The Portable Company file (.QBM ) is much smaller than the QuickBooks data file (.QBW) and depending on the size of the QBW file, it could be as small as one sixth of the size of the QBW file.
QuickBooks users need to move or copy the data file to offsite locations. For example, a user might want to work at home by sending the file to herself as an email attachment and then opening the file at her home computer. Or, the user might provide her accountant with a copy of the data file for year-end tax preparation work. With previous versions of QuickBooks the user typically created a QuickBooks backup (QBB file) for this type of electronic transfer because the backup file is much smaller than the data file. However, in QuickBooks 2006, backup files are not as compressed as they were in earlier versions, so the Portable Company file was developed so that users could create a highly compressed version of the data file that would transfer faster over the Internet.
To create a Portable Company file, select the File menu, select Portable Company file, and then select Create File. QuickBooks creates a file with an extension of .QBM and places the file in a folder of your choice. After you transfer this file you can open it on the remote workstation by selecting the File menu, selecting Portable Company file, and then selecting Open File.
Note
Intuit does not recommend using the Portable Company file for the Company’s daily backup. You should continue to use Backup files (QBBs) for the daily backups. If there is a problem restoring the QuickBooks backup file, Intuit Technical Support can many times resolve the problem. However, they cannot provide as much help if you have trouble opening a Portable Company File.
Creating and Opening Portable Files
Portable files are compact company data files that can be easily transported. To create portable files follow the steps shown below.
- Select the Portable Company File option from the File menu and then select the Create File option.
- The message shown in Figure 8‑22 will appear before the portable file is created. Click OK to continue.
- Create Portable Company File window (see Figure 8‑23) will appear. Set the file name and select the location of the file. If necessary, click Bowser button to select the location where portable file is to be stored. Click Save to continue.
- A message will appear about the successful creation of the portable file. Then you will return to your working data file.
Figure 8‑21 Creating Portable File
Figure 8‑22 Message for creating portable company file
Figure 8‑23 Create Company Portable File
This article is an excerpt from The QuickBooks Consultant's Reference Guide. Visit our Online Store to order your copy. Available in printed book, CD-ROM (PDF ebook) or downloadable PDF.