Do you want to delete old Quickbooks company files you don’t need anymore? How do you do that?

You do it through Windows, not QuickBooks. If you don’t know where your files are located (press F2 in QuickBooks to see where you keep your files) then you can open My Computer (or equivalent in your version of Windows), and open up the folder where the old company files reside.

It is often in a place like C: / Documents / Intuit / QuickBooks / Company Files

For each of your old companies, you’ll see a few files (QBW, ND, TLG, maybe others). You can select each of those files that has your company name, and press the Del key to delete them.

It would probably be a good idea to backup up those files before you delete them! Just in case!

Afterwards, those companies won’t show up in QuickBooks on your list of available companies. Those files will probably go to your Recycle Bin until you empty it, but don’t assume you can restore them back to good working order. Don’t delete them unless you’re really ready to see them go away for good.

 

 

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Did you know that there is a limit to the number of customers you can keep in your QuickBooks Pro or Premier file? It’s a strange sounding number: 14,500.

Actually, the 14,500 limit is a ceiling for the total of all names in your file. Names includes customers, vendors, employees, accounts, classes, sales reps. For most people, though, it translates to a limit on adding new customers to your file.

You can find out how close you are to the limit by pressing the F2 key in QuickBooks when you have your file open. In the right hand column, it will show the total number of names already taken in your file.

So if you’re pushing the limit, what can you do? There are basically three options:

1. Upgrade to Enterprise. For practical purposes, the name limit goes away in Enterprise.

Downside: Much higher product initial cost, higher support costs, higher software upgrade costs.

2. Merge old, inactive customers. This is a manual, DIY workaround. Pick an old customer you don’t need in your data anymore, and rename it to “Unused”. Then rename another old customer to “Unused”. It will ask you if you want to merge the two accounts. Confirm that you do. You just freed up space for a new customer. You can merge as many old customers to “Unused” as you have the patience to do.

Downside: This is a tedious process to do on a large scale.

3. Supercondense your file and have inactive customers removed. This will potentially free up space for thousands of new customers, and as a bonus, will make your file much smaller and faster.

Have you approached the 14,500 ceiling? How did you deal with it?

 

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Many of you readers are already going strong with QuickBooks 2014. But a lot of folks are using earlier versions and have postponed upgrading for a variety of reasons:

* Waiting until potential bugs are worked out of the new version.
* Waiting until your older version is no longer supported
* Waiting until a new version gives you something you really need

Here we are in March 2014. Is now a good time to upgrade to version 2014?

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* QuickBooks 2014 is currently in its fourth release (R4). Lots of bugs have been fixed, and stability has certainly increased since R1.

Most QuickBooks 2014 users don’t have any significant problems with their version.

As far as data errors related to version 2014, we seem to observe a proportionally higher incidence of inventory related errors, encrypted data errors (problems with social security numbers, vendor tax IDs, bank account numbers, and customer credit cards), and user data errors (difficulties when adding, changing, or deleting users, or their passwords, or their permissions).

RELATED: What to Do When You Can’t Add or Change Users
        
Problems with Customer Credit Cards in Enterprise 13

These problems were also present in version 2013, but seem (in our anecdotal experience) a little more common in the 2014 version. Please note, however, that these errors are not typical of the experience of most version 2014 users.

RELATED: Is It Possible for a Corrupted QuickBooks File to Be Recovered?

* Sunset issues. Version 2011 will probably be sunsetted — officially become an unsupported version — this May. At least, that is what has happened in previous Mays: support for the version 3 years back is discontinued.

So if you are using QuickBooks 2011, now would be a very good time to consider upgrading to QuickBooks 2014. (Although you could upgrade to version 2012 or 2013…you don’t have to necessarily upgrade to the latest version.)

RELATED: QuickBooks 2010 About to Depart into the Sunset
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* Features. New features in version 2014 have been well documented by others.

Are you getting ready to take the plunge into QuickBooks 2014? What are your thoughts about it?

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