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Transactions are missing from a QuickBooks Desktop company file
Transactions were created in a QuickBooks Desktop company file, but now they are missing.
Transactions (data) disappearing from a QuickBooks company file is highly unusual and very unlikely. The transactions are missing for one of the following reasons:
The transactions were entered in another company file and never in the file used currently.
The transactions were removed from the current company file.
The most recent version of the company file was replaced by an older version of the file when a backup was restored.
The company file is or was damaged (highly unusual).
The information in the transaction (like amount, number, accounts, etc) was changed completely.
The detail has been suppressed by running Condense Data\Company Cleanup utility
How to fix it
Verify the missing transactions were entered in this company file
Accountant & Taxes
Select a date range that includes the missing paychecks in the
Date Entered/Last Modified
If the missing transactions do not appear, proceed to Step 6.
If the missing transactions appear, note the
of the transactions -
indicates that the transactions were deleted - any other state indicates that the transactions are present in the company file (double-click the
transaction to view it).
If you see a transaction with the
, this is the previous state of a transaction that was changed. You may see the missing transactions with the
status. If so, look at the
transaction in the group with the
transaction is what the missing transaction was changed to. The
transactions cannot be recovered, you will have to reenter them.
Search for the missing transactions using the
Was the most recent version of a company file replaced with a backup or copy?
If a backup of a company file is restored, the user must choose a location to restore the file to.
If there is already a current copy of this company file in the location the backup is restored to, the user is given a prompt to replace the existing file or not.
If the existing file is replaced, the most current version of the file is permanently deleted and only the restored backup remains.
This same scenario can occur if a copy of a file is moved into the location of the current company file - if the user chooses to replace the existing file with a copy, the existing file is permanently deleted and only the copy that was moved to this location will remain.
If either of these scenarios occurred, it could explain the missing data in the company file.
Finding transactions entered in another company file:
In QuickBooks, press the
of the company file.
Start > Search > All files and folders
All or part of the file name
After the search has completed, click
in the gray bar along the top of the search results - this will put the search results in alpha-numeric order.
Look for copies of the QuickBooks file that transactions were entered in (ensuring that the type of the file is a
QuickBooks Company File
- under the
QuickBooks Company File
is found with the same (or similar) name, note the location of the files found (this is shown under the
Open each company file in QuickBooks from the location listed in the search results.
Look for the missing transactions in each company file, as shown in the first set of steps in this document:
Verify that transactions were entered in this company file
If none of the files found in this search contain the missing transactions, perform a search as indicated in Steps 4 and 5, but search for
*.qbb, *.qbm, *.qbx, *.qba, *.qby
(all of these files can be searched for at once by entering the file extensions as shown, with asterisks before and commas between them).
If any of the files found in this search have the same name as the company file with the missing transactions, open it and see if the transactions are present.
If the transactions are not found in one of these company files, they may have been entered into another company file with a different name in error.
At this point, if it is reasonable, each company file can be opened and browsed for the missing transactions (regardless of the name of the file).
The company file may be damaged (not likely cause):
Check for data damage in the company file and fix, if possible
The Company Cleanup\Condense Data utility was performed:
keys to bring up the
Look towards the right on the Product Info screen for an area called
If the Condense utility has been run there will be date information listed there, this could be the reason for historic detail not being viewable.
If none of these steps resolve the issue, it will probably be necessary to reenter the missing transactions.
KB ID# SLN42483
3/25/2017 10:22:49 PM
QYPPRDQBKSWS07 9138 Pro 2017 66b31f