A factor that contributes to slow response times with a QB database is database fragmentation.
Database fragmentation is exactly what it sounds like, the QB database is in several pieces on the drive. Any database that is “in pieces” will return information slower than a database that is not “in pieces.”
It’s easy to find out the extent of database fragmentation
Just press “F2” and down the left-hand side of the screen you will see a line titled “Database Fragments” followed by a number.
How many fragments are too many?
There is dispute over this, some say 10, some say 30. Peak Advisers recommends that once the fragmentation exceeds 30, start planning on addressing the fragmentation. It isn’t urgent but start thinking about scheduling the defragmentation procedure.
How do I reduce the fragmentation?
Follow this procedure:
1) Go to single user mode. File>Switch to Single User Mode
2) Create a portable copy of the production file. File>Create Copy> Select Portable Company File
3) Open Windows Explorer and navigate to the location of the QB production file *.qbw.
a. Change the name of the production file.
b. Change can be as simple as adding a “1” to the name.
4) Restore the portable file to the folder where the production file is located.
5) Open the production file.
a. Check fragmentation by pressing F2. There should be significantly less, maybe even one or two fragments.
b. Run a Trial Balance for all dates.
c. Open the former production file as a Secondary File. File>Open Second File
d. Run a Trail Balance for all dates.
e. Compare the trial balances. If there are no differences, delete the renamed production file.
6) Return to multi-user mode. File> Switch to Multiuser Mode.
How much better response time will there be?
It depends. The more fragmentation that existed and the larger the report being created, the more benefit the user will receive. FYI, Peak Advisers once worked on a database with over 20,000 fragments. Yes, when the fragmentation was reduced the client noticed much better response times. Much better.
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