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Does Acctivate support the QuickBooks condense data function?

Answers on how the condense function works with Acctivate

Acctivate does support the standard QuickBooks Condense Data function. However, Acctivate DOES NOT SUPPORT third-party utilities to reduce the size of the QuickBooks database file.

Acctivate synchronizes with QuickBooks using The QuickBooks SDK. The QuickBooks SDK provides the “Cutoff Date” from the Condense function, which allows Acctivate to avoid re-creating any “deleted” transactions. This Cutoff Date is NOT set when using a third-party utility to archive/delete old transactions.

Furthermore, the “deleted” transactions will remain in Acctivate when using the standard Condense function in QuickBooks.

It is HIGHLY ADVISABLE that you first backup the Acctivate and QuickBooks databases prior to using the QuickBooks condense function.

It's also very important that you do not delete list items in the QuickBooks condense. You should only use the condense to take care of old transactions and audit logs. Deleting list items such as accounts, tax groups, etc will cause major issues between Acctivate and QuickBooks.

To use the condense function, take the following steps:

  1. Backup both Acctivate database and QuickBooks company file. This is extremely important in the case of something going wrong.
  2. In QuickBooks, go to the "File" menu, and select "Utilities" and then "Condense Data"
  3. In QuickBooks 2019 and later, you'll be presented with two options. You should consult with your company accounting department or whoever handles your accounting as to which option to select:
    1. Keep all transactions, but remove audit trail info to date. This option is best if you'd like to keep all of your transactions, but would like to clear the audit trail to free up a small amount of space.
    2. Remove the transactions you select from your company file. This option is best for clearing up a lot of space. 
  4. The next window will ask how you'd like to perform the condense. You can choose from the following options. Again, it's best to consult with your accountant before selecting an option: 
    1. Transactions before a specific date. You have the option to create a report showing which shows transactions that cannot be removed.
    2. All transactions. QuickBooks will still keep your lists and preferences.
    3. Transactions outside of a date range.
  5. If you choose options A or C you'll then be presented with a window on how transactions should be summarized:
    1. Create one summary journal entry. This will replace all of the transactions within the deletion date range with just one single journal entry.
    2. Create summary journal entries for each month. This will replace transactions with monthly general journal entries.
    3. Don't create a summary. This will delete the transactions with no journal entry left over.
  6. Regardless of what you chose on step three, you will be asked to confirm the condense. This is your final chance to confirm your selections and backup data if you forgot too. 
  7. The next window will inform you that the process may take a while, and that QuickBooks will make a copy of your file before any data is removed. Simply click "Begin Condense" to start the process.
  8. QuickBooks will begin the process of condensing the file. You should not use QuickBooks or attempt to sync while the condense is in progress. 
  9. After the condense is over, you'll see a confirmation message as well as a file location as to where the backup was saved. From here you may return to using QuickBooks like normal. 

Please Note: The first few syncs after a Condense may take a little longer. Your sync time should return to normal shortly after.

Should you need assistance with the "Condense" functionality in QuickBooks, please refer to this article from Intuit: How to use the Condense Data Utility.

If you need further assistance or have questions about how the QuickBooks Condense function affects Acctivate, please contact Acctivate support.

If you need help on using the Condense function or have questions about how your company file is affected, please contact Intuit support.