How Super Condensing QuickBooks Files Helps with the 14,500 List Limit


Brandon, MB -- (SBWIRE) -- 02/14/2019 -- There has been quite a brouhaha regarding QuickBooks' name and item capacity limit for Pro, Premier, and Accountant versions of the software. For those not quite familiar with the software, "names" are the customers, jobs, vendors, accountants, and classes recorded in the system. "Items" are inventory, non-inventory, and service items.

Both names and items have a limit of 14,500 entries, at which point the software refuses to take any more name or item entries to the QuickBooks account.

QuickBooks Pro and Premier are built upon a smaller version of the Sybase database than their big brother, Enterprise. As a result, there are some significant limitations when it comes to list size in Pro and Premier.

"Two of these list limitations involve the names which are Employees, Customers, Vendors and Other Names lists. Individually, each of these four lists is limited to 10,500 names. However, as if that isn't small enough, the combined limitation for all of these names is 14,500," John Rocha, Technical Services Manager said.

"As you get closer to the individual names list limitation or the combined names list limitation, QuickBooks begins to take longer to record each new name you're attempting to add. Finally, one day you reach the limit, and QuickBooks simply will no longer accept new entries."

Nonetheless, E-Tech's experts have named three options available for users who exceed the 14,500 limit, which are condensing the data file, merging lists or using a list reduction service.

According to Rocha, condensing a data file will remove all transactions prior to the condense date, and will remove list items to reduce the list size. Condensing does not work with company files that have inventory and a SuperCondense service may be required in such cases.

Rocha says merging lists is a good option especially if there are a number of duplicate customers, vendors, or items. "However, this is a manual process and is very time consuming."

A list reduction service, on the other hand, removes lists items based on the needs of the customer. For example, all lists that did not have transactions after a cutoff date can be removed from the data file.

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