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The QuickBooks Data file is a big database which does not contain any programs or moving parts. When the file of data is small i.e. fewer than 200 MB, then it is easy for the software to keep the data in the correct order and can add new data in the correct place so that it can know where to find it for future use.
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How to Identify and Repair QuickBooks File Corruption?
When time comes to manage the financials of small to medium seized company, then most business owners start with their own by handling their own books. Software programs such as QuickBooks can make a easy process for the non-accounting professional but sometimes a problem can leave you guessing. One such problem which can bother you is a damaged or corrupt QuickBooks file.
The QuickBooks Data file is a big database which does not contain any programs or moving parts. When the file of data is small i.e. fewer than 200 MB, then it is easy for the software to keep the data in the correct order and can add new data in the correct place so that it can know where to find it for future use. When the file of the data grows large in size, then the software any how manage to keep the data in the correct order. Due to this, it can result in correct reports and one evident place to start is by looking the balance sheet. If the total Assets does not alike total Liabilities and Equity, then be sure that you have a problem. This corruption can also be found by comparing the balance sheets like accounts on different reports. Accounts Receivable, Net Income, Account Payable and other balance sheet balances can also be compared to other reports in QuickBooks. If all these amounts does not tie then your QuickBooks File is corrupted.
Corrupt QuickBooks file can cause extra problems if it is connected to any outside reporting programs. If those programs use automatic sync managers to connect to QuickBooks, you will come across incorrect reporting in those programs or failure in sync process itself. But there is nothing to worry because there is a way to fix data corruption by using tools which is provided within QuickBooks software program. But you have to be careful while fixing the corruption. You should reduce the file size of your data otherwise the same problem will return again.
How to fix data corruption in QuickBooks?
You should make a separate backup of your data file before verifying so that it can protect you against permanent loss of your data.
Run QuickBooks ‘Verify data’ function as this will confirm the corruption in QuickBooks and recommend ‘rebuild data’.
Run QuickBooks ‘rebuild data’ function as this process effectively pulls all the data in the file and then rearranges them in correct order.
Run again QuickBooks ‘Verify data’ function. If the verification completes, then test the file by running the reports which were showing errors to see if they have been fixed. And if the error still occurs, then there is a corrupt data.
You can use QuickBook File Repair Tool which is the best option to repair the corrupted files. This can repair all the corrupted or damaged QuickBooks without affecting ant data loss. It can restore all the stored information without affecting its stored data.
How to identify data corruption?
After completing the ‘Verify Data’ and ‘Rebuild Data’ steps, you need to review the logs which are created by QuickBooks for the data verification that you have just performed. These logs will point out if any items or transaction that is causing problems. With the help of this information, you can go back and can delete the corrupted items. You can continue down the log and address until the file verifies.
How to stop data corruption from happening again?
If your size of file exceeds 200MB for QuickBooks Pro or 450MB for QuickBooks Enterprise, then you should reduce the size of your file. For that, you can follow the below mentioned options:
1. Use ‘File Condense” functions to reduce the size of file. Create journal entries which summarize the monthly activity. This method will require some clean up of the balance sheet afterwards. You can remove all the transaction before a certain date. This method will take long to perform as it requires entry of opening balance and outstanding AP, AR and Banking once complete.
2. Begin new QuickBooks file with opening balances. It will provide the most significant reduction in file size, but it also requires the most time to complete.
