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Slim and Trim: Fitness for Your QuickBooks® File

This is the first in a series of articles on getting maximum mileage from QuickBooks® financial software.

The Challenge

Help! I’m entering a lot of detailed transactions into my QuickBooks® file and I’m worried that the file size will grow too big, too fast. How can I prevent this from happening?

Diane’s Advice

When I begin working with new QuickBooks® clients, one of the first things I do is check the size of their current data files. (To check your file size, press CTRL and the number 1 at the same time; your results will be displayed onscreen.)

When a client’s QuickBooks® company file approaches (or exceeds) 30 megabytes (30,000 bytes), I know the client is at a higher risk for:

• Data loss and/or corruption
• Slower transaction entry and report processing
• Faulty backups (especially if the client backs up to diskettes)

As with most things in life, it’s much easier and more cost-effective to prevent the problem than to deal with the aftermath after it has occurred. Here are some “preventive health care” tips to keep your file size healthy.

Audit Trail. Selected in Company Preferences, the Audit Trail maintains a background report for every QuickBooks® transaction you enter, modify or delete. I almost always advise clients to keep the Audit Trail tracking feature turned on because it’s an excellent accounting control and research tool. I do warn them, however, that this will increase the size of their data file. I suggest turning off the Audit Trail tracking feature only when you anticipate that your file size will grow extremely large or already is extremely large.

Number of Transactions. Transactions increase file size. When you enter a transaction in QuickBooks®, be aware that each line of the transaction is viewed as a separate transaction. For example, a check with a one-line cost assignment will take up less space than the same transaction “split” (assigned) to various jobs.

Changing Transactions. One of the benefits of QuickBooks® is that you can change or correct transactions as needed. However, if the Audit Trail is turned on, the file size increases every time you change a transaction and then save and close the file. Try to keep modifications to a minimum if you’re concerned about your file size.

Surveying Transactions. If you just want to review a transaction after you’ve looked at it, use the Esc key or simply close the transaction instead of clicking on the Save & Close button. This will keep that transaction from “re-posting” and adding to your file size.

Next challenge: What to do if your file is already too big for its britches.

Send Gilson Your QuickBooks® Challenge

Send your QuickBooks® challenge to Diane Gilson at QBChallenge@InfoPlusAcct.com. If your challenge is selected for this series, she will send you a free copy of her book, "Accounting with QuickBooks® Pro for Home Builders & Remodelers" (available through www.infoplusacct.com or www.builderbooks.com).

Diane C.O. Gilson, CPA, CIA, is a Certified QuickBooks ProAdvisor and MasterBuilder ProAdvisor, author, trainer and construction accounting coach, as well as a frequent speaker at The International Builders’ Show and The Remodelers’ Show. Her firm, Info Plus Accounting PC/CPA, offers bookkeeping and support services to help construction companies do more accurate and timely job costing and run better management reports. Contact Gilson via e-mail, or call her at 734-544-7620.

Please Note: This article is solely for informational purposes. Reference herein to QuickBooks® software or Intuit, Inc., or any specific commercial products, process or service by trade name, trademark, manufacturer or otherwise, does not constitute or imply its endorsement, recommendation, warranty or guaranty by NAHB. The views and opinions of the author expressed herein do not necessarily state or reflect those of NAHB. NAHB and the author expressly disclaim any responsibility for any damages arising from the use, application or reliance on any information contained in this article. We recommend that users exercise their own skill and care with respect to its use. Because software is continually modified and upgraded, please consult an accountant or information technology advisor before using the information in this article.

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