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[QODBC-Desktop] QuickBooks Specifications for Maximum number of records or transactions
Posted by Jack - QODBC Support on 03 November 2017 07:05 AM

QuickBooks Specifications for Maximum number of records or transactions

As of Date: 2007-07-25

QuickBooks can handle a maximum of 2 billion transactions. The maximum number of transactions is limited more by your computer's disk space and memory than by QuickBooks.

Each list in QuickBooks has a maximum number of items it can contain, as shown in the following table:

 

List Maximum number of items
Chart of accounts

10,000

Items, including inventory items
(Group items can contain only 20 individual items.)

14,500

Job types

10,000

Vendor types

10,000

Customer types

10,000

Payroll items

10,000

Price Levels

100

Classes

10,000

A/R terms and A/P terms total

10,000

Payment methods

10,000

Shipping methods

10,000

Customer messages

10,000

Memorized reports

14,500

Memorized transactions

14,500

To Do notes

10,000

Total names: employees, customers, vendors, and other names combined

14,500



Note: Some of the items mentioned in the chart above are not available in earlier versions of QuickBooks.

 

You can see the total number of customers, items, and names in your company data file by pressing Ctrl+1 in QuickBooks to open the Product Information screen.

Practical limitations

 

QuickBooks is designed, typically, for small businesses with 20 or fewer employees and annual revenue of fewer than two million dollars. The ideal use of QuickBooks is to keep at least two years of detailed transactions in a company data file so that you can run comparative reports and have prior-year project information.

The rate of growth of QuickBooks company data files varies significantly from company to company. There is no "average" or "typical" data file size since businesses track different information. How quickly a file grows depends on the number of transactions, the amount of information entered per transaction, and the number of "links" per transaction.

For example, someone who enters 500 1-line invoices per month might find that their data file is smaller than another person who enters 100 5-line invoices per month, while someone who usually receives five separate payments per invoice would have a larger file than someone who typically receives only one payment per invoice.

To estimate if QuickBooks is right for your small business, take the average number of monthly transactions (remember, an invoice, payment, and deposit would be three separate transactions, and a bill and bill payment would count as two), and multiply by 2 KB to determine how much the data file will grow each month.

For example, if your company enters an average of 300 transactions per month, the data file would grow approximately 600 KB per month (300 x 2 KB = 600 KB), or 7200 KB per year (600 KB x 12 = 7200 KB). If the annual data file size is less than 15,000 KB, then QuickBooks should be more than sufficient for the company. (Present QuickBooks users can check the size of their QuickBooks file by pressing Command+1 on the keyboard.)

Note: The 2 KB multiplier does not include list information (which will also grow as new names are added to the file), and is only an approximation that may not be a suitable estimate for all QuickBooks company data files.

If the performance of QuickBooks slows down, or you decide that you do not want to keep detailed transactions for prior years, you can condense a QuickBooks company data file. For QuickBooks 2007 - 2006 users, condensing the company data files is known as "Cleaning up data." For more information on cleaning up the company data file, refer to the article Cleaning up data. For QuickBooks 2005 users, condensing the company file is known as "archiving and condensing data." For more information on archiving and condensing the company file, refer to the article Archiving and condensing data.


QuickBooks Enterprise Solutions can handle a maximum of 2 billion transactions. The maximum number of transactions is limited more by your computer's disk space and memory than by QuickBooks.

 

Each list in QuickBooks Enterprise Solutions has a maximum number of items it can contain, as shown in the following table:

 

List Maximum number of items
Chart of accounts
10,000
Items, including inventory items
(Group items can contain only 20 individual items.)
>100,000
Price levels
100
Job types
10,000
Vendor types
10,000
Customer types
10,000
Payroll items
10,000
Classes
10,000
A/R terms and A/P terms total
29,000
Sales reps
10,000
Sales tax codes
10,000
States
10,000
Payment methods
10,000
Shipping methods
10,000
Customer messages
10,000
Memorized reports
29.000
Memorized transactions
29,000
To Do notes
10,000
Total names: employees, customers, vendors, and other names combined

>100,000

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