Verify and rebuild your company file

Verifying data

The Verify Data utility (Verify) is your primary tool for detecting data damage in your company file. fix damaged file, . Verify looks at each transaction in your company file and records a message in the Qbwin.log file for any damaged transactions. fix damaged file, . Verify also detects damaged list items. fix damaged file, . While Verify detects many types of data damage, it does not detect all of the damage that might be in your file.

You should run Verify in single user mode.

Rebuilding data

The Rebuild Data utility (Rebuild) repairs damage in a QuickBooks company file. fix damaged file, . Rebuild analyzes a company file and attempts to repair or update data found to be in an incorrect state.

Summary

Generally, you verify your company file and then rebuild it to correct any data damage that was found. fix damaged file, . You may need to cycle through the verify/rebuild process more than one to correct data damage.

• You receive error messages when working in QuickBooks
• QuickBooks shuts down when you click to save a transaction
• Discrepancies appear on reports; that is, invoices or bills that post with a negative value
• Deposited payments show up in the Payments to Deposit window
• Balance sheet reports are not showing all accounts
• Names are missing from lists
• Transactions are missing
• The company file won't open
• Transactions can't be saved
• You experience power surges or dropouts, abnormal shutdowns, computer crashes, or "Company file in use, please wait," messages

Note: As part of your company file maintenance routine, be sure you run regular manual backups with full verification and check the Qbwin.log file for error messages.

• The message that the Verify Data utility has failed appears
• The Verify Data utility returns a b-check error
• A QuickBooks Help and Support Knowledge Base article mentions a data rebuild to fix errors
• QuickBooks displays payroll forms incorrectly

Note: If it looks like Rebuild froze your computer, move your mouse. fix damaged file, . If the mouse pointer moves, Rebuild is still working normally.

• Verify your data
• Rebuild your data

Verify your data:

1. Close and reopen QuickBooks to create a new Qbwin.log file.
2. Choose Window > Close All, so that no company files or QuickBooks windows are open.
3. Choose File > Utilities > Verify Data.
   • If you see QuickBooks detected no problems with your data, your data is clean. fix damaged file, . Click OK.
   • If you see Your data has lost integrity, your data file is damaged. fix damaged file, . Run the Rebuild Data utility to repair the damage. fix damaged file, . You may need to run Rebuild two or more times to repair all of the damage. fix damaged file, . Rerun the Verify Data utility after each rebuild to verify that the errors have been corrected.
   • If your see A data problem prevents QuickBooks from continuing, then your data file has a structural problem. fix damaged file, . Run the Rebuild Data utility to repair the damage.

Rebuild your data:

Important: If the company file is on a network drive, copy the file to a local computer before attempting to run this utility. fix damaged file, . Be prepared for this computer to be unavailable for several hours running the Rebuild utility. fix damaged file, . Never rebuild or update a company data file that is located on a remote drive (for example, by accessing it over your network).

If you can't open QuickBooks to run the Rebuild Data utility refer to QuickBooks does not open.

If you're unable to open your company file when double-clicking your QuickBooks desktop icon, see Opening QuickBooks when troubleshooting.

To rebuild the file:

1. Choose Window > Close All.
2. Choose File > Utilities > Rebuild Data.
3. Click OK to the warning message requiring a backup of the company file before starting the rebuild.
   
   Important: Do not replace your current backup. fix damaged file, . Intuit recommends using a newly formatted external media source for this backup (such as a CD or DVD). fix damaged file, . If necessary, back up to your local hard drive.
   If a message appears asking if you want to replace the backup file, click No.
   To avoid overwriting the current file, enter a new name in the Filename field.
   
   
4. At the bottom of the QuickBooks Backup window, click OK.
   
   Important: If the backup process fails, at the Rebuild prompt, click Cancel.
   Do not continue the Rebuild process with your original company file if the back up process does not complete successfully. fix damaged file, . This can lead to permanent data loss.
   You must make a copy of the company file and attempt the Rebuild process again using the copy of the company file.
   Rename the copy of the company file with a unique name to avoid confusion with the original file.
   
   
5. The Rebuild Data utility starts as soon as the backup process completes. fix damaged file, . Click OK to the Rebuild has completed message.
6. Close the company file, and then reopen it to refresh the lists in the file:
   1. Choose File > Close Company.
   2. Open the company file:
      • QuickBooks 2008 and 2007: Choose File > Open or Restore Company. fix damaged file, . Then select Open a company file and click Next.
      • QuickBooks 2006: Choose File > Open Company.
7. Click the company file, and click Open.
8. Run the Verify Data utility.
   
   Note: If the second verification fails, run the Rebuild utility again.
   
   

1. Re-sort the lists in the company file.
2. Correct the Other Names list.
3. Restore a backup:
   1. If you have a recent backup of the affected company file, restore that backup to a location different from the one where the file with the error is located.
   2. Open the restored file in QuickBooks.
   3. If the earlier error doesn't recur, replace the earlier, damaged company file with the restored QuickBooks backup file and enter any transactions that occurred since running the backup.

For further information on the actions taken by the Rebuild Data utility, review Troubleshooting the Qbwin.log file. fix damaged file, . This file contains information on what was affected during the Rebuild process. fix damaged file, . This information appears at the end of the Qbwin.log file, between the BEGIN REBUILD LOG and END REBUILD LOG markers.

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. fix damaged file, . Fees may apply.