Year end copy for Quicken for Mac (64 Legacy Votes + 23 Merged Votes)

135

Comments

  • Unknown
    Unknown Member
    edited November 2019


    I can deal with no end of the year copy but I would like to be able to lock previous years so I don't accidentally mess them up in future years.
  • Unknown
    Unknown Member
    edited November 2019


    Considering cost/benefit ratio, looks like person-hours required for Q-M to add this feature pales compared to hundreds (more?) user hours struggling with work-arounds. Then again, harking back to the beginning of personal computing (Lotus, Word Perfect, Autocad, Dbase) , we'd spend 100 hours learning new software before saving our first hour over "hand" methods. We began with Quicken Windows for personal finances ~1990, switched to Mac ~2007, back to Windows ~2015 (big mistake), now Q-M 2018.  As all us dinosaurs found out (or didn't!), change or die!

    That said, don't knock sticking with valid habits!  Human life span is limited!  How much energy must we put into new solutions to what used to be simple problems?
  • smayer97
    smayer97 SuperUser, Mac Beta, Canada Beta ✭✭✭✭✭
    edited November 2019


    BTW, don't forget to click VOTE at the top of the page to make yours count ;-)

    (If you find this reply helpful, please be sure to click "Like", so others will know, thanks.)
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  • Unknown
    Unknown Member
    edited January 2019
    This is an absolutely necessary feature.  I switched from Q for Windows to Q for Mac.  Q for Windows has always had the year-end archive.  Why wouldn't Mac users need/want the same thing?  We do.  The help desk suggested that I make a copy and delete all of the transactions from prior years that I no longer wanted to see.  Well that changes all of the balances so that idea is worthless.

  • splasher
    splasher SuperUser ✭✭✭✭✭
    edited November 2019



    Well that changes all of the balances so that idea is worthless
    Only because they failed to tell you, as the last step in the process, to modify the Opening Balance to compensate for the changes.  Record the ending balance before doing the deletes and change the OB to get the ending balance to be the same as before.
    -splasher  using Q continuously since 1996 -  Subscription Quicken  -  Win11
    -Questions? Check out the  Quicken Windows FAQ list
  • Unknown
    Unknown Member
    edited November 2019


    That would work, but I have 20+ accounts.  Window's users don't have any hassles like that, so why should Mac users have to do a bunch of risky-dink work arounds to do what is available on other platforms.  
  • SethSea
    SethSea Member ✭✭
    I would appreciate instructions on doing a year-end archive. It was a feature of the Windows version but is missing in the Mac version.

    From my current file, I want to save off into a new Quicken file transactions from a prior year and remove them from the current file.

    I tried searching online for instructions but didn't find anything.

    Thank you for your help
  • Me too!  Somewhat frustrated with the MAC version overall.

  • jacobs
    jacobs SuperUser, Mac Beta Beta
    edited March 2019
    @SethSea, as you correctly note, this functionality does not exist in Quicken Mac. Many users have asked for it, but we don't know when (or if) it will be added. The Mac developers sell have a long list of features users are asking them for.

    One question I'd ask, not to be argumentative, is why you feel you need this functionality?

    Quicken Mac was designed with the idea that users would keep years and decades of data in one file. Transaction registers and reports both make it very easy to set date filters to only show the current year, prior year, or any other time period. If you want to only see current year transactions, simply set your registers and reports to this year, and all the prior year data is hidden and out of site. But if you realize you need to look up a transaction from last year... or 7 years ago... it's right there with a simple change of date.

    With Quicken Windows and the legacy Quicken Mac, the databases were more susceptible to corruption and bloat, which led users to separate their data and keep their databases smaller. The modern Quicken Mac uses a modern database which won't be affected by tens of thousands of transactions.

    What is the advantage you feel you'll get by separating your data annually?
    Quicken Mac Subscription • Quicken user since 1993
  • SethSea
    SethSea Member ✭✭
    I prefer to keep a smaller working Quicken file by archiving past years and eventually deleting them when they are no longer relevant. If this is not a priority for the Mac version of Quicken, I think Quicken could at least have a KB article on how to do it manually. If there is one, please direct me to it as I could not find it.

    Personally, I don't understand why Quicken, and other software companies, have a Windows and Mac versions that do not have the same functionality. In switching from Windows to a Mac, I have experienced this with several products I use regularly.
  • jacobs
    jacobs SuperUser, Mac Beta Beta
    @SethSea, the reasons for the differences in the Mac and Windows products date back decades, and have all sorts of twists and turns along the way. Unlike some software, which can party be developed in a programming environment that basically outputs code for both Windows and macOS, Quicken is very heavily dependent on the underlying operating systems for core functionality. It starts with the database, the most critical component for what Quicken actually does; it needs to be blazing fast and super reliable. The original Windows database wasn't available for Mac and visa versa, so they grew up differently; when the Mac version was started over earlier this decade, it was built on a much newer, industry-standard database -- but still different than the one used in Windows. Beyond that, the Windows program relies on the Microsoft .Net framework for much of its functionality; that doesn't exist on the Mac. Similarly, the Mac program relies on Core Data and other Apple frameworks to do much of the heavy listing for screen drawing and other functionality which would need to be hand-coded otherwise. Using these native operating system tools makes program development faster and less error-prone, but it makes them quite different under the hood.

    Could Quicken create a version that is cross-platform? Yes. There are some databases which have Mac and Windows versions. But it would take rewriting both the Windows and Mac versions of Quicken pretty from the ground up to develop in a programming environment that can create code for both operating systems. If you've watches the slow pace of re-cording the Mac version from scratch over the past 5 years, you can gain an appreciation for what a massive job that would be.

    Back to archiving years... Again, this feature might arrive in the future due to user demand, even though it runs counter to the way Quicken is designed to work. There is no KB article because it's not recommended practice, and can be fraught with potential problems. You can open one account register at a time, select the first transaction of a year, scroll to the last transaction of the year, Shift-Click on that to select all the transactions in between, and then press Delete. But... most accounts have transfers from other accounts along the way, and if you delete those, you affect the accounts on the other sides of those transfers. Now, if you write down the balance for the start of the current year for every account, delete all of last year's transactions, and then create an adjusting entry on December 31 of the prior year to bring the balance back to what it should be, you can get most of the way there. But if you have transfers between, say, your checking account and a mutual fund account, it can get tricky. If you transferred $1,000 from checking to the investment account, then purchased shares of a mutual fund or stock with that $1,000 cash, what happens when you delete the transaction in your checking account? Your investment account will now show a negative cash balance, because the transfer of funds from checking disappeared. So here again, you'll need an adjusting entry to bring your cash balance back to zero as of the end of the prior year. It's do-able, but depending on the number of accounts you have, there's a lot of deleting and making of adjusting entries to get your beginning year balances back in line.

    And the question I'd ask you to think about is: if you do all that work, what does it gain you? A smaller database? Maybe, although deleting transactions from databases doesn't always shrink their size. Better stability? Unlikely, given the nature of the Mac version's SQL database. Unless you've got a huge database with maybe 25 or 30 years of data and it makes Quicken run too slowly, why do all the work to delete your transactions each year? If the answer is "because that's the way I always did it on Windows," it might be time to re-think how you can best use Quicken for Mac. Again, I'm not saying you can't delete last year's transactions; I'm only suggesting you really think about why you would do all that work and end up with last year's data in a separate file you need to open if you want to look something up, rather than having all your data in one place but viewing only what you need when you need it.


    Quicken Mac Subscription • Quicken user since 1993
  • SethSea
    SethSea Member ✭✭
    @jacobs. Thank you for taking the time to provide this in depth explanation of the Mac/Windows differences and the philosophy about my request for year-end archive. 

    My interest in the year-end archive is partly my age (I started out doing  backups on large floppy discs) when small files were an asset and partly out of habit of using Quicken Windows for years. Last year I some how muddled through a year-end archive on the Mac and struggled through all the issues you mentioned. That is why I was hoping there would be a nice KB laying out the steps that I could follow. 

    Until year-end archive is added as a feature, I do think Quicken should provide a KB article so that those of us who do want to manage our file sizes can do so efficiently and safely. At some point, be it 2-, 5-, 20-years from now, most users will want to clear out obsolete data.

    As to database efficiency, I just checked and was surprised to see that Window files can be about twice the size as Mac. I converted all my prior Windows year-end archives to Mac format. 

    Thank you
  • UKR
    UKR SuperUser ✭✭✭✭✭
    One of the Community moderators changed this discussion into an "Idea" post. Ideas are reviewed and discussed by the programmers.

    If you would like to see this enhancement made in a future version of Quicken please click the "Up" triangle under the voting count in the big blue box at the top of this webpage (or page 1 for long discussions). Wait a moment for the vote count to be registered and updated before you go on.


  • Please develop a feature in Mac Deluxe to make a SAVE A COPY with custom dates as well as year end copy. So one can choose what years to keep and what years to archive
    Thank you. 
  • SethSea
    SethSea Member ✭✭
    For what it is worth, it is not that hard to manually do a year-end archive (but I still would prefer it to be a feature). I had a file spanning 2017-2018. I archived 2017 transactions into its own file and removed them from my active file (only 2018 transactions).

    I was surprised by the size of the resulting files:
    - Original (2017 & 2018): 10.8 MB
    - 2017 archive: 10.5 MB
    - 2018 active: 10.2 MB

    I would be interested in an explanation for this seemingly odd increase in space. I don't see in Quicken an option to optimize the data file.

    The procedure for archiving a year (assuming it is the oldest year in the file), is simply to (1) create a copy of the current file; (2) delete all transaction newer than the archived year from that file.

    The procedure for purging the archived year is not too hard but you need to be careful: (1) make a copy of the original file for safety; (2) for each account, record the current balance and the balance at the end of the year to be archived; (3) for each account, delete every transaction from the archived year except the opening balance transaction; (4) for each account, change the date of the opening balance transaction to the last day of the archived year and the amount to value at the same time; (5) for each account, verify that the current balance is what you recorded.

    From this experience, I do not feel as strongly about adding this feature to the Mac version as I once did. I would like to see it but not to the expense of a more useful feature.

    Hope this was helpful.


  • cheri5280
    cheri5280 Member
    @SethSea I did find your tip helpful, but every version of Quicken for Mac has made this so much simpler.

    I don't care about how much data the program can handle before choking, I prefer to keep my data separated by year to keep my own process simple. Deleting an entire year's worth of transactions for multiple accounts is not simple. I couldn't see a way to "vote" since this seems like a simple community thread now, but I hope it's not lost. At the very least, the SAVE A COPY where you can choose the dates would be helpful.
  • smayer97
    smayer97 SuperUser, Mac Beta, Canada Beta ✭✭✭✭✭
    It is not intuitive but click the little grey triangle under the VOTE count at the top of page 1 in the blue banner, so your vote will count for THIS feature.
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  • Albert Krauss
    Albert Krauss Member ✭✭
    Totally agree the files need to be cleaned out every few years
  • jacobs
    jacobs SuperUser, Mac Beta Beta
    @Albert Krauss I would respectfully amend your statement: The files don't need to be cleaned out every few years, but some users may prefer to do so.

    My Quicken data file contains more than 20 years of data, and I'm happy having all that history with me in my live data file -- but I understand that others may prefer to organize their financial data differently.
    Quicken Mac Subscription • Quicken user since 1993
  • steveb5165
    steveb5165 Member
    How do I archive a portion of my file?
  • Quicken_Tyka
    Quicken_Tyka Alumni ✭✭✭✭
    Hello Steveb5165,

    Unfortunately, the Mac version doesn't offer the ability to archive a portion of the file.

    I have moved your post to an ongoing Idea thread to add this ability to the Mac version.

    Idea threads are reviewed by our Development team to see what people would like Quicken to offer.

    Be sure to Vote at the top of this thread!



    Thank you!
    ~~~***~~~
  • ludie
    ludie Member ✭✭
    I can't believe that Quicken for Mac still doesn't provide archiving and/or year end copy. I have data going back more than 10 years in my Quicken file. Am changing my approach to categorizing and I'd like to close out the old years so as not to confuse things more than they are. I will try doing a backup and rename and hope for the best as Customer Support was unable to provide a better approach. Very disappointing. :/
  • Quicken_Natalie
    Quicken_Natalie Moderator mod
    edited November 2019
    Hello Ludie,

    Thank you for providing this feedback to the Community!

    I went ahead and merged your post with an ongoing Idea for this same feature request. Our developer's review Idea threads to get an idea of what people would like Quicken to offer.

    Be sure to add your vote by clicking on the gray triangle right above the current vote count, located in the blue box at the beginning of this thread:



    Thank you,

    Quicken Natalie

     
  • nylawyer
    nylawyer Member
    For year end archiving purposes ??
  • I am a long time user of Quicken for Mac and have a data file that is very difficult to work with because it is so large. Having the capability to create a year-end copy would be a terrific Improvement to Quicken for Mac.
  • smayer97
    smayer97 SuperUser, Mac Beta, Canada Beta ✭✭✭✭✭
    edited January 2020
    nylawyer said:
    For year end archiving purposes ??

    Note that the archiving feature that Quicken also has available in QWin is slightly different than a Save a Copy feature (QWin has both options). It actually takes the period of choice out of the live data file and ADDS it to a single ARCHIVE file which contains any other periods added to it. In other words, it manages a single ongoing file that allows continuously adding historical records, rather than having multiple individual files of different years or periods. Each type of archiving has its place.

    If you are interested in that feature also, you can add your VOTE to Suggestion for Archive Function.

    First, click on the underlined link above to go there, then click the little grey triangle under the VOTE count at the top of page 1 in the blue banner, so your vote will count for THIS feature and increase its visibility to the developers by seeking to have the features you need or desire end up in the latest version (it may take a moment for your vote to register).

    Your VOTES matter!
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  • cas
    cas Member ✭✭
    My quicken file is more than 3Gigs. I've been using it consistently since 1996. Despite Mac improvements, it is always sluggish -- plenty of color wheels. It would be a huge improvement to able able to segment the file (archiving the old) and dealing with a subset of years -- for example the last 2, 5 or 7. Think about how long you are expected to keep tax returns. The data would be dramatically reduced and I suspect large files create many of the headaches for quicken support. SO I strongly vote for having a year end function like Quicken for windows that could make the file much smaller.
  • Scott8
    Scott8 Member ✭✭
    I agree!
  • GeeRab
    GeeRab Member ✭✭
    Agree too
  • TeeQue
    TeeQue Member ✭✭
    Quicken for Mac Developers!!!

    At some point Quicken needs to come up with a way for us users to do an end of year so that we can make our data file smaller. I really dont need 8 - 10 years years of data being opened every time I need to balance my Checkbook. I really only need 3 and maybe 5 years worth of data. Please support this feature and lets get on top of this. Thanks.

    If you agree with me please comment so we can show the support of this feature coming back.