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Posted by CMS, VA CPA on August 11, 2006, 9:18 pm
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> Algernon83@gmail.com wrote:
>> Hey i have alot of old data from quickbooks 2006 and i was wondering
>> if there was any easy way to delete all entries from before 2005.
>> Thanks!
>
> Deleting data does not conform to Generally Accepted Accounting Standards.
> Accountants don't like to delete things, especially stuff only a year or
> two old. The IRS does not require you to be able to read, but they do
> require you keep records for some extended period. What that period is, I
> do not know, since we keep everything forever anyway (plus two copies in
> different, undisclosed, locations).
>
Consult your own accountant regarding how long you should be retaining
records.
As far as purging data, we should only be talking about the primary
operating data file. You should have backup copies (multiple copies in
different locations for safety) of the QB data file covering the entire
record retention period. If you need to access this old data you can always
reload the backup data file.
The media you use for these backups is also important. Be sure to use
something that you will be able to read in the future. A tape format
probably is not a good choice. Currently the best choice probably is to
copy the QuickBooks Backup File (using the QB backup menu item) to a good
quality CD/DVD. I also suggest that you retain the QB program disks in case
you need to reload an old version of the program. QB has been very good
about updating the data file across multiple years (e.g. 2003 directly to
2006) but there is no guarantee that I am aware of. For instance-- if it is
2006 and you need to look at 1999 data, you might need an old program.
There is nothing wrong with deleting prior data that you do not need to
currently refer to-- as long as you have the backups mentioned above.
To perform the purge (QB calls it "Clean Up Company Data"), use
File>Utilities>Cleanup Up Company Data in QB 2006. I strongly suggest that
you review the Help Files regarding Clean Up before you try it. Also be
sure to backup your file first.
--
Charles M. Shanes, CPA
Charles M. Shanes CPA, LLC
Richmond, VA
QuickBooks ProAdvisor
Microsoft MPAN Member for SBA
www.shanescpa.com
cshanes@-Delete-This-Nospam-shanescpa.com
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