Any QuickBooks Pro 2003 experts?

slodave · slodave's Garage

Hi!

The other day, while visiting a client, another business owner in the same building asked if I worked on computers and mentioned that he had a problem. The computer he has, really needs to go, but he is adamant about keepink it for a couple more years...

Apparently, he has one QB file, with numerous clients. I'm really not sure how this works, as I have only worked with QB and individual client files. They seemed to have run out of "space". There is plenty of space on the HD and the file is about 68 megs. The problem lies in the amount of records. It seems that QB is limited to about 10,000 records in a number of fields. The data in the file goes back a few years. The help I found, says that QB is really only designed to hold about two years of data before purging the old stuff. The guy that deals with their, says that he has to go in and remove records one at a time. Anyway to remove hundreds at a time?

I know that the above is not perfectly understandable, but I hope someone has seen this issue, gets what I am saying and can give me the right answer.

Thanks!

Dave

P.S. I kinda need the answer by tomorrow morning.

Mule · 03-19-2008, 07:42 PM

QB database is a pretty primitive "flat file." He has no choice but to start a new file. He can however carry over vendors, items, customers and all items from all other categories. If he has to, he can enter beginning balances & will be good to go. I only never had to enter beginning balances on anything but bank accounts. I would make payment receipt entries in the old file until all invoices were paid off. If he has to enter beginning balances on all vendors & customers it could be a substantial pain in the ass. Sorry I didn't have an easier answer.

berettafan · 03-19-2008, 07:59 PM

Some qbks versions allow a 'compressing' of old data. haven't done it myself but know it can be done (depending on version).

Barring that Mule has it right. Tell the guy to go to 'file' 'export iif files' and export his chart of accounts, vendor and customer lists, etc.

He'll have to do a journal entry to set up beginning balances as of 1/1/08 and may have some issues with a/r aging.

Quickbooks gets REALLY slow when it accumulates too much data. Newer versions are worse if anything.

slodave · slodave's Garage

I'm not even sure that QB is right for this company. They make dental implants. I supported a similar company for a few years and they used a specialized program created just for the industry. These guys generate tons of invoices.

Thanks for the insight and help!

I'm going to go flip a coin.... Heads - they stay with QB, Tials - they cough up the $$ for the right SW.

slodave · slodave's Garage

Quote:

Quickbooks gets REALLY slow when it accumulates too much data. Newer versions are worse if anything.

Yeah, don't remind me.

Mule · 03-19-2008, 08:24 PM

I can't recall but they may even be able to carry over balances to a new account. If it works for them & they like it, what's the worst that could happen, start a new file every year or 2? They can write a lot of invoices w/ qb and still be OK.

berettafan · 03-19-2008, 08:50 PM

The issue becomes one of being able to view old data, customer history, etc. w/in one file.

No way that i know of to carry balances over to new files.

slodave · slodave's Garage

I think I'll talk with them again and 1) make sure they have and create a new backup and 2) have them condense the file. Thanks for the ideas, suggestions and insight!