How do I archive Quicken information at year's end



  • About archiving your Quicken data files
    In addition to making regular backups, many people are accustomed to organizing and storing their data files at the end of the year for safekeeping. With the Year-End Copy command, you can archive your Quicken data in one of two ways:
    • Archiving copies all your transactions that are dated earlier than this year and places them in a separate data file. Your current file is untouched, and you can continue to use it. The advantage of this method is that you can create reports and graphs that include several years' worth of information.
    • Creating a new year file saves a copy of your current data file and then removes transactions that are dated earlier than this year. The transactions in your current data file then go back to no earlier than January 1 of this year (except for uncleared transactions and all investment transactions, which remain in your current data file). If you're archiving an invoice/receivables account, Quicken retains all transactions that haven't been completely paid off (such as unpaid invoices as well as invoices that were created prior to the date you specified but are linked to payments that fall within the new date range). We recommend this method only if your data files have become so large that making regular backups is inconvenient, or Quicken takes too long to load your data file because of the following disadvantages with this method:
      • You won't be able to use last year's transactions in reports and graphs.
      • If you don't reconcile your accounts regularly, creating a new year file won't work well because your old transactions won't be cleared.
      • If you use online banking to update your credit accounts, creating a new year file removes all the transactions for previous years (including payee information). When payee information is absent, online banking may not be able to match payees and categories correctly the next time you update your register. To start using this method during midyear (if, for example, your fiscal year doesn't go from January through December), archive your data file first. Then create a new year file, using your current data file in both instances.

    To start using this method during midyear (if, for example, your fiscal year doesn't go from January through December), archive your data file first. Then create a new year file, using your current data file in both instances.

  • Choose File menu > File Operations > Year-End Copy.
  • Click the link that corresponds to the operation you want to perform.
    • Archive a file
      • In the Current Data File area, click Do nothing.
      • In the Archive File area, in the Give this archive file a name and location field, change the Quicken-generated file name and location for the archive file.(Optional)
        • Where does Quicken store the archive file?
          Quicken stores your archive file in the folder containing the current data file (the Quicken folder by default). Click Browse if you want to store it in another location.
      • In the This archive file will contain transactions up to and including field, change the date shown if you want to archive transactions from only part of last year. (Optional)
      • Click OK.
        • What happens next?
          Quicken creates the archive file and copies the historic transactions to it. Quicken then displays the File Copied Successfully dialog.
      • In the File to Use area, click Current File.
        • How can I protect my archive?
          You should never need to make changes to an archive file. To ensure that nobody makes changes inadvertently, add a password. To require a password to change the file but not to view the file, set a transaction password. To require a password to both view and change the file, set a file password.
      • Click OK.
    • Create a new year file
      • In the Current Data File area, click the I only want transactions in my current data file up to and including this date field.
      • In the date field, change the date from January 1 of this year to have the new file begin on another date. (Optional)
        • Tell me more
          The current data file will include only transactions that occur after the date you specify as well as all investment and unreconciled transactions. The new year file you create retains all investment transactions and any prior uncleared transactions. If your file contains invoice/receivable transactions (only in Quicken Home & Business), Quicken retains all unpaid transactions, such as unpaid invoices, as well as invoices created prior to the date you specified but that are linked to payments that fall within the new date range.
      • In the Archive File area, in the Give this archive file a name and location field, change the Quicken-generated file name and location for the copy of the current data file. (Optional)
        • Tell me more
          When naming the Quicken file, don't use any of these characters: * ? < > | " : \ / (asterisk, question mark, left and right angle bracket, pipe, straight quotation marks, colon, BACKSLASH, FORWARD SLASH). Also, you don't need to add the .qdf extension; Quicken does that for you. Quicken stores the data file in the folder containing the current data file (the Quicken folder by default). Click Browse if you want to store it in another location.
      • Click OK.
        • What happens next?
          Quicken creates the new data file with only the specified transactions. Quicken then displays the File Copied Successfully dialog.
      • In the File to Use area, click File for New Year.
      • Click OK.
      • Check your registers to see that the old transactions were removed.
        • What if the old transactions are still there?
          If creating a new year file didn't work as you expected, it could be because you haven't reconciled your previous year's transactions. Because Quicken made a complete copy of your data file, open that file, reconcile your accounts, and then create another new year file.

Note:
Quicken doesn't require that you archive or close out your data file at the end of the year. In fact, not archiving your data at the end of the year lets you run comparison reports on income and expenses from previous years. However, if you want to start the new year with a new data file, use Create a new year file.

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