Create a copy of your QuickBooks file before making major changes, testing a new feature, or condensing (cleaning-up) your file.
 

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Making a clone of your QuickBooks file




Before making a major change to your QuickBooks company file, be sure to create a copy ( a 100% duplicate of your QuickBooks Data) - in addition to making a backup.  A clone differs from a backup. With a cloned file, you can easily switch back and forth between the current QuickBooks file and the duplicated (cloned) historical QuickBooks file. With a  backup file you must first "restore it" to view it. Restoring a file, simply to view history, is prone to user error. An error could  would be a terrible restore a company file from prior years and "inadvertently" override the current working file.

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Why copy the file?

  • Changes mentioned below cannot be reversed. There may be a report needed  for a future management decision which will require historical data in the old format.
  • Just learning QuickBooks? You may want to "trial run" new transaction types and form modifications on a "testing file"
What are examples of  major changes?
  • Condensing your file to eliminate data from prior years (we recommend keeping at a minimum, all of last years data.  For example, should you decide to do this procedure during 2004, retain all of 2003 data  (condense date = 12/31/2002)
  • Merging names - When you have many duplicate customer, or vendor names
  • Merging items - When you have decided to rework your item list to result in better management data
  • Having a QuickBooks Tune-up performed on your files.
How easy is this process?  
Nothing could be simpler.  There are many ways to accomplish "cloning" the file, here is one:
  1. Open QuickBooks,  From the file menu > click on Open company >
    For 2007 and 2007 users , select open a company file then click next
    click once on the file your wish to clone, then right click the mouse > click on "copy" > move the mouse to any white space in that same window and right click on the mouse again > click on " paste".
  2. Rename the copied file
    Click once on the copied file, right click the mouse > click on "rename" > type in a name for the file such as "DoNotUsePrior2006.qbw"
  3. Open the "DoNotUsePrior2004.qbw"
    From the company file menu at the top of the window, click on company information.
    Change the company name to "DO NOT USE - Prior to 2006"
    While the data does not change, the file header and the reports will all come with this title which will prevent accidental entry of current transactions into the WRONG company file.
  4. To open the regular company file to begin your changes:
    From the file menu > Open company > select the original working copy of the QuickBooks Data

You now have successfully cloned (copied)  your company data.

Consider making a test company file to use when you want to try out new features or activities in QuickBooks.