Can I export data from the company file to reduce the size?

Suzanne DiStefano
Suzanne DiStefano Member Posts: 24
edited July 2020 in Reckon Accounts (Desktop)
We have a large company file, 1.6GB.  This contains data from 1/7/16.  Ideally we would like to export data from 1/7/16 to 30/6/18 and create a new company file to hold this data.  This would then shrink our current company file by approximately 1GB.  Given the nature of our business starting a new company file is not ideal as for approximately we have to work between the two files to close of the accounts in the older file and create replicate entries in the new in order to reconcile.

Comments

  • Kris_Williams
    Kris_Williams Member Posts: 3,243 Reckon Accounts Hosted Expert Reckon Accounts Hosted Expert
    edited May 2020
    You can export your lists, suppliers customers chart of accounts etc, but you will have to enter o/s invoices and bills, either individually or as a total . Then a journal to setup balance sheet totals at chosen date, better 30/6
  • Linda ABC
    Linda ABC Accredited Partner Posts: 1,131 Accredited Partner Accredited Partner
    edited June 2020
    Hi Suzanne - there really isn't any way to pull your data out of the current file and expect the file to get smaller - you will need to start a new file and keep the old file for reference...   Graham Boast is your go to expert for talking about creating a new file - email him [email protected]  
  • Suzanne DiStefano
    Suzanne DiStefano Member Posts: 24
    edited July 2019
    Thank you for the contact Linda.
  • Kwikbooks (Professional Partner)
    Kwikbooks (Professional Partner) Member Posts: 822 ✭✭✭
    edited June 2020
    Hi Suzanne

    Have you tried the 'clean up company data"

    file>utilities
  • Linda ABC
    Linda ABC Accredited Partner Posts: 1,131 Accredited Partner Accredited Partner
    edited July 2019
    Even if you successfully remove transactions, Reckon have previously stated it wont make the file size any smaller or faster.
  • Rav
    Rav Administrator, Reckon Staff Posts: 15,190 Community Manager Community Manager
    edited July 2019


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  • Graham Boast
    Graham Boast Accredited Partner Posts: 331 Accredited Partner Accredited Partner
    edited May 2020
    Hi Suzanne Happy to talk to you about this. I specialise in bringing into fie comprehensive opening balances for debtors, creditors, inventory and open purchase orders and sales orders. You would end up wit an old file complete to 30 June, then a new file with all the relevant 30 June balances to receive payments, pay bills, print properly aged statements etc. I can normally do this with no downtime for the user. Graham Boast 0409317366 [email protected]

    Graham Boast | 0409 317366 | [email protected]

  • Val Hudson
    Val Hudson Member Posts: 11
    edited May 2020
    How would the new file work with regard to reporting of previous years for sales report and company financials

  • Graham Boast
    Graham Boast Accredited Partner Posts: 331 Accredited Partner Accredited Partner
    edited May 2020
    Hi Val

    I can also bring in month by month P&L, but all of the sales detail (sales by item, sales by customer, etc) need to be run from the old file.

    This involves swapping between company files, but if you need to swap alot you can do things like buying a hosted subscription (or a 2nd licence) for a few months, or putting it on a seldom used laptop/pc and leaving the old file open.

    Graham Boast 0409317366
    Reckon Accredited Partner
    [email protected]

    Graham Boast | 0409 317366 | [email protected]

  • Datarec_ReckonLtd
    Datarec_ReckonLtd Reckon Staff Posts: 1,006 Reckon Staff

    An alternative way to reduce the size of the data file would be to remove the older transactions as at a nominated cut-off date.

    How to reduce data file sizes larger than 500MB for Reckon Accounts Business range - Reckon Help and Support Centre

  • Tilley
    Tilley Member Posts: 58 ✭✭

    datarec_ReckonLtd,

    so basically how does this help our company file?? we have 5 users all needing to use their computers and users. we are on a 5 user license for Reckon premier for manufacturing and wholesale we do use measurments and builds, inventory and memorised transactions. Despit the fact that we cannot import / export datad we need , how could we work with our current company file without having to pay for new one I would be setting up? I did think of splitting the business into 2 sets of books but even that invloves more costs. Could someone explain to me how we can still work and find time to set up the new start up company or continue to work while reckon take out the old data? Say we did manange to set up a new comp file or files. we would need the old company file for reference, as understand the old files would be in the last version of reckon they were used in and so if we didnt keep all 3 subscritions up we wouldnt be able to access the old file. This is **** excuse my frustration, but if Im going to this much trouble I really need to think about if there are other software companies out there that offer better support or archive abilities.

  • Graham Boast
    Graham Boast Accredited Partner Posts: 331 Accredited Partner Accredited Partner

    Hi Tilley

    Give me a call and I can take you through the process. I specialise in new data files and can do this with zero downtime.

    Graham Boast 0409317366
    Reckon Accredited Partner
    [email protected]

    Graham Boast | 0409 317366 | [email protected]

  • Datarec_ReckonLtd
    Datarec_ReckonLtd Reckon Staff Posts: 1,006 Reckon Staff

    Hi @Tilley

    You would not need to ‘pay for a new file’.

    You can upgrade the older files to whichever current version of the Reckon Accounts software you are using.

    You should certainly do your research as to which software platform will be most suitable for your requirements. Determine also what they offer with regard to starting a new file in their platform and how they would bring your existing data and what downtime may occur along with any training required, etc.

    Or you can contact Graham as he offers a ‘zero downtime' service.

    If he can offer you a smaller data file that has all of your recent data only from 01/07/2018, along with a separate data file that contains all the older data with zero downtime that that is certainly a process worth looking into.

    For the file size reduction service that Reckon currently offers:

    • We would first perform an analysis on a COPY of your existing data file to determine the extent of the work required (whilst you continue using your original file)
    • We would provide you with quote options to choose from.
    • If you decide to proceed you would provide us with the most up-to-date copy of the data file.
    • You would always have your original data file that has full history that you can reference.
    • In terms of your day to day usage whilst that file size reduction is taking place, you can make use of your existing data file, however those transactions you enter, you would need to re-do in the smaller file we return to you OR would would need to extract them separately and provide you with an import file to bring them back into the smaller file
    • The file we return to you would be one that is smaller as a result of the removal of older transactions.
    • That file would contain all transactions dated from 01/07/2018 onwards only
    • This can take at least 1 to 2 business days depending on when we receive your data file to commence work and which service quote option you choose (Example: if we have a copy of your file first thing in the morning, we can commence work and return it by later that same afternoon)

    Note: You would still need to handle the creation of opening balances for debtors, creditors, inventory and open purchase orders and sales orders as this is not covered by the file size reduction process.

    This is something you can do at your own pace in consultation with your accountant.

  • Luke_7150954
    Luke_7150954 Member Posts: 28 ✭✭

    Should be a lot better, easier way of shrinking of the file size. Is this being worked on?