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Mason Olivia

How to Identify, Prevent and Fix QuickBooks Corrupted File?

How to Prevent Corruption of QuickBooks Files?

1. Make Regular Backup of Your Company File

While not a direct method to prevent QuickBooks file corruption, regularly backing up your QuickBooks Company file is a valuable practice to safeguard against data loss. Consistent backups ensure the ability to swiftly restore your data in the event of company file corruption. It's crucial to maintain backup copies on multiple sources, guaranteeing the availability of a restorable copy even if one of the backup files becomes corrupted.

You have the option to manually create a backup or utilize Intuit® Data Protect for automated online backups of your QuickBooks data Services.


2. Reduce Your QuickBooks File Size

As you input transactions into QuickBooks, your company file can expand significantly in size. Interestingly, even when transactions are deleted, the file size may still increase. This occurs because deleted transactions are merely marked as such in the database, and the space allocated for these transactions remains unused within the file.

A sizable company file is susceptible to corruption, potentially leading to data damage. To mitigate this, it's advisable to reduce the file size. This can be achieved by:

  1. Creating a new company file.
  2. Utilizing the QB Condense Data utility.
  3. Truncating the QBW file by eliminating transactions for a specific period. However, QuickBooks doesn't provide truncation as a service. To perform this task, you'll need to send the file to a third-party vendor for truncation.

3. Verify Your QuickBooks File

Utilize the integrated 'Verify Data' utility in QuickBooks to detect potential data issues within a company file. Running this utility enables you to uncover discrepancies on invoices or bills, identify missing transactions, and pinpoint deposited payments that may not appear in the 'Payments to Deposit' window, among other potential issues.

To use the Verify Data tool, follow these steps:

  • Open your QuickBooks Desktop application, go to File, and hover over Utilities.
  • Select Verify Data. Click OK when the message "QuickBooks detected no problem with your data" appears. This indicates that there are no issues with the QB data file, and you can proceed to use it.
  • If the message "Verifying finds some problem with your company file" appears, click on View Errors.
  • To address the Company file issues, click on Rebuild Now.

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