February 10, 2020

QuickBooks 2019 | Optimization of Data File

QuickBooks Desktop
Ronald B. Allen

The new QuickBooks 2019 data file optimization feature lets you significantly reduce files without the loss of any transactional data. This option lets you condense a QuickBooks Company file by retaining all transactions but removing audit trail information. (The audit trail information removed is that from the start of the audit trail up to the data that the file is condensed.) Here is how it works.

If you need to reduce the size of a QuickBooks Company File, removing the audit trail is a better option than by removing list or transactional data. The audit trail can comprise as much as 30% of file size. And, QuickBooks will keep a backup with all of your information!

Because QuickBooks copies your original file before removing the Audit Trail, you will still have a ‘historical file’ in QuickBooks. That file relates your transactional data to each transaction’s audit history. After condensing your file, you will see faster performance. And, when you need the history of transactional data, you can still find it in QuickBooks.

If you are wondering about the date (12-15-2023) in the example, we used a sample file from QuickBooks for this example. The data file optimization feature does not let you set a date for removing the audit trail. Rather QuickBooks uses the system clock or your computer to decide on a date and time for audit trail removal.

Besides removing the audit trail, the optimization routine also cleans-up a number of internal performance logs that are stored in your Company file. Then it runs 'unload/reload' in order to streamline the database. This process is similar to what is used in restoring a portable company file.

From this example, you will see that the new optimization feature did a fantastic job! File size was reduced by 47%, from 36 MB to 19 MB and there was no disruption of any list or transactional data.

We went ahead and tested the data file optimization feature on several Company files. These ranged from 1.2 GB down to 300 MB. Reduction of file sizes ranged from 31% to 49%. As one might expect, the files that had experienced more changes had longer audit trails and benefitted more from data file optimization.

I really like this new QuickBooks 2019 Desktop feature. Reducing file sizes will speed up the work process without altering the file’s transactional history (saved in QuickBooks).

Please read this article as a summary of one feature of the 2019 QuickBooks product. It is not a review in depth and should not be seen as instruction for how to use the new QuickBooks 2019 version.

Furthermore, opinions expressed in this article are those of the author regarding the software and the specific feature described. None of this should be construed as an endorsement of by Exigo Business Solutions.

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