Resolve data damage on your company file

Learn how to resolve data damage on your company file.

If you suspect data issues with your company file, the steps in this article can help you resolve minor data problems.

Step 1: Run the Rebuild Data utility

The first thing you will need to do is run the rebuild data utility:

1. Go to the File menu, then select Utilities and Rebuild Data.
2. On the QuickBooks Information window, select Ok. Follow the prompts to save a backup. (Note: Your computer may display QuickBooks is not responding. However, as long as you can see your mouse cursor move, Rebuild is still ongoing. Wait for it to complete).
3. Select Ok when you see Rebuild has completed.

Step 2: Run the Verify Data utility

The next thing to do is run the verify data utility:

1. Go to the File menu, then select Utilities and Verify Data.
2. If you see QuickBooks detected no problem with your data, select Ok. You may continue using your company file.
3. If Verify finds an issue with your data, you will be prompted to Rebuild Now or View Errors. Select Close, then perform either of the following:

Review Last Verify/Rebuild

1. On the Product Information window, (press F2 or CTRL+1 on your keyboard) select Review Last Verify/Rebuild.
2. Find the error in the results screen.

Review QBWin.log

Are you comfortable reviewing the QBWin.log or the QuickBooks.log file? If so follow these steps. If not, contact support for additional help.

1. Find QBWin.log or QuickBooks.log files. Note: If you are working with a support agent, go to the Tech Help window (press F2, then F3 on your keyboard). Go to the Open File tab, highlight the log file, then select Send log files to Intuit support. This will send the file to a repository that will enable the support agent to view your log files.
2. Check the log file.
3. Windows: Search (press Ctrl+F on your keyboard) for Begin Verify, then locate the most recent file (logs are in date order with the latest at the bottom).
4. Mac: Scroll all the way to the bottom for the most recent Verify information
5. Find the line that contains the LVL_ERROR, then search for it in the check QuickBooks Learn & Support site. (Note: Errors within both the Windows and Mac log files might not be exactly the same but are presented in the same format).

Additional data damage troubleshooting for Mac

Re-sort lists

Re-sorting the lists puts your records back in order. If you have manually changed the order of a list, re-sorting it will undo your changes.

Identify problem transactions using reports

Run the Balance Sheet in Cash and Accrual Basis

1. Go to Reports menu, then select Company & Financial, then Balance Sheet Detail
2. Under Accounting method, then choose either Accrual or Cash for the Report Basis. If the total assets does not equal the liability and equity in each report, determine the transaction causing the problem. Back up your company file, then delete and re-enter the transaction.

Compare the Account report totals to balances on the Chart of Accounts

1. Compare the total in the Open Invoices report (Reports menu, Customers & Receivables, Open Invoices) to the Accounts Receivable balance on the Chart of Accounts.
2. Also, Compare the total in the Unpaid Bills report (Reports menu, Vendors & Payables, then Unpaid Bills Detail) to the Accounts Payable balance on the Chart of Accounts. If the total does not match the balance, check the transaction causing the problem. Back up your company file, then delete and re-enter or modify the transaction.

Check specific accounts

Uncategorized Expenses

Rebuild will often put out-of-balance transactions in this account as a way to “balance” the transaction. Generally, you should only see voided checks in this account unless you have been using it.

Look for transactions other than voided checks (any transactions with amounts that have no item or account associated with them). Delete and re-enter those transactions. Determine what item or account should be on the transaction.

Undeposited Funds

1. From Activities, select Make Deposits.
2. Select All (do not record the deposit at this time).

The deposit total amount should equal the balance showing for Undeposited Funds on the Chart of Accounts. In addition, there should not be any deposits (negative amounts) showing on the deposit.

Merge damaged accounts, items or names

Merge damaged accounts

1. Go to the Lists menu, then select Chart of Accounts.
2. While holding the Control key, select the damaged account. Choose Edit Account.
3. Add an asterisk (*) to the name of the account, then select Cancel.
4. Hold the Control key, then select any account.
5. Select New Account.
6. Choose the appropriate type, then enter the original name of the problem account.
7. Select Ok.
8. Hold the Control key, then select the original account. Choose Edit Account.
9. Remove the asterisk (*) from the account name. Select OK.
10. Select Yes to confirm that you want to merge the two accounts.

Merge damaged items

1. Go to the Lists menu, then choose Items. (Note: Make sure the two items are of the same type).
2. While holding the Control key, select the damaged item. Choose Edit Item.
3. Add an asterisk (*) to the name of the item, then select Cancel.
4. Hold the Control key, then select any item.
5. Select New Item.
6. Choose the appropriate type, then enter the original name of the problem item.
7. Select Ok.
8. Hold the Control key, then select the original item. Choose Edit Item.
9. Remove the asterisk (*) from the item name. Select Ok.
10. Select Yes to confirm that you want to merge the two items.

Merge damaged names

1. Open the corresponding Center (Customer, Vendor, or Employee) for the type of name you are merging. (Note: Make sure the two names are of the same type.)
2. While holding the Control key, select the damaged name. Choose Edit.
3. Add an asterisk (*) to the name, then select Cancel.
4. Hold the Control key, then select any name.
5. Select New.
6. Choose the appropriate type, then enter the original name.
7. Select Ok.
8. Hold the Control key, then select the original name. Choose Edit.
9. Remove the asterisk (*) from the name. Select Ok.
10. Select Yes to confirm that you want to merge the two names.

Delete memorized reports or transactions

Delete Memorized Reports

1. Go to the Reports menu, then select Report Center.
2. Select the report you want to delete, then select the name once.
3. Select the red X, then Ok to delete the memorized report.

Delete Memorized Transactions

1. Go to the List menu, then select Memorized Transactions.
2. Choose the transaction you want to delete.
3. Go to the Edit menu, then choose Delete Memorized Transaction.
4. Select Ok to delete the memorized transaction.