QuickBooks 14,500 list limit and how to overcome it

QuickBooks 14,500 list limit and how to overcome it


QuickBooks Pro and Premier are built upon a smaller version of the Sybase database than their big brother, Enterprise. As a result, there are some significant limitations when it comes to list size in Pro and Premier.

Two of these list limitations involve the “names” (Employees, Customers, Vendors, and Other Names) lists. Individually, each of these four lists is limited to 10,500 names. However, as if that isn't small enough, the combined limitation for all of these names is 14,500.

As you approach either the individual names list limitation or the combined names list limitation, QuickBooks begins to take longer to record each new name you’re attempting to add. Finally, one day you reach the limit, and QuickBooks simply will no longer accept new entries.

Similarly, the Items list in QuickBooks Pro/Premier also has a 14,500-entry limitation.  Many less prominent lists in Pro/Premier have limitations of 10,000 names or fewer.

Many small businesses that start out with Pro/Premier move right along from year to year without any problems, until one day they no longer can enter list data. It might be their customers/jobs, their vendors or the combination of total names.

On the other hand, it might be their items. It really doesn't take very long over the course of time to accumulate 14,500 items within your lists if you frequently change the merchandise you sell.

Other solutions include:

⦁    Merge items of the same type: You can only merge items of the same type together. Service items can be merged together, but a service type item cannot be merged with a non-inventory item type.

    When merging two items, you must decide which items are going to be merged into another item. The items merged will no longer exist on your Item list. Carefully consider the consequences of merging items. Before you merge any items, make sure you have a backup of your QuickBooks file to archive for historical purposes.     Remember that all the associated historical transactions will contain only the items left after the merge.

⦁    Condense or SuperCondense your data file: Condensing a data file will remove all transactions prior to the condense date and will remove list items to reduce the list size. Condensing does not work with company files that have inventory and a SuperCondense service may be required in such cases.

     This will not only bring down the size of your data file but also remove any unused lists from the file. We offer a turnkey service to reduce the list size based on a criteria specified by you. For example, 'remove all customers who had no invoices for the past 3 years', etc.

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