New Company File

Ann_10524711

Hi, we need to make a new company file as our original file is getting very large. We are currently using 2023 desktop version of Reckon.

Can you please advise the steps involved in doing this? I am hoping to have new file set up for use 1st July.

Thank you.

Nickiu

Hi @Ann_10524711,

You can export your Lists and import it back to your new company file.

To export your lists. Click on File → Utilities → Export → Lists to IFF files. Then do the similar process to import it back to the new file.

For more detail instructions:

https://community.reckon.com/discussion/7902755/how-to-simple-steps-for-exporting-and-importing-lists-iif-from-reckon-accounts-desktop-and-hosted

Hope this help.

Nick

Ann_10524711

Thank you Nick, I will have a look at this and see if I can follow your instructions. As we are using multi-user, I will have to wait for an opportunity.

Nickiu

Hey @Ann_10524711,

More than happy to help. Please let us know if you need further assistance.

Cheers,

Nick

Nickiu

Hi @Ann_10524711,

I have a few documentations which may helpful for you. In your file, Do you make use of many Memorised Report and Memorised Transactions or Units of Measure and Price Levels?

This is a PDF document for how to start a new company file.

https://downloads.reckon.com.au/library.reckon.com.au/library/pdf/qbi_new%20File%20in%20QBi%204.pdf

This is a PDF document for How to start a new file with no transaction history using the Clean Up Company function

https://help.reckon.com/article/q2s4jwvouj-reckon-accounts-business-range-desktop-or-reckon-accounts-hosted-how-to-start-a-new-file-with-no-transaction-history-using-the-clean-up-company-function

Thanks,

Nick

Ann_10524711

Hi Nick

Yes we do have quite a few memorised transactions and memorised reports.

Thanks for the extra information.

Ann

Ann_10524711

Hi Nick / anyone

If I use your second option to Clean Up Company Function - how can I be sure I don't get rid of our existing file, history and data? I'd be worried I might lose the lot.

Ann

Kris_Williams

I would copy the original file, name it something unique, do a backup as a precaution, then open the copied file and work on that

Datarec

As Kris has indicated, it is important that you have a copy of the QBW file that is clearly labelled as the original that contains all of the historical information up to that particular point in time that you proceed with the clean up data.

Exit from the company data file

Close the Reckon Accounts application

In the Windows Explorer, locate your original company data file (QBW) and make a copy of that data file.

Example: So you end up with "My Data.QBW" and "My Data - Copy.QBW"

Rename the copy by adding prefix or suffix to the data file name.

Example: "My Data - Copy.QBW" ——> "ORIGINAL Full History - My Data - Copy.QBW"

You will then end up with two files for example:

"ORIGINAL Full History - My Data - Copy.QBW" ←—- Keep this in a known location either on your local hard disk drive and/or on an external drive and/or on an online cloud storage drive.

"My Data.QBW"

Launch the Reckon Accounts application and open the data file that you want to clean up.

Example: "My Data.QBW"