You can use our Transaction Pro Exporter and set the command line parameter -OPENCLOSED=OPEN to generate two files that have the open invoices and bills. You can find out how to set this command line parameter and find out about others available here. Once you have these open transactions you would use the Transaction Pro Importer to import these transactions into a new QuickBooks company file. You can download a free demo of either the Importer or Exporter here.
Adding Classes to Historical Transactions
Often times companies chart of accounts will be come lengthy as the company did not realize that they could uses classes on the transactions to run an income statement by class. You can use our Transaction Pro Exporter to export transactions to an excel file. You can add a class column and insert the appropriate class on each line. You can also edit the items or accounts that are also being used to reflect the new item and new account structure in your new QuickBooks company file. You would then use Transaction Pro Importer to import these revised transactions into a new QuickBooks company file. You can download a free demo of either the Importer or Exporter here.
Other Helpful Resources
We have many useful articles on our support forum which will be of assistance if you are planning on doing some cleanup of your QuickBooks company file.
Article on how to reduce QuickBooks company file size can be found here.
Article on moving data from one QuickBooks company file to another an be found here.
Intuit article on maximum number of list items can be found here.
If you have any other helpful tips and tricks for the community on what you do at the beginning of a new year with your QuickBooks company file please share them in the comments.