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Verify and Rebuild Data in QuickBooks Desktop

SOLVEDby QuickBooksQuickBooks Desktop Payroll33Updated 1 week ago

Verify Data self-identifies the most commonly known data issues within a company file while Rebuild Data self-resolves most data integrity issues that the Verify Data finds.

Common reasons to use the Verify and Rebuild features:

  • Fatal errors when you use QuickBooks Desktop.
  • Discrepancies on reports, such as invoices or bills that post with a negative values.
  • Deposited payments show up in the Payments to Deposit window.
  • Balance sheet reports do not show all accounts.
  • Names are missing from lists.
  • Transactions are missing.
  • Run a well-data checkup to make sure your company file is error free.

Verify data

  1. Choose Window then Close All.
  2. Verify Data. Choose File then Utilities. Select Verify Data.If you see:
    • "QuickBooks detected no problems with your data," no further action is needed.
    • A specific error message, there may already be an article for it. Try searching for it in our QuickBooks Desktop support site for specific instructions.
    • "Your data has lost integrity," indicates there is data damage in the file.  Continue to the steps below to Rebuild Data to correct the problem.

    Note: Assisted Payroll customers should consult an Assisted Payroll agent before running Rebuild Data.

Rebuild data

  • Choose File, Utilities then Rebuild Data.
  • You will receive a warning message to backup your company file, press OK.A rebuild requires a company file backup beforehand because in rare cases the process may need to delete transactions or list entries to fix the file.  A backup of your company file will ensure you have a secured copy of your company file before any changes are made to it.
    1. Select where you want to save your backup, then select OK at the bottom of the QuickBooks Desktop Backup window.
      • If a message asks if you want to replace another backup file, select NO. Enter a new name in the File name field and click Save.
      • If the backup fails, select Cancel at the Rebuild prompt and contact Payroll Support for additional assistance.
    2. The Rebuild Data utility starts as soon as the backup is finished.
    3. Click OK when you get the message "Rebuild has completed".

    Check for remaining data damage

      1. Run Verify Data again to check for remaining data damage. Select File, Utilities then Verify Data.
      2. If the Verify detects additional damage it means the damage will need to be manually corrected. Locate the error within the qbwin.log and search for a resolution at the QuickBooks Desktop Support site.
      3. If your error cannot be found, you can try restoring a recent backup. Choose File then Restore.
        *Make sure that you do not overwrite your existing company file. Any information entered in the company file since the backup was created must be manually reentered after you restore.

      1. For additional assistance contact Payroll Support.

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