This is a great time of year to prepare your QuickBooks file for 2014.

If your file has gotten too big, slow, or unstable, why not take action now so that QuickBooks will work better for you in the new year? Big files have a tendency to get slower and less stable over time. File size growth is an inevitable progression if left alone.

If you get your file supercondensed, however, your file’s size will drop by 60-80%. You’ll notice that your bottleneck processes in QuickBooks speed up, and that QuickBooks will be less crash-prone.

If you are using QuickBooks 2012, 2013, or 2014, you can try running the built-in Condense command and see what it does. When it works, it works great. We hear from a lot of users, however, who have problems of one type or another when trying to run the built-in condense command. That’s where supercondensing comes into play: We can supercondense files that fail a regular QuickBooks condense.

When we supercondense a file, you upload your file to us and tell us what cut off date you want us to use. We remove almost all of the closed transactions dated before that cut off date. This will reduce the file’s size significantly. The file we return to you is smaller, faster, and more stable.

Your balance sheets and profit and loss statements for the years after the cut off date will be correct and your customer and vendor balances will not change. Your file will be not only small, but healthy: it will pass verify and rebuild without problems, even if your file fails those processes in its current condition.

If you need to run reports or queries for transactions before the cut off date, you simply open a copy of your original file that has been left on your system.

RELATED: Interview/Case Study – User with a Big, Slow QuickBooks File
 Interview/Case Study – QuickBooks User with Large File

Turnaround for supercondensing is over a weekend, so there would be no weekday downtime for your critical accounting operations.

Get more details about having your QuickBooks file supercondensed here.

 

You want to get your QuickBooks file problem remedied, but you can’t do without it; what to do?

We schedule most of our supercondense work, where we cut large QuickBooks file sizes down by 60-80%, on weekends. It’s just what we do.

As client Beth Sampson of MB Seafood Company Inc. put it, “I was happy that there was no interruption or ‘down time’ to business, and that it was able to be done over the weekend.”

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Condensing QuickBooks Canadian Files
Interview/Case Study: User with a Big, Slow QuickBooks File
My QuickBooks File is HUGE? What Can I Do?

Typically, the client will finish up their regular work in QuickBooks on a Friday, and then upload a copy of their file securely to us Friday afternoon or evening. We supercondense the file and return it to them later on that same weekend, usually Sunday sometime. So on Monday morning, their team is ready to use a small, clean, stable version of their file that will perform much better than their original one. And no downtime needed.

We know that your use of QuickBooks is a mission-critical aspect of your business operation, so we work on your file when you don’t.

Although we have been able to repair damaged Canadian QuickBooks files for a long time, we have only recently begun providing Canadian users of QuickBooks with a service to condense their large data files.

This is a good solution when Canadian QuickBooks is becoming slow or unstable due to large company file size. Users describe situations where it takes 30 seconds or more to save an invoice, or minutes to run a large report. When we can delete old information in the file, the processing time for those tasks shrinks significantly.

The process is straightforward. The user tells us the cut off date they want to use, typically from one to three years back. They upload their data to us securely on a Friday afternoon. We remove closed transaction data prior to the cut off date and make the condensed file available to them later on that same weekend.

Account balances remain the same, and Canadian tax reporting is all preserved.

We can create a test copy of the condensed data for the user’s evaluation in advance of the final work, and there is no charge for creating the test copy.

For more information, call 1-800-999-9209 or click here.

I talked with Karter Kenney, of Pioneer Broadband, about the challenges of running a large company data file in QuickBooks. He told me how he dealt with QuickBooks performance problems by having his file supercondensed.

Shannon Tucker: Karter, can you tell me a little about your company, and your role there?

Karter Kenney: Pioneer Broadband is an Internet Service Provider deliver high speed internet via Fiber, DSL, and Fixed Wireless. I am one of the founding members and now am the VP of Finance

Shannon Tucker: What edition of QuickBooks do you use? And what does your office use QuickBooks for?

Karter Kenney: We are using Quickbooks Enterprise. All billing, A/R and A/P.

Shannon Tucker: Were there any particular things that led up to your contacting us about your QuickBooks file? How was QuickBooks working for you before?

Karter Kenney: Before contacting you, our QuickBooks was crashing constantly and very, very slow to do anything.

Shannon Tucker: What did you hope would result from getting your file supercondensed? Did you have any particular expectations?

RELATED: My QuickBooks File Is HUGE? What Can I Do?

Karter Kenney: I was hoping for more stability and faster reaction.

Shannon Tucker: What was the process like…the steps you took to send your file, the scheduling and turnaround, etc.?

Karter Kenney: As easy as it could possibly be. Took mere minutes to create the portable backup on Friday afternoon, and I got an email Sunday night that the work was complete. Restored the file Monday morning.

Shannon Tucker: How did your supercondensed QuickBooks file work for you when you got it back from us?

Karter Kenney: I cannot put into words how much better it works. It exceeded my expectations tenfold. I knew that QuickBooks had slowed down over the years, but forgot just how fast it could be. We have not had QuickBooks crash once since the supercondense. It was worth every penny.

Shannon Tucker: Thank you, Karter.

I spoke with a number of people last week who were experiencing problems with the condense feature in QuickBooks, particularly in the Enterprise 12 version.

The most disconcerting report I heard was of the condense command significantly changing the balances of accounts. Other reported problems are software crashes — when the condense command cannot complete — and also of not-significant-enough file reduction.

We’ve tested the new condense features in QuickBooks 2012, and have reproduced some of these issues, and other QuickBooks consultants I know have done likewise.

Our supercondense process, which is separate from the condense feature in QuickBooks, is an alternative to the built-in condense (or in older versions, clean up) commands.

How has the condense feature in QuickBooks worked out for you? Let us know in this super-quick survey.

Sometimes it's best to just start overLaura Dion, one of our moderators at the QuickBooks Forums, responded to this forum question: What’s the easiest way to recreate a QuickBooks company that is an unreconciled, scrambled-eggs-mess of bookkeeping?

She describes here the steps to create a new company and bring in beginning-year balances and subsequent activity.

If the purpose of a potential file recreate is to deal with very large file size, then supercondensing the file is often the most cost-effective alternative.

We interviewed a client, Beth Simons at Transmark, who had a large QuickBooks data file that we supercondensed for her. Here is her story:

AccountingUsers: Beth, thanks for talking with us. To get started, can you tell us a little about your company, and your role there?

Beth Simons: We consist of three companies: fuel transporters, logistics broker, and patent-pending upper coupler supplier. I am the accountant and office manager for all three.

AccountingUsers: What does your office use QuickBooks for?

Beth Simons: Having all three companies on QuickBooks Pro 2012, I use it for everything – from inventory in the upper coupler business to purchase orders for our vendors to estimates for our customers. It takes care of everything I need and has for 14 years!

AccountingUsers: What prompted you to contact us to get some help with your QuickBooks file?

Beth Simons: I receive a weekly newsletter from QuickBooks Expert Scott Gregory and his topic a few weeks ago hit me square in the face – “File Size Problems?” My fuel transportation company file was suffering from these problems: taking forever to run a report (one took six minutes!), random error messages causing QB to shut down on its own, and failure to backup properly. I found out the file size was 30% too large for QB to handle and one day it would crash and burn, making it impossible to open at all. Mr. Gregory highly recommended your service to help me out of this precarious situation.

AccountingUsers: What did you hope would result from getting your file supercondensed? Did you have any particular expectations?

Beth Simons: I wanted to be able to sleep at night again without the threat of my QB imploding! I wanted my QB to go back to the way it was years ago – fast, no errors, and seamless – I wanted it all.

AccountingUsers: So you uploaded your file to us to be supercondensed. What was the process like – the steps you took to send your file, the scheduling and turnaround, etc.?

Beth Simons: Your service took the time to explain every step of the process and what I could expect upon completion. I simply made a portable company file on Friday evening, uploaded it to your secure filebox and went home. I arrived in the office Monday morning and restored the new supercondensed file to my QB.

AccountingUsers: When you got your file back from us, what was it like? How did it perform?

Beth Simons: My QB was off and running – the report that took 6 minutes now ran in 40 seconds – amazing! My evening backups work every time now and no more error messages shutting my program down in the middle of my workday!

AccountingUsers: Anything else you’d like to share about your experience?

Beth Simons: I want to stress how important it is to keep an eye on your QB file size – just hit your F2 key to look at your data information. I spent one week researching all the different avenues of getting my file size back in control. The only real solution was that offered by your file-shrinking service. I cannot thank you enough!

AccountingUsers: Glad to help. Thanks for telling your story.

If you run QuickBooks week after week, year after year, your QBW data file gets pretty big. (Press the F2 key in QuickBooks with your company open to see how big your file is.)

What if it gets so big that performance starts to suffer? Or you start to experience errors or intermittent problems in the software?

Two different QuickBooks users recently had that experience, and sent their files in to us to be supercondensed.

What is supercondensing? It is a process where we remove all closed transactions from a file prior to a cut off date of your choosing. We leave all the transactions ahead of the cut off date, and we leave open or pending transactions regardless of their date.

The end result is a file that is quite small and fast compared to the original.

We often schedule these on weekends, so that there is no downtime on the client’s side.

Here is what a couple of our clients said about their experience in having us condense their file this way (quoted by permission):

“We are very pleased. We ended up with a smaller file size than estimated. Very convenient for a business b/c I sent the file on Friday @ 5:00 pm and it was returned and reloaded Sunday afternoon. We were up and running on Monday w/o any problems.”
— Vicki Hilliard, Patio Supply

“AccountingUsers did exactly as they promised. We sent our file to them on a Friday and received our file back on Saturday afternoon. I downloaded the new file, installed it and was up and running Monday morning with absolutely no down time. Our Quickbooks is so much faster now. I wish I had used their service much sooner!” — Lynn Wrinkle, Blade Energy Partners

Weekend service for supercondensing is available for no extra charge.