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Troubleshoot data damage in your QuickBooks for Mac company file

There are many symptoms of data damage, including but not limited to: 

  • Error messages when working in QuickBooks
  • Company file will not open
  • Company file is running very slow
  • Cannot convert the company file
  • Amounts on the Balance Sheet do not match amounts on the specialty reports (A/R, A/P, Inventory, etc.).
  • Reports are incomplete or do not show all accounts
  • Deleted memorized reports still show on the list
  • Cannot edit or save a transaction
  • Names are missing from lists or cannot scroll past a certain point in a list
How to fix it
  1. Find out what the error means, or why you believe the file is damaged. In some cases, Rebuild is not needed or necessary. If you are receiving an error, search the QuickBooks Support site for the specific error message for additional information.
  2. If you have a backup of the affected company file that is less than 24 hours old, restore that backup to a different location than the error-causing file and open the restored file in QuickBooks. If the error does not occur, replace the existing company file with the restored backup and enter any transactions that occurred since running the backup. If the error persists, re-sort the lists in the affected company file.
  3. If you do not have a backup of company file, make one.
    • Click the File menu and Select Back up
  4. Run Verify (From the File menu select Utilities and then select Verify Data). If the message Verify failed appears, there is structural damage in the file and you must rebuild the file before continuing.
  5. Rebuild the file if QuickBooks.log or KB instructs you to (message will appear at the end of the Verify).
    • Press Command+1. Record the file size, transactions, targets, and links before and after a Rebuild - this will help determine if the file is losing information. Run Rebuild on a local computer only - not across the network. (We recommend backing up the file to the local hard disk when running a Rebuild. Do not overwrite any existing backups.)
    • The file will get smaller, as Rebuild removes the empty parts of the file.
    • Rebuild was designed to remove the damaged parts of the file. If the transactions, targets, and links drop in number, you are losing actual data from the file (which is OK in some cases).
      Note: When the Rebuild Data utility has finished, close the company file and then reopen it in order to refresh the lists in the data file.
  6. Before looking at any reports, resort the Names, Chart of Accounts, Items, Classes, and Memorized Transaction lists (click the [List Name] button in the list window and choose Re-sort List) . Make sure Show All is checked before resorting. Many QuickBooks reports are based on list information.
    1. Are the account types grouped together correctly?
    2. Look at the Names lists and address any of the Rebuilt Names found on the Other Names list at this time. To fix any Rebuilt names, run a QuickReport (click the Reports button) on the name for all dates. View transactions (double-click) to determine whom the transactions belong to (may need to compare to paper records); the customer will need to determine what type the name should be. Change the type to put it on the correct list. (Note: After saving, name type cannot be changed back). Then edit the name in that list back to the original name.
  7. Run a second Verify. Sometimes a Rebuild is necessary to repair the structure of the file. Once the structure of the file is repaired, a second Verify might find problems that Rebuild did not repair.
    • Depending on the errors showing in the log file a second Rebuild may need to be run - however it is normally recommended that you complete the remaining steps before running any additional Rebuilds.
    • If the second Verify still fails, chances are a second Rebuild will not repair the errors left in the log file. It may be necessary to Memorize/Delete/Re-enter the affected transaction(s).
  8. Go to Hard drive> User> Library> Logs> QuickBooks.log.
    • If you find damaged transactions, delete and re-enter or you can future date 10 yrs and change date back to "refresh" th.
    • If you find other errors or unusual messages, search the QuickBooks Support site.
  9. Create a Custom Transaction Detail report and Sort by Type.
  10. Look for any type called not specified or transaction. if you find any such transaction, delete and re-enter or you can future date 10 yrs & change date back.
  11. Look for any memos over 100 characters or for memos that contain any special characters. If you find any such memos, make them below 100 characters or remove special characters.
  12. Delete memorized transactions and reports (make sure you have a backup).
  13. Run the following reports:
    1. Uncategorized Expense: Run a QuickReport on the Uncategorized Expense account.
      • 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 account.
      • Look for transactions other than voided checks (any transactions with amounts that have no item or account associated with them. You will need to delete and reenter the transaction. Determine what the item or account should be on the transaction.
    2. Accrual Based Balance Sheet: Run an Accrual-based Balance Sheet Report to see if the total assets equal the liability and equity (debits equal the credits). Don't worry about the Cash Basis Balance Sheet until you are finished with the other reports.
    3. Accounts Receivables Reports: Compare the total on A/R Reports: Open Invoices to the A/R balance on the Chart of Accounts.
    4. Accounts Payables Reports: Compare the total on A/P Reports: Unpaid Bills to the A/P balances on the Chart of Accounts.
    5. Undeposited Funds: Compare the total payments to deposit to the balance for the Undeposited Funds account.
      From Activities select Make Deposits and then 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.
    6. Cash Basis Balance Sheet: Check for all dates.

If this solution does not resolve the issue, you can read discussions and post messages and questions relating to your issue on the Intuit QuickBooks Community site for free or you can contact a technical support agent for additional guidance. Fees may apply.


KB ID# SLN40678
5/3/2015 6:57:44 PM
QYPPRDQBKSWS09 9102 Pro 2013 2898a7