Manage Data Files to Fix the Performance Issue of QuickBooks Desktop

This blog will help you to speed up QuickBooks Desktop with amazing tips and tricks. To speed up with QuickBooks, the user needs to make sure that always updated with the most recent version of QuickBooks.

QuickBooks is one of the best accounting software which finds all ways to handle entire financial process management. It comes with many advanced and improved features to make things easier.

How to Optimizing QuickBooks Desktop to Fix the Performance Issues

Your company file may be the root cause if your QuickBooks Desktop isn’t functioning properly. QuickBooks work on multi-user mode and runs more than one process simultaneously which may slow your QuickBooks. To speed up QuickBooks, all alternative solutions are listed below.

As the size of the company file increases QuickBooks performance decreases. There are no limits on the size of your company data file.  Your network may experience performance problems if it cannot handle huge data files.

Update QuickBooks Desktop and update QuickBooks Database Server Manager on your host or server before moving on.

• Set Company and Personal Preferences
• Reduce the size of the company file
• Improve QuickBooks Performance

Step 1- Setup Company and Personal Preferences

A slow response in QuickBooks may be brought on by automatic pop-ups. You may turn off auto pop-ups in QuickBooks to prevent this.

Bills preferences

• You have to sign in to your company file as the admin.
• Then you have to go to Edit, then you have to select Preferences.
• Now you have to select Bills, then you have to select the Company Preferences tab.
• You have to uncheck Warn about duplicate bill numbers from the same vendor and then select OK.

Items and inventory preferences

• Firstly, you have to sign in to your company file as the admin.
• Then you have to go to Edit and click on Preferences.
• After that, you have to select Items and inventory, then you have to select Company Preferences.
• Now you have to uncheck Warn about duplicate purchase order numbers and then you have to select OK.

Sales and Customers

• You have to first sign in to your company file as the admin.
• Now you have to go to Edit and click on Preferences.
• Then you have to select Sales and Customers and after that click on Company preferences.
• Now you have to uncheck the Warn about duplicate invoice numbers and Warn about duplicate Sales Order numbers
• At last, you have to select OK.

Search

• You have to sign in to your company file as the admin.
• Then you have to go to Edit, then you have to select Preferences.
• You have to select Search and then you have to choose Company Preferences.
• Now uncheck the Update automatically.
• At last, you have to select OK.

Desktop view

• You have to sign in to your company file as the admin.
• Now you just have to go to edit, then you have to select Preferences.
• Then you have to select Desktop View, then you have to select My Preferences.
• Now you have to uncheck the Update automatically.
• Then you have to select OK.

Reminders

• You have to sign in to your company file as the admin.
• Then you have to go to Edit and click on Preferences.
• Now you have to select Reminders, then you have to click on My Preferences tab.
• Now uncheck Show Reminders List when opening a company file.
• Then you have to select OK.

Reports and Graphs

• Start by signing in to your company files as the admin.
• Then you have to go to Edit, then you have to select Preferences.
• Now you have to select Reports and Graphs, then you have to select My Preferences.
• You have to select Don’t Refresh in the Reports and Graph section.
• You have to select Prompt me to modify report options before opening a report.
• Lastly, select OK.

Automatic updates

• Go to Help and then you have to select Update QuickBooks. 
• Then you have to select Option.
• Select No in the Automatic Updates section.
• Now click on Close and then you have to select OK.

Step 2- Reduce the size of the company file

Reduce the size of your company file if performance is slow due to a huge file. These options can take more effort and time. To reduce the size of your file or to start a new company file, you can use the super condense data utility.

You have two options when beginning a new company file:

• To create a copy that has only your lists, you have to use the Condense Company Data utility to delete all transactions.
• You have to create a new file from scratch. This option can take extra work and time.
  • You have to go to File, and then choose New Company. You have to follow the wizard that appears.
  • Export your lists from your original file by opening it.
  • You can remove any list entries you don’t require by opening the exported Intuit Interchange files (IIF).
  • Fill out the new file with your clean files. See import kit, sample files, and headers under IIF Overview.
  • Then you have to set up the opening balances.

Step 3- Boost QuickBooks Performance

Clean up your data

• Reduce your Database (DB) file fragments. Your computer will run slowly if there are too many DB File Fragments.
• Check your company file every week.
• The changes made to a file since the last backup are recorded in transaction log files (TLG). Performance concerns might be brought on by large TLG files. To reset the TLG, you have to create a manual backup with complete verification.
• Performance is slowed down by zero lines, and your Cost of Goods Sold (COGS) may be off if you run cash basis reports with inventory. Any detail lines with a price or quantity of 0 should be removed.
• Clear the print or email queues for the forms you want to use.
• You have to turn off search indexing in QuickBooks Desktop.
  • Begin by going to Edit and then you have to select Preferences.
  • Select Company Preferences after choosing Search. 
  • Rename the .qbw.SearchIndex file after unchecking Update Automatically.
  • The .qbw.SearchIndex file is located in the same folder as your company file. (An example is C:\Users\Public\PublicDocuments\Intuit\QuickBooks\CompanyFiles\CompanyFileName.qbw.SearchIndex)

Improve Workflows

• You have to run reports using the accrual method rather than the cash method. Cash basis reports take longer to produce because QuickBooks must check that every transaction has been paid for each one.
• Have the other users log out and run payroll in single-user mode if QuickBooks payroll is running slowly.
• Any unused QuickBooks windows should be closed.
• You have to switch to single-user mode if you are the only user accessing the data file.
• You have to reboot your workstations daily.
• When not in use, you have to log out of the data file, and don’t leave the company file open overnight.
• You have to do long tasks (such as email or print batches of invoices or statements) outside normal hours (before normal hours, lunch time or overnight). They won’t use resources that belong to other users in this way.
• A lot of data is retrieved by QuickBooks when you run reports. It is possible to save a lot of time and resources if you optimize the way that reports are run and printed. Here are some tips:
  • Run long reports during off-peak times like lunch, nighttime, and on the weekends.
  • Memorize and customize long reports.
  • Set the driver to print directly to the printer, copy your company file to an unused workstation, and print your report.

Manage your lists

Every time data is entered into QuickBooks, your lists are used. Ensure that your listings are organized and updated. The following are some ways that lists can slow down performance.

• Your lists are approaching list limits.
• You don’t use a lot of the entries on your lists.
• Many sub-entries appear in your lists (for example, jobs under customers, subaccounts under accounts, and sub-items under things).

Sorting your lists once a week is one way to keep them organized. Also, you can combine entries or sub-entries from lists you don’t use. The above information is sufficient to know about “How to speed up QuickBooks” with amazing tips and tricks. But still, if you find any query or any advice, just dial the QuickBooks helpline number.

Frequently Asked Questions