Should I Start a New QuickBooks Company File?

Quite often prospective clients call and say that there are so many errors in their QuickBooks Data file that they are thinking about starting the New Year with a new company file.  I discourage creating a new company file for the following reasons:

Using the Accountant Toolbox, company files can be quickly cleaned up or the general ledger balances can be corrected as of a given date.

If you create a new file you will need to maintain two files to access historical data and you may lose all your settings, memorized reports, templates, bank feed rules, etc.

Re-creating a company file with all the lists (Chart of Accounts, Customers, Vendors, Items, Terms, Unit of Measure, etc.) and open items (Estimates, Sales Orders, Open Invoices, Purchase Orders, Bills, etc.) can be daunting and prone to errors.

Please think twice before starting a new company file for an existing business that is currently using QuickBooks!

Creating a QuickBooks Period Copy

There are times when you may need to send someone a copy of your QuickBooks company file but you do not want to give them access to all transactions.  This could be in response to the Internal Revenue Service, a subpoena, lawsuit, etc.  Once the decision has been made to supply specific information, you can use a utility available in the Accountant version of QuickBooks or QuickBooks Enterprise Solutions Accountant  to create a “Period Copy” of your data file.

I recommend that you make a backup of your file, Restore the backup to your computer using a different file name, and then make a period copy from this backup.  Therefore you will not be affecting the company file.  Keep in mind that creating the period copy can take several minutes to several hours depending on the size of the company file, I generally run this overnight.  Below are the instructions for how to make the period copy using the newly created data file

File Menu – Utilities – Condense Data

In the Condense Data screen select the third option “Transactions outside a date range (to prepare a period copy of the company file),  Enter your Date Range , Select Next

Select create one summary journal entry (recommended), Select Next

Select Summarize Inventory Transactions (recommended), Select Next

Select all the listed in the next two screens, Select Next

Select Begin Condense

After the utility runs verify that the balances are correct !