How to Use the Condense Data Utility and Repair your QuickBooks Files?

by James Antonio

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The Condense Data tool aids in the organization of your company’s data file. Read on to learn more about condensing, its restrictions, how it is accomplished, and what to do before, during, and after the process. If you’re having trouble with performance, the Condense Data tool should be your last choice for increasing performance.

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QuickBooks is a contemporary accounting software that is widely used by business owners worldwide. The reason for its enormous appeal is because it is simple to use and has generally relevant features. This program is primarily designed for small and medium-sized businesses. It enables you to start activities like payroll administration, inventory control, sales control, company management, and so forth.

What Should you Know about the Condense Data Utility?

It is irreversible. Before you start condensing, make sure it’s the best solution for your business. Condensing cannot be reversed, thus it is only recommended after all other options have been exhausted. Here are a few compelling reasons to Condense:

  • You’ve got a huge data file.
  • You’re almost to the end of your list.
  • You’ve updated all of your hardware.
  • Your accountant and technical support have explored other possibilities and are ready to move forward with Condensing.

It may or may not have an Impact on the Size of Your Company File.

  • Most of the time, it decreases the size by removing transaction information and list entries.
  • Your lists are not decreased if you utilize inventory items. Only a few transactions may be Condensed, and the file size may not vary significantly.
  • The file size is not affected since open transactions are not condensed.

It may not be able to Repair File Harm.

If your company file has been damaged, attempt repairing the data damage on your company file. If you try to repair the damage using Condensed but fail, you have just two options:

Certain transactions are not removed.

TransactionDescription/Reason
Payroll TransactionsIf the Condense date is before December 31st, or if an employee’s W2 is not examined.
Invoices, Payments, Credit Memos, and Check RefundsIf they are not properly linked to one another
Undeposited Funds Payments are recorded.Those that have yet to be deposited into a bank account
Bills, Bill Credits, and Check Payments for BillsIf they are not properly linked to one another
Estimates that are Connected to InvoicingEstimates are non-posting Transactions that cannot be reduced into Posting Journal Entries.
Pay Sales Tax if you haven’t already.When you pay sales tax with a check, you leave open bills that are not condensable.
Transactions that are related to a non-condensable transactionAssume you filed an invoice on 12/15/2015, received payment on 1/15/2016, and subsequently utilized the Condense Data function until 12/31/2015. Both transactions will not be Condensed since the payment is outside of the time frame and the invoice is connected to a transaction not covered by the Condense.

How to Use Condense Data Utility?

For QuickBooks Desktop 2018 and previous versions Prior to beginning the process of condensing the corporate file,

Look for transactions that will not be condensed.

You may run a report in QuickBooks Desktop Premier and Enterprise Solutions to examine the reasoning the application uses to select which transactions it will not compress. Each non-condensable transaction contains a link that may be used to bring the transaction to the screen. You may either print the report and work from it, or you can use the links on the screen to work from it.

To run the report, go to:

  • Navigate to the File menu, then Utilities, and finally Condense Data.
  • Select Transactions before a certain date in the first pane of the wizard, then enter the relevant date.
  • Put a checkbox in the box that says: Optional: Create a report that reveals which transactions are ineligible for deletion.
  • Next, select Summarize inventory transactions (recommended).
  • Select Next after deciding how your inventory will be condensed.
  • Select the transaction groups you want to delete, then click Next.
  • Choose Begin Condense. QuickBooks just runs the report and does not start Condensing.
  • The invoice, as well as all of the transactions that it was obstructing, are no longer visible on the report.

Important: When the report is ready, go through it and correct every transaction that you can.

Make your Company Own File.

  • Remove the Closing Date from your data file. Condensing data for periods following the closure date is not possible.
    • Select Preferences from the Edit menu.
    • Go to the Accounting tab, then to the Company Preferences tab.
    • In the Closing Date field, choose Set/Date Password.
    • Remove the date from the box labeled Closing Date.
    • Choose OK.
  • Run the Profit and Loss and Balance Sheet (accrual basis, all dates, by year) to discover transactions that occurred prior to the founding date of your firm. You won’t be able to amend these transactions after the Condense if they aren’t updated to the correct date.
  • Sort the lists again.
  • To confirm that there is no data damage, use the Rebuild and Verify Data tools.
  • Make a copy of your corporate file and back it up. Save the backup and copy in a safe place.

Only Keep Comparative Reports.

These reports will be utilized to ensure that all of your data remains intact. These will be compared to the reports generated after Condensing. You may print or save the following documents as PDFs for future reference:

  • Profit and loss based on accrual for all dates
  • For all dates, an accrual-based balance sheet is used.
  • Cash Flow Statement
  • Aging Detail for A/R and A/P for all dates as of the report date
  • Any additional reports that you, your accountant, or technical support suggest

Reduce the size of your QuickBooks Desktop corporate file.

  • Depending on the size of the file and the capability of your system, condensing your corporate file may take some time. It is recommended that you do not use any other applications while Condensing is running in order for it to run faster.

Important: Ignore any messages from Windows indicating that QuickBooks is not responding.

  • Run the Condense Data tool on the computer where the business file is kept if you’re viewing it via a network. Before Condensing, if the file is on a server, transfer it to a workstation.

To Use the Condense Data Tool, Follow these Steps:

Important: If you cancel Condense or it fails, you will no longer be able to use the business file. You must restore the backup you created before Condensing.

  • Navigate to the File menu, then Utilities, and finally Condense Data.
  • Navigate through the process and choose the settings you require. If you want assistance, click Help.

Important: The following is a list of transactions and list entries that you will be requested to delete during Condense.

TransactionsUnused List Entries
Bank and credit card transactions that have not been reconciledCustomers accounts and Job Vendors
Transactions with the status “To be printed”Alternative Names
“To be sent” invoices and estimatesItems
All expected estimates, Sales order, Purchase orders, and pending invoicesTo-Do Lists that are “Done”
All time and Mileage EventsClasses
Billable expenditures and goods are included in transactions.
  • Choose Begin Condense. QuickBooks will make a backup and an archive copy before Condensing begins.

We hope you found this information beneficial. If you have any questions or need assistance, please contact our helpdesk, and we will gladly assist you. We will help you as soon as possible.

Accounting Professionals, CPA, Enterprises, Owners

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Features of Dancing Numbers for QuickBooks Desktop

Imports

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Customization

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Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

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Receive Payment
Estimate
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

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Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

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Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.


What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.


How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

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How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.


What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

Furthermore, using Dancing Numbers saves a lot of your time and money which you can otherwise invest in the growth and expansion of your business. It is free from any human errors, works automatically, and has a brilliant user-friendly interface and a lot more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

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