Manage application data folder contents

Manager stores all business information, accounting data, custom themes, and attachments in a separate data file for each business. By default, these data files are saved in the application data folder. No accounting, business, or user information is stored in the application itself. The default location for application data depends on your operating system and edition, but is the same for all businesses you create.

When using the desktop edition, business data files can be stored outside the application data folder and opened directly without first launching the Manager application. This is done by creating a backup file in the desired storage location. Business data files stored this way are not also copied to the application data folder, so information below does not apply to them.

Over time, data storage schemes for Manager have changed to accommodate new program features. Sometimes, an update requires new data files to be created. This happens automatically when the new version of Manager is launched. No action by the user is ever necessary.

Relic data files are not normally deleted. These obsolete data files and/or folders are harmless and can safely be left in place. By modern standards, they are not large, and do not consume much storage capacity. However, they can be identified and deleted, if desired.

Finding your application data

To discover the location of your application data, click Preferences in the top menu bar. To view your application data, navigate to the folder shown. Depending on your operating system and preferences, the folder may be hidden from normal view. So you may need to copy the location and paste it into your operating system’s file search function.

Once at the data folder, you should see files like these:

So if you have two businesses, your file structure might look something like this:


The current version of Manager does not use or create any other files or folders.

Identifying current business files

Since Manager does not automatically delete files for removed businesses or obsolete data structures, long-time users who have been through several updates or removed businesses may need to identify which files with alphanumeric names are currently in use. One way is to enter a transaction in a business and check immediately which file was most recently modified. Files that change only with entries to a single business are the accounting files for those businesses. Make note of the modified files and corresponding businesses. A file that changes with entries to all businesses is the audit trail file. Files not modified by any active business are obsolete.

Another way to determine which files are active is to open them directly. (This capability became available with Manager version 17.10.0.) Examine transactions in various tabs to see whether the file is up to date.

Do not make any entries in a file you have opened directly as you identify current business files. Such entries will complicate both data identification and recovery efforts you may be undertaking. For more information on directly opening data files, see this Guide.

Removing unnecessary data

After identifying all current business files among those with alphanumeric names, you can remove unnecessary files from the application data folder. To be safe, do not delete them yet. Move the following file types to a safe location:

Relaunch Manager and verify all active businesses are still present and contain expected accounting and custom theme data. If an active business file was moved from the application data folder by accident, Manager will regenerate a file with the required name. However, the recreated business will have only default tabs and no accounting data. The recreated business should be removed. The associated data file should be deleted. (It will probably be the most recently created file in the folder.) The previously removed file with the same name should be moved back into the application data folder.

When satisfied all businesses are present and include expected data, delete removed files from their temporary location.



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