This happens all too often.
A QuickBooks ProAdvisor, accounting firm, or QuickBooks user calls for help with a QuickBooks file that is too big, too slow, or corrupted.
They’ve heard that Peak Advisers can help. It’s true. We can and we have.
Our Approach
The first thing we do is press F2 (see here for what the F2 key on your keyboard does). F2 gives us a peek at the size, version, fragmentation, and results of the last rebuild.
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. In some instances, we’ve run the rebuild as many as 11 times to clear errors. On the other hand, there are times when rebuilds simply do not clear the errors.
If the corruption doesn’t clear up, the client can choose to continue running the corrupted file until it fails (not recommended). Or Peak Advisers can assist the client in creating a new file.
File corruption results from not properly managing the QB database. One behavior that can create corruption is not shutting QuickBooks down properly. Another is not periodically regenerating the encryption table.
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.
Others will tell you that 500 MB is too large. 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.
QuickBooks includes a condense feature. But you have to use it correctly.
In 2019 and later there was a new condense feature added, The Audit Trail Condense. This should generally be the first condense used. Results depend on how the file is used. In some instances, we have seen size reductions greater than 50%. In other situations, as little as 20%.
If after running the Audit Trail Condense you still want to reduce the size of the file, run a Data Condense. The Data Condense is somewhat problematic to use. If there are errors or corruption it won’t run. If the file extends past QuickBooks database changes, it is difficult to run. At Peak Advisers, we’ve had good results with it in most circumstances but we have to prepare.
Condensing is the most cost-effective way to reduce the size of a too large QuickBooks 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.
Condensing is also a process that you should perform annually. One really doesn’t want to have more than four years (including the current year) of data in the file.
When condensing make sure you have a backup! Condenses sometimes crash and the file being condensed is non recoverable.
Creating a new file is not cheap. It takes a lot of planning, computer resources and the knowledge and experience Peak Advisers has developed. When discussing the creation of a new file with a client we present it this way:
The fastest, easiest, and least expensive way to create a new file is to import past information as a journal entry. Except for open invoices, vendor bills, and inventory. For these three the detail must always be imported.
The most expensive, slowest, and hardest way to create a new file is to import all transaction data, e.g., bills, bill payments, invoices, payment receipts, and deposits, etc. By all transaction data, we mean all the transaction data for the periods in which you want to have financial information in QuickBooks. Peak Advisers does not recommend this approach. It is too costly.
For example, a client may have 10 years of financial data and wants that data moved from the old file to the new file in this format:
Three years of all financial transactions.
Seven years of financial information as summary journal entries.
This would be a relatively expensive project and not the structure Peak Advisers recommends.
What we do recommend however, and one that is much less expensive, is:
Current year beginning balances.
Recording of open invoices, vendor bills, and inventory.
Of course, every situation and business need is different. But Peak Advisers will always deliver what the client wants with a focus on keeping the cost down.
Our most significant recommendation is this: Work with a firm that has done it—a firm like Peak Advisers.
Call Peak Advisers today and we’ll help you join the 1.2 million small businesses that rely on QuickBooks.
If you feel like your business is managing you—instead of the other way around—and your books are a nightmare, contact Peak Advisers today for a free consultation. We can help you with a full-range of value-added business and financial solutions.
Peak Advisers is Denver’s leading advanced certified QuickBooks re-sellers and consultants. We make QuickBooks work for you and your small business. All purchases include free training. Call us today at: 303-801-4772; or email: info@peakadvisers.com