James E. Moede, CPA
Instructions for Creating and Opening QuickBooks Portable Company Files
General Information – One major change Intuit made to QuickBooks 2006/2007 from older versions is in the database of the company data file. QuickBooks 2006/2007 uses an SQL database for the company files. The advantage is that files are supposed to run faster. The disadvantage is that the company file size is much larger. This creates a problem when it comes to transferring the QuickBooks company data files via e-mail. The large files take a long time to send as attachments and some Internet Services Providers and e-mail clients limit the size of attachments to e-mail messages.
QuickBooks has included utilities in the 2006/2007 version to solve this problem. The solution is the Portable Company File. This utility compacts the large company data file to make is easier to send as an e-mail attachment. There is a corresponding utility to open the Portable Company File after it has been received.
Here are the steps necessary to create a Portable Company File using QuickBooks 2006/2007:
Start QuickBooks Pro 2006/2007 and open the company file that is to be compressed.
QuickBooks will create the portable company file in the location you specified. This file is much smaller than the company data file. This .QBM file can now be attached to an e-mail. The original company file (.QBW extension) has not been changed.
The Portable Company File cannot be opened directly in QuickBooks. It must be opened using a special utility included in QuickBooks 2006/2007.
Here are the steps necessary to open a Portable Company File using QuickBooks 2006/2007:
Before starting, make sure you have saved the .QBM file that was attached to the e-mail message. I recommend using the directory where your QuickBooks company data file is located.
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