If performance becomes an issue or you decide you do not want to keep detailed transactions for prior years, you can “condense” a QuickBooks data file using the Clean Up Data utility. If you find that QuickBooks is getting slow when entering or recording transactions, you might want to check the following:
Is the Hard Disk Almost Full?
If your hard disk gets too full, you’ll begin to notice that your whole system tends to run slower.
A general rule for maintaining your hard disk performance is to keep at least 10% of the size of the hard drive free. So, a 2GB hard drive should always have at least 200MB free.
Delete any unneeded data files, and uninstall unused programs. Make sure you always use the Add/Remove Programs control panel to remove programs from your computer. NEVER delete a program from the Windows Explorer as this will cause problems in your Windows registry.
Is the Audit Trail Active?
In QuickBooks 2006, the Audit Trail is always on, so there is no way to change this preference. In earlier versions, you can disable the Audit Trail (not recommended).
Is “Automatically Recall Last Transaction for This Name” Active?
From the Edit menu choose Preferences. Choose General from the left area of the Preferences window. If the “Automatically recall last transaction for this name” option is selected, you can increase performance slightly by turning it off. This option requires QuickBooks to search backward for the last transaction using the payee name. If the register contains a large number of transactions, this can slow data entry.
Are Several Reports Open?
If you have reports open and the Reports & Graphs preference is set to “refresh automatically,” the open reports automatically recalculate each time you add new transactions.
To improve the performance, either close all open reports, and/or turn off the “refresh automatically” preference in the Reports & Graphs preferences.
Is the Data File Too Large?
If your data file is too large, performance will suffer. Generally, you should keep QuickBooks data files under 100MB or so. This is not an actual limit, but a general guideline for keeping things working smoothly and performance is a big part of that. If the file is nearing the 100MB range, you may want to condense the file or set up a new file.
Use F2 to Check Details of Your Software
If you need to know details about your QuickBooks version, or about the size of your company file, press F2. This is particularly useful if you need to know how large the data file is, how many transactions are in the file, or what release level of QuickBooks you are running.
Launch QuickBooks and open your company file.
Alternatively, hold the Ctrl key down while pressing 1. There are two “1” keys on the keyboard, so make sure you press the one above the “Q” key.