Optimizing your company file

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Managing user accounts and company files > Servicing your company file > Optimizing your company file

Optimizing your company file

Over time, your company file will grow considerably in size. As you enter transactions, then remove or purge them, the file will have unused areas that once contained these transactions. These unused areas can affect the efficiency with which operations are performed in the company file. We recommend that you use the Optimization Assistant to remove the unused areas in the company file and keep your accounting software running efficiently.

To optimize a company file

AccountEdge Network Edition users : Optimizing multi-user company files

If multiple users are accessing a shared company file on a host computer, optimize the company file on the host. Optimizing a company file requires single-user access.

1

Open the company file to be optimized.

2

Go to the File menu, choose Optimize Company File and click OK.

3

If an optimization recovery file exists, we recommend that you click Yes to retain a copy of it. Then click OK.

4

Click OK when the optimization process is complete.

Related topics

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Checking your company file for errors

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Purging information that is no longer needed

Top of page

AccountEdge single-user Business Insights Card file Action menu Google Maps Print preview forms Prior year reporting of payroll information Tax Table Loading New-look windows New-look Welcome Window Open Last Company file Enhanced list searching Move Inventory between multiple Locations Allow sale of insufficient quantities New form and report options New form customization tools Save more filter settings for customized reports New cheques and forms New security feature Set Lock Periods and Audit Trail Import and export enhancements Company Data Auditor enhancement Apple has changed .Mac to MobileMe Updated online help Publish to iCal Task Drawer

Learn about your software

Manuals Online help Other resources

Where to start

Explore your software

Command centers Task Drawer Action menu Calendar (date entry) Business calendar Calculator Zoom arrows Search icons Select columns Mouse shortcuts Shortcut keys

Setting up your company file

Overview Create a company file Set up accounts Enter account opening balances Set up preferences Set a password for the Administrator user ID

Overview Set up sales Set up purchases Set up payroll

Do an initial bank reconciliation

Task 1: Identify uncleared withdrawals and deposits Task 2: Record uncleared withdrawals and deposits Task 3: Reconcile

Create item records Enter your inventory opening balances

Receiving money Bank deposits Spending money Entering transactions in the Bank Register window Transferring money between accounts Tracking petty cash expenses Recording miscellaneous transactions Credit card transactions

Reconciling your bank accounts

Undoing an account reconciliation

Importing statements Analyzing your cash flow

Creating a customer card

Task 1: Enter information about the customer Task 2: Choose the type of sale Task 3: Enter the items or services you are selling Task 4: Enter additional information about the sale Task 5: Complete the sale Adding and deleting transaction lines, subtotals, and headers in sales transactions

Recording sales with insufficient on-hand item quantities

Build, buy, or backorder items Allow negative on-hand item quantities

Changing the status of a sale Reviewing your sales information Receiving payments Printing payment receipts

Credit limits Credit holds Finance charges paid by customers

Customer credits

Settling credits

Dealing with a vendor who is also a customer Accounting for bad debts

Creating a vendor card

Entering purchases

Entering a purchase transaction Task 1: Enter information about the vendor Task 2: Choose the type of purchase Task 3: Enter the items or services you are purchasing Task 4: Enter additional information about the purchase Task 5: Complete the purchase Adding and deleting lines, subtotals, and headers to purchases

Receiving items without a bill

Set up an accrual account for items received without a vendor bill Record items received without a bill

Creating a purchase order from a sale Changing the status of a purchase Reviewing your purchases information Paying bills Preparing electronic payments

Recording and settling vendor debits

Settling vendor debits

Adding finance charges paid to vendors

Paying your employees

Creating payroll categories

Wages Information window Accrual Information window Deduction Information window Employer Expense Information window Editing payroll categories

Creating employee cards

Setting up cards for 1099 vendors

Entering employee payroll information

Delete timesheet entries View timesheet reports

Processing your payroll

Task 1: Select the pay period Task 2: [Optional] Include employee timesheets Task 3: Select and edit paycheques Task 4: Record employee pays Task 5: Process payments Task 6: Print/email pay stubs

Payroll liabilities

Reviewing payroll information

Viewing pay history Viewing prior year payroll reports Viewing an employee’s accrual balances Analyzing payroll Reviewing payroll liabilities

Payroll tax forms

Billing for time

About the time billing feature Setting time billing preferences Setting billing rates Creating activities

Creating activity slips

Creating multiple activity slips

Reviewing and changing activity slips Creating time billing invoices Work in progress

Average Cost, Last Cost, and Standard Cost

Making inventory adjustments

Inventory locations

Recording inventory movements between locations

Auto-building items

Counting inventory Reviewing your inventory information Setting item prices

Customizing inventory

Creating custom price levels Creating custom lists Custom lists and inventory reports Creating custom fields

Adding a record

Adding records using Easy-Add

Setting up tax codes Finding a record Changing a record Inactivating or reactivating a record Deleting a record

Combining records

Combining cards Combining accounts

Finding a transaction

Changing or deleting a transaction

Changing a transaction Deleting a transaction

Reversing a transaction

Recurring transactions

Setting up recurring transactions Recording recurring transactions Reminders

Publishing to iCal

Publishing an invoice or purchase to iCal Publishing a recurring transaction to iCal Publishing a reminder log to iCal

International transactions

About the multiple-currency feature

Setting up multiple currencies

Task 1: Select the multiple currency option Task 2: Set up records for foreign currencies Task 3: Create accounts to track foreign-currency transactions Task 4: Assign accounts to foreign currencies Task 5: Assign currencies to foreign customers and vendors

Exchange rates

Tracking currency gains and losses

Tracking realized currency gains and losses Unrealized currency gains and losses

Miscellaneous transactions

Producing reports Printing report batches

Customizing reports

Task 1: Select the data to be printed Task 2: Select the required fields Task 3: Select finishing options Task 4: Change the report format Task 5: Print the report Task 6: Save the report Changing the default fonts on reports

Frequently used reports Overview of report details

Finding forms

Sending forms when you record a transaction Sending forms in a batch Advanced filters

Customizing forms

Task 1: Display the form Task 2: Set up form properties Task 3: Add and edit elements Task 4: Preview the customized form Task 5: Save the customized form Task 6: Print the customized form Changing the default fonts on forms

Adding and editing elements

Adding and editing data and label elements Adding and editing graphic elements Editing all elements with common commands

Contact management

Creating a card

Keeping in touch with your contacts

Personalized letters Mailing labels Reminder log Other ways to keep in touch

Grouping your contacts

Identifiers Custom lists

Synchronizing MYOB cards with Mac Address Book cards

Deleting cards Resetting the synchronization

Customizing cards

Card identification codes Card pictures

Reviewing your contact information

Financial control

Tracking financial information

Accounts Categories Jobs

Tracking reimbursable expenses

Task 1: Set up a job Task 2: Assign expenses to the job Task 3: Bill the customer Changing the status of a reimbursable expense

Entering budget amounts Budget Shortcuts window

Auditing your records Reviewing financial information

End-of-period procedures

Month-end procedures

Task 1: Run the Company Data Auditor Task 2: Reconcile your bank accounts Task 3: Review reports Task 4: Send customer statements Task 5: Record depreciation Task 6: Pay payroll taxes Task 7: Lock periods

Starting a new fiscal year

Task 1: Complete month-end tasks Task 2: Perform an inventory count Task 3: Provide information to your accountant Task 4: Enter end-of-year adjustments Task 5: Back up your company file Task 6: Start a new fiscal year Task 7: Optimize and verify your company file

Starting a new payroll year

Task 1: Process the last paycheques for the year Task 2: Print year-end payroll forms Task 3: Print vendor 1099 statements Task 4: Print payroll reports Task 5: Back up your company file Task 6: Start a new payroll year Task 7: Check that you have the latest tax tables Task 8: Optimize and verify your company file

Managing user accounts and company files

Managing user accounts Backing up and restoring company files

Confirming activated company files

Troubleshooting activated company files

Servicing your company file

Checking your company file for errors Optimizing your company file Purging information that is no longer needed Troubleshooting file-locking problems

Special considerations for networked company files

Preferences in a network environment Preventing data entry while generating reports Storing custom reports on a network Displaying up-to-date information Improving performance

Troubleshooting your company file

Alert messages—company file Alert messages—transactions

Importing and exporting data

Exporting data Exporting to and importing from AccountantLink

Importing Quicken (QIF) files

Managing import and export records AppleScripts

Networking company files Glossary Index of windows