QuickBooks Data Compression Services
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Learn How to Use QuickBooks Data Compression Services

As a small business, QuickBooks must be your priority to manage the payroll and other accounting needs. This program uses a company file to store and manage your company data; continuously using the same company file can exceed the data limit. In that case, QuickBooks Data Compression services can help you condense the file size without damaging your data.

Using the QB data compression services reduces the file size and minimizes the risk of data damage. It’s also faster to compress the file size without affecting detailed transactions. If you are wondering how to use these services, this guide is all you need to follow. Make sure to follow the below-mentioned section with utmost care.

Are you feeling confused and don’t know what to do? Dial +1-(855)-955-1942 and get in touch with the team of QB professionals and get direct assistance

Here’s Why You Should Compress Your Company File 

Here’s a list of some factors you should consider before compressing the company file:

  • The size of your company file is large, which makes your PC function improperly.
  • You have almost hit the data size limit.
  • You have recently updated the hardware components.
  • Your accountant or technical support team suggested you compress the data file.

Here’s How to Condense Data Utility to Compress Company Data 

Use the below-mentioned steps to condense the data file using compression services for QuickBooks 2018 or the earlier version:

Prepare Your Company File Before Running the Data Utility Tool: 

  • Remove the data file from ‘Closing date,’ as the data utility tool does not help to condense data for the closing date.
  • Go to the menu bar and select the ‘Edit’ menu.
  • From the dropdown menu, select ‘Preferences.’
  • Choose ‘Accounting’ from the options and then move to the ‘Company Preferences’ tab.
  • In the closing date area, select ‘Set/Date Password.’
  • Now, delete the date from the closing date box and click ‘OK.’
  • Find the transactions before your company started by running the ‘Profit Loss’ and ‘Balance Sheet.’ Make sure you’ve removed all the extra transactions and fixed any discrepancies before condensing your company data.
  • Run the ‘Verify and Rebuild Data Utility’ to find and fix any data damages.
  • Finally, create and save a backup of your company file.

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Run the Condense Data Utility by Following These Steps

  • Select ‘File’ from the menu bar in QuickBooks Desktop.
  • From the dropdown menu, select ‘Utilities.’
  • Now, select ‘Condense Data.’
  • Follow the displayed instructions and select ‘Keep all transactions, but remove audit trail info to date. Your file size will be reduced by 40% (18 MB)’.
  • You’ll be asked to choose the specific data/transactions you want to remove. Select the transactions or reports you don’t want to keep.
  • Start the data condensing process by clicking on ‘Begin Condense.’
  • Before condensing your data, QB will automatically create a backup and archive its copy.

If using the QB compressions services damaged any of your transactions, use the below-given steps to fix them:

  1. Click on the transaction link and run the report by clicking the ‘Begin Condense’ option.
  2. If any of your transactions show unpaid, which is incorrect, selecting the transaction link will bring the screen from where you can add the transaction amount and change the status.

Note: Your data file is risk-free when compressing it. To make sure it is safe, QB automatically also creates a backup of your company file.

Carefully follow the steps mentioned above to use the QuickBooks Data Compression services. If you need help from experts, dial +1-(855)-955-1942 and connect with ProAdvisors on a direct call.(blograx)

Question 1: What is QuickBooks data compression, and why is it necessary?

Ans: QuickBooks data compression involves reducing the size of your company file, making it more manageable and efficient. It’s necessary to optimize performance, improve file handling, and save storage space.

Question 2: How does QuickBooks data compression work?

Ans: QuickBooks data compression services typically utilize advanced algorithms to analyze and compress redundant or unnecessary data within the company file. This process helps to shrink the file size while preserving essential information.

Question 3: How often should I compress my QuickBooks company file?

Ans: The frequency of compression depends on factors such as file size, usage patterns, and storage constraints. Generally, it’s advisable to compress the company file periodically or when you notice performance issues related to file size.

Question 4: Do I need technical expertise to use QuickBooks data compression services?

Ans: No, most service providers offer user-friendly solutions that require minimal technical knowledge. However, it’s essential to choose a reputable provider with a track record of delivering reliable compression services.

Question 5: Can I revert the compression process if needed?

Ans: While it’s rare to revert the compression process, reputable service providers often maintain backups or offer rollback options in case of any unforeseen issues. Be sure to inquire about restoration options before compressing your company file.

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