A simple way to clean up your files and improve the speed QuickBooks takes to generate reports is to clean up your file. Cleaning up data significantly affects your company file by removing transactions. Cleaning up your company data file summarizes the transactions for which you no longer need the details.
To determine the size of your data file, open your QuickBooks program and hold down the "Ctrl" and "1" buttons simultaneously, then release them.
 
The "Product Information" window will open. In the file information section of this window you can see your file size. In this example, the size of the file is 8100K and the total links are 0.
Procedure:
1) Click on "File" on the menu bar.
2) Select "Utilities" from the drop-down list.
3) Click on "Clean Up Company Data...".
4) Choose a cleanup option. You can choose to remove all transactions as of a specific date or you can remove all transactions.
For example, to clean up data up to the end of 2004, enter 12/31/04. This removes all closed transactions dated on or before 12/31/04. Transactions dated 1/1/06 and later are not affected.
5) Continue through the "Select Additional Criteria for Removing Transactions" wizard screens choosing items to be removed.
6) Click "Next".
7) Click Begin Cleanup when you are sure you want to proceed.
8) QuickBooks displays a message stating that it will make a backup file before it removes the transactions.
If you are backing up to a 3.5-inch disk, be sure that you have a blank, formatted disk in your floppy drive and that you've selected that drive. You can change the name and location of the backup file.
9) Click OK to dismiss the message and open the Back Up Company File window.
10) Click Create Back Up.
10) Hold down the "Ctrl" and "1" buttons simultaneously, then release them. The "Product Information" window will open. In the file information section of this window you can see that your file size is now reduced in size of more than 50%.
By using Cleaning Up Company Data QuickBooks file you have removed redundant information and improved the speed that QuickBooks takes to generate reports.
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