How can I reduce the size of my Reckon file? | Jet Convert

How can I reduce the size of my Reckon file?

Reckon files can grow to very large files. 

There are functions within Reckon to verify the file, to purge data (although some may not be very effective for reducing file size).

This document shows some of the steps in Reckon 2015 /16.

Depending on the file, file size reduction may or may not be entirely successful.

Make sure you set the date for cleanup BEFORE the date you want the history for. The free conversion is up to 2 financial years. If you wish to purchase a premium service with 2 additional history, do not purge this data!

In the purging process, transactions are converted to journals, but not deleted. The file size can remain the same. So it depends on a range of factors.

For upload to Jet Convert for conversion, please ensure the admin password is changed to a blank one.

Other Rescources 

https://community.reckon.com/reckon/topics/clean-up-your-hosted-company-file-backups

http://www.icb.org.au/out/87308/Reckon%20How%20to%20Use%20the%20Clean%20Up%20Company%20File.pdf

3 or 4 Steps to Cleanup

  1. Rebuild Data: File > Utilities > Rebuild Data (Takes 1 to 15 minutes ). In options, do not do verify at this stage. Save the file as a new file name. Eg CompanyName_Purged.QBB

  2. Verify Data : File > Utilities > Verify Data (Takes 5 to 15 minutes time).

  3. Initiate “Clean up company data” Process: File > Utilities > Clean up company data (2 minutes). Make sure you change the date of cleanup to be 30/06/2014.  Preferences >Accounting> Company > Set closing Date >30/06/2104 > OK  (NB: do not set the closing date after the date you want data from.)

Normally: The file can then be uploaded for conversion.

  1. Optional. For large files, create a portable company file (*.QBM) and restore to reduce the data file size after the clean. Portable files, unlike backup files, do not contain related files such as letters, logos, images, & templates...only raw financial data.

File > Save Copy or Backup... > Portable company file (save this to Backups). (1 minute).

The file can be then uploaded for conversion

To check:  File > Open or Restore Company... > Restore a portable file (.QBM) (select the recent portable backup and restore over the top of the existing QBW file - you should have the original upload file AND a  full verify backup available).

Common Errors and How to Handle Them

Please have a look through the following screenshots for picture instructions on how to reduce the size of your file.
 

Open your file

Reckon may ask about credit cards and to do things. No

 

Clean up file by purging transactions prior to 30/6/2014

Utilities

Clean up company file.

Remove all transactions prior to 30/06/2014

Remove some of the criteria


Don’t tick uncleared (unreconciled) bank and credit card transactions.

Remove the done to do notes. Not the others as they will see the others in Xero and wonder where they are.

You may tick the box for the unused accounts

Proceed with cleanup

You have to go through this process.

Put the backup into a subfolder

At this stage also go through the complete complete verification.

It wants the backup folder again.

Waiting

Waiting

Waiting

If we get this error, may need to do some other account fixing.


See below.

This is an option, which can reduce some of the other information.

File > Save As > Portable > file name


The portable can get rid of the deleted transactions

To check, you can open that QBM file and it will ask you do save the working copy.

File > Open or restore company > Restore a portable file

Reckon then asks where to save the working copy.


Save in a directory and call it something to know it is the file restored from the qbm file. This is the file to upload. (or you could just upload the qbm).


Make sure no passwords.

Errors - How to Fix Various

1. Clean Up Date

Set the date for clean up to be end of the financial year that you do not need data forto retian only the relevant data. Open invoices etc will still come through. 


clean up date may be set before 30/06/2014.

Edit

Preferences

Accounting

Company

Set closing Date

Ok

2. Errors in Templates

In the rebuild, may get errors in Templates file. Have to find those errors and then delete the templates.

Might need to do re-build of the file which recreates indices and relationships.


This is example of a failure. - duplicate elements.

The log file showed there were two invoices called “custom invoices”

Hunting this down revealed there were 2 templates called “custom Invoice”,

(Will need to track these errors to see what are common ones)

And deleting 1 of them solved the problem.


 
3. Change Password to Blank
 

Company, Change  Your Password


Please supply file with blank password.

4. Change from Accounts Copy to Business

Sometimes the file will have had accountant’s Copy set. You need to go and cancel that process to enable cleanup

File > Accountant’s Copy > Client > Cancel

Requires Confirmation

 
**Please note, we can not guarantee that these steps will work for your file.**