Overview
The Quicken Year-End Copy function creates a copy of your data file and removes your transactions that are dated earlier than this year. Those transactions are then stored in an archive file.
Before you begin
It is not required that you archive or close out your data file at the end of the year. Year-end copies were a standard process when computer storage size limitations meant that it was best to store a year at a time. While the functionality is still provided, it is no longer necessary or encouraged.
We recommend using Quicken's robust reporting features to view detailed, year-specific data. For more information on using reports in Quicken, click here.
What happens when I create a year-end copy?
When you create a new year-end copy to archive or close out your file at the end of the year:
- Quicken saves a copy of your current data file and then deletes any transactions in the current data file that aren't in the current year.
- Your current data file consists of transactions that go back no further than January 1 of the current year, except for investment transactions and uncleared transactions (if specified), which are retained in the file regardless of their age.
- Quicken will only remove reconciled transactions. Unreconciled transactions prior to the date specified will remain in the data file.
- Quicken will retain Paid Invoices (A/R) and Bills (A/P) for customers or vendors that still have outstanding unpaid Invoices/Bills.
- Quicken will retain Moved Out Tenants that have unpaid Rents or "kept" Security Deposits.
Instructions
- Choose File menu > Copy or Backup File.
- Select Create a year-end archive and click Next.
- In the Current Data File area, select an option:
- My current data file will remain unchanged: Select this option if you simply want to create an archive of your data without removing any transactions from your data file.
- I only want transaction in my current data file starting with this date: This option creates an archive of your data and removes all transactions prior to the date you enter. By default, this date is January 1 of the current calendar year. You should select this option if you want to reduce the size of your current file. All transactions prior to the date selected will be in the archive file. Transactions after the date selected will be in your original data file.
- In the Archive Data File area, enter the name and location of the archive file. By default, the name and location of the archive file are the same location as the current file, and the name is the same with BKP added to the end of the file name.
- Click OK.
- In the File Archived Successfully window, select Current File.
- To access your archived file, choose File menu > Open, and select the archived file.
The Year-End Copy may result in transactions outside the date range you specify remaining in your file. Any unreconciled transactions will remain in your file so you can accurately reconcile your accounts. In addition, investment transactions will be retained, regardless of date range, so Quicken can accurately calculate performance and return numbers for your investments. Quicken recommends retaining unreconciled and investment transactions in your data file.
Quicken for Mac
The option to create a year-end copy is not available in Quicken for Mac. If you need to view year-specific data, it is best to run a report and set the dates to the desired year.
For detailed information on reports in Quicken for Mac, click here.
