QuickBooks Tip - Fixing Corrupted Data Files

We've been seeing a surge in corrupted QuickBooks data files lately. Here are some of the signs that you've got a problem:
- Error messages, such as "Company file in use, please wait", invalid protection faults, fatal or unrecoverable errors
- Transactions can't be saved or QuickBooks suddenly shuts down when saving a transaction
- Incorrect data on reports, such as missing transactions, negative amounts in accounts that should be positive, unbalanced balance sheets, etc.
- Missing accounts on your chart of accounts or missing names on your lists
Not experiencing any of these problems yet? Press F2 to open the Product Information screen and check the number to the right of DB File Fragments - if it's higher than 10 it's just a matter of time.
It's extremely important not to ignore the signs because once a file is corrupted your company file may suddenly freeze up and won't open. In this case, you usually have no choice but to either restore a backup (you are backing up your QuickBooks file often, right?) or send the file to Intuit's data recovery team which offers no guarantee and often had a 2 week backlog. If you're in a hurry (and, really, who can afford to be without their file for 2 weeks?) they do offer to expedited service for $750.
Sound unappealing? You may want to start proactively working on keeping your QuickBooks data file healthy. One of the easiest ways is to frequently verify your data. You can do this manually at File > Utilities > Verify Data but it's even better if you run it as part of a regular QuickBooks backup. QuickBooks makes it easy by automatically reminding you to back up your file after a certain number of company file closes. For instance, if you want to verify once a week and you open your file once per day, you can set QuickBooks to backup with complete verification (this is important) when you close your company file 5 times. You can set your options at File > Save Copy or Backup, select Backup copy and click on Options.
But, you say, you regularly backup all your computer files every single night - why do you need to backup through QuickBooks too? While this a wonderful practice, and if you ever need to restore a backup you'll be glad you do, it's doing nothing at all to help keep your QuickBooks file healthy. Though you can manually verify your data, why not schedule a backup reminder from right within QuickBooks? Not to mention you can never have too many backups.
Already experiencing data corruption problems? Here is a list of things you can do to try to fix it yourself, but you may need professional help. If you want to attempt this on your own, I recommend working on a test file that you save to your desktop. If it works, you can copy it to your regular QuickBooks file directory. If not, you'll still have your original file available to send to someone with more experience workingwith corrupted files.
1. Click F2 to open the Product Information screen and check that you're using the most recent release - shown on the top line. If you aren't, go to Help > Update QuickBooks to download it.
2. Backup your data file by going to File > Save Copy or Backup and selecting Backup copy. Click on the Options button and make sure Complete Verification is selected. After QuickBooks verifies your data you may get a message that you you need to rebuild your data. If so, proceed with the rebuild. Once done, close your file by going to File > Close Company/Logoff, re-open it, and check to see if the problems are fixed. If they are, congratulations! Now just remember to verify your data often. If not, move on to step #3.
3. Re-sort your lists. The easiest way to do this is to use CTRL-W to open the Write Checks screen, make sure your cursor is in Pay to the Order of, and then use CRTL-L to open the Names List. Click the Name button and select Re-Sort Lists. Once done, close your file, re-open it, and check to see if the problems are fixed. If not, move on to step #4.
4. Verify your data again by going to File > Utilities > Verify Data. Regardless of whether you receive an error message this time, go ahead and rebuild you data at File > Utilities > Rebuild Data. If you did get an error message, verify data a second time and rebuild again if needed. Once done, close your file, re-open it and check to see if the problem are fixed. If not, move on to step #5.
5. Create a portable file by going to File > Save Copy or Backup and selecting Portable company file. Save it somewhere easy to locate like your desktop. Then restore the portable file by going to File > Open or Restore Company and selecting Restore a portable file. Check to see if the problem is fixed. You may want to do this 2-3 times.







Ruth Perryman is the president of The QB Specialists. She is a Certified Advanced Quickbooks ProAdvisor and an Intuit Solutions Provider, with over 19 years of industry experience including 5 years as a Chief Financial Officer. She has been working with Quickbooks since 1996, and specializes in QuickBooks Enterprise and POS installations and troubleshooting. She also provides virtual controller and CFO services.
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