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QuickBooks Insights – Lying About Your (File) Size

QuickBooks Insights | Fourlane

Today’s QuickBooks Insight Tip #4: Lying About Your (File) Size

Lying about your file size – the file size information that is shown when you press F2 inside of any QuickBooks file is not always correct. You can confirm by navigating to the .QBW file through a Windows file explorer navigation.

You’re Losing Speed

There was an Electrical Contractor wholesaler who managed stock and one-off purchases for their contractor customers. Their items list was at about 30,000 inventory and non-inventory parts or SKUs. The customer was complaining about speed issues and was sent over to our firm from the Intuit support site.

Their file size when they pressed the F2 key inside of QuickBooks showed about 400MB. Knowing that inventory items hold a lot of data and transactions, that number did not seem correct when the item count in the same F2 screen showed 30,000 items.

When we navigated Windows file explorer to look at their .QBW file it showed a file size of nearly 3Gigs. That amount of data in any database is substantial, so we needed a plan.

Our Solution

Since a lot of the items they ordered were one time purchases and sales, we set up a generic item called “Generic Part” and a custom field where they could fill in the SKU that was needed. Because the custom field held the SKU we could always run a report and total by that SKU. This could be sorted and filtered inside of QuickBooks.

However, since this was a QuickBooks Enterprise customer, we could use QuickBooks Advanced Reporting to create a report that showed any time any SKU was used with the “Generic Part” item more than 5 times over the last 6 months. If the item showed up on our report we would them make the item an inventory part. If not, we would eliminate the need to add thousands of inventory parts and instead rely on the generic SKU.

We ended up setting up a new file and doing a summary conversion for this customer because of other structural changes that we were going to implement to get them through the next 5 years of business before evaluating the need to go to an ERP software and transition out of the QuickBooks space.

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About Marjorie Adams

Our head QuickBooks trainer and guru, Marjorie Adams, is Founder and CEO of Fourlane, Inc., an award-winning consulting firm and Intuit’s #1 QuickBooks Reseller Partner. Fourlane’s team of experts offers several QuickBooks oriented services including consulting, training, programming, integration, and more. Over the years, Fourlane has helped over 10,000 customers across many different industries with their QuickBooks accounting software. Marjorie Adams is considered one of the top QuickBooks trainers in the country. She was listed on CPA Practice Advisor’s 40 Under 40 in 2014 & 2015, and has been recognized as Intuitive Accountant’s 2015 QuickBooks Desktop ProAdvisor of the Year. Marjorie sits on Intuit’s VIP Program, is a frequent contributor to Inuit Accountants News Central, and has developed Intuit’s QuickBooks Enterprise Certification training. She has also been published in The Wall Street Journal, Forbes, BusinessWeek, American Express Open, the Huffington Post, and Inc. Magazine.

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