Reduce Your QuickBooks File Size: Remove the Audit Trail

 In Post, QuickBooks Desktop, QuickBooks Enterprise, QuickBooks Reports, QuickBooks Tips and Training

QuickBooks 2019 (Pro/Premier/Enterprise) adds a new feature that will help reduce your file size.

With this new feature, you now have the ability to remove just the audit trail.

REDUCING YOUR QUICKBOOKS FILE SIZE – REMOVE ONLY THE AUDIT TRAIL

You can quickly find this feature via File > Utilities > Condense Data.

Once there, you’ll see this screen:

Reduce QuickBooks File Size in Enterprise 2019

Please note – once you click Next, QuickBooks automatically takes you into the condense/archive process. No further screens or confirmations will be made.

BE SAFE – CREATE A BACKUP FIRST!

Before beginning the condense, it’s a great idea to make a backup copy of your QuickBooks data file. That way, you’ll have a spare “just in case”. You’ll also be able to look back into the details of that file if needed at a future time.

You can easily make a one time backup via File > Backup Company > Create Local Backup. This would be on top of any automated backups your system or network may already be making for you.

If you’re looking for a very reliable and automated backup system for your QuickBooks data, I recommend Carbonite.

WHAT’S THE AUDIT TRAIL?

Just in case you weren’t aware…

QuickBooks is holding an audit trail – a set of “digital fingerprints” – with EVERY posting transaction that is entered. (Remember – purchase orders and sales orders are not posting transactions. Nor are entries into customer, vendor, or item lists).

As you can imagine, over time, this audit trail can get quite large and start to bog down the performance of QuickBooks.

You can easily view the Audit Trail report via Reports > Accountant and Taxes > Audit Trail report. Here is a sample section of the report:

Audit Trail Report Sample

In the transaction above, you can see that the value of the bill was modified from $1,000 to $1,100 and the amounts distributed to the Notes Payable account also changed.

If you are the owner or manager of your business, I encourage you to get very familiar with this report and ask a lot of questions about why transactions are being modified or deleted from your QuickBooks data.

MORE NEW FEATURES IN QUICKBOOKS ENTERPRISE 2019

Here is my video that gives you a quick overview of the other new features added into QuickBooks Enterprise 2019:

WHAT’S YOUR EXPERIENCE WITH THIS NEW WAY TO REDUCE YOUR FILE SIZE?

I’m seeing reports of file reductions well over 30% for those who have tried this new feature. Share your experiences (good or bad) on this new feature in the comment box below – thanks!

Recent Posts
Showing 2 comments
  • Ken Bost
    Reply

    This sounds good, but does this convert all entries to journal entries and remove the detail such as descriptions, memos, notes, etc?

    • Scott Gregory
      Reply

      The function described here is only removing the audit trail transactions – not the transactions themselves.

      Based on your comment, you may be referring to the regular condense/archive (File > Utilities > Condense Data) function that converts transactions to journal entries, etc.

      The condensing of the audit trail is its’ own option within the Condense menus…

Leave a Comment

This site uses Akismet to reduce spam. Learn how your comment data is processed.

Contact Scott

We're not around right now. But you can send us an email and we'll get back to you, asap.