In last months article, I discussed the potential problem of your QuickBooks data file being too large and starting to get too slow. If it is larger than it should be, what are your options to fix the problem?
Option #1: Consider using the "Clean Up Company Data" option found under File > Utilities. This used to be called "Archive and Condense" in older (pre-2006) versions of QuickBooks. This tool allows you to condense older data in your QuickBooks file.
For example, you could clean up company data as of 12/31/2004. In doing so, QuickBooks will remove all the details of transactions on or before that date, with the ultimate goal of making your data file smaller. KEY POINT - you still get access to the old data once this process is done. It is just stored in a different QuickBooks file.
Option #2: Start a new QuickBooks data file. This option is guaranteed to trim the size of your data file significantly. In addition, there are some tools within QuickBooks to help make the process of building a new data file easier.
However, there is some extensive planning that needs to be done when choosing this option. For example, you will need to get your open A/R and open A/P balances into the new file, as well as your ledger balances. Just how that will be done requires some thought and discussion.
Option #3: Upgrade to QuickBooks Enterprise Edition. This version of QuickBooks was designed specficially for those businesses using Pro or Premier and that are suffering from files that are too big OR that need more than 5 users in the software at any one time.
QuickBooks Enterprise Edition is built to work with a much larger data file size right out of the box, so the performance issues you may be experiencing today could go away tomorrow by moving into this version.
Each of these plans has pros and cons to them. If you need help evaluating the options available to make your QuickBooks experience more effective and efficient each day, feel free to contact me so we can talk further about your situation.

Mark your calendar for Wednesday, April 23, 2008 for my next QuickBooks user group session. Join other QuickBooks users, get in on the discussion, and improve your business with insight on these timely topics:

• Turning Accounts Receivable into Cash - Cash is king in our economy today! Each dollar you have floating in your accounts receivable is not available for other business uses, so you want to convert receivables into cash as quickly as possible. Discover the tools within QuickBooks that can help you turn invoices into dollars.
  In addition, we'll discuss various accounts receivable "best practices" and spark participant discussion about how you are handling them within your business.
• Handling Credit Card Purchases in QuickBooks - Most businesses have one or more credit cards they use to purchase goods and services. However, there is a great deal of confusion on how to get that information recorded properly into QuickBooks. Don't be confused any longer! Join me for a complete demonstration of how this process should be set up in your QuickBooks.
• Should I upgrade to QuickBooks 2008? - We'll take a look at the new features of the 2008 product lineup and other features you might have missed in earlier versions of QuickBooks.
• Participant Q+A - Time to learn about trouble spots from other QuickBooks users.

SECRET: Mention code "BLAS" when registering, and the registration fee is just $45.

Did you find the left hand side of your Home page a blank white space recently? If so, you are definitely not alone!
Something has definitely happened in the 2006 and 2007 versions of QuickBooks to make this situation occur. Unfortunately, the QuickBooks support department is still looking into this.
For the latest insight, visit the QuickBooks support page explaining this situation.
NOTE: At this point in time, simply use the options in the menu bar to get where you need to go. I would not recommend uninstalling and reinstalling the program just yet - wait until some additional details are gathered first to see if that hassle is really necessary.

Protect your critical business data from loss from computer malfunction, virus infection, natural disasters and all other potential problems.
Far better than using an external or flash drive, the Mozy online backup service not only automates the process, but gets you a secure, offsite, version of your data backup too!
Current statistics show that one in every ten hard drives fail each year. The cost of recovering a failed hard drive can exceed $7,500, and success is never guaranteed. Do you want to be a statistic?

Q: Can I run more than one report at a time so that I can make my month-end close faster?
A: Indeed you can! In the menu bar of QuickBooks, click Reports, then Process Multiple Reports.
You will then see a window that allows you to either print or display an entire group of reports. For example, there is a group called Company. Within this group, you can display or print a balance sheet, profit and loss, and statement of cash flows all at one time.
Even better, you can create different groups that are specific to your needs by clicking Reports > Memorized Reports > Memorized Report List. This is where the various groups you see when "processing multiple reports" are defined.

QuickBooks confusing to you? Trying to learn more about what it can do for your business? Trying to resolve a mess left for you by the previous bookkeeper?
Download my menu of services and advice that outlines the ways that I can help your business.
Don't wait another day! Get my menu of products and services right now and get the help YOUR business has been looking for!

The "QuickBooks: News You Can Use" newsletter is written and distributed monthly by Scott Gregory. Scott is a:

• QuickBooks Specialist
• CPA
• Technology Consultant
• Charter Member of QuickBooks Enterprise Solution Provider Program
• Member, Intuit Speakers Bureau

Scott is also the president of Bottom Line Accounting Solutions, a firm that specializes in helping small businesses use QuickBooks effectively and profitably. Feel free to drop Scott an e-mail if you'd like to learn more about the services his company can provide.

QuickBooks is a registered trademark of Intuit. Bottom Line Accounting Solutions is not affiliated with Intuit in any way.
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