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acbk
Level 3

data corruption - community experts out there?

Instead of posting a REALLY long thing...if community experts are watching these boards...and have sizeable experience with data corruption errors (the ones that go beyond rebuilds, basic trouble shooting, file doctor, etc)...could you reply?   I've already received priceless advice from local peers/proadvisors that focus on desktop.  I've already done the support calls with Intuit.  I'm looking to bounce some ideas off a few more expert sources as I'm trying to understand issues associated with desktop files as they grow larger and start having the errors that aren't easy fixes.  Are there any out there that would entertain some Q and A back and forth?  Intuit employees...I think the only contribution that would be helpful is if you really understand the nuts and bolts of the "data services" process.  Other than that...I'm more hoping to connect with experienced community members.  Thanks in advance.

 

Solved
Best answer November 12, 2020

Best Answers
Fiat Lux - ASIA
Level 15

data corruption - community experts out there?

@acbk 

Our experience is that Pro and Premier data files start to take a long time to run reports at the 150-200 MB size. In addition, Pro and Premier become more susceptible to data corruption and other funky issues if they get to be too large. The Enterprise version was designed to handle a much larger data file. There are some businesses running smoothly today with data files over 1 GB. 


There is no hard and fast rule on this topic. Nor is there any way to know exactly how many invoices, estimates, etc. will get your data file to become “too big”. However, these rules of thumb relating to the 150–200 MB max file size for Pro and Premier have served our clients very well.

 

The question is which QBD year version you have now. If you are using QBD 2019 or later, you may have better options to condense your file.

https://quickbooks.intuit.com/learn-support/en-us/data-utilities/use-the-condense-data-utility/01/20...

 

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10 Comments 10
MariaSoledadG
QuickBooks Team

data corruption - community experts out there?

Allow me to share some information about what leads to data corruption, acbk.

 

The QuickBooks Data file is a big database. In order to be fed and read correctly by the program, the data has to be ordered and sequenced correctly in the file.

 

It's easier to keep the data in the correct order when they're small. When the data file grows large, the software struggles to keep all your data which results in data issues or corrupted files.

 

The utility tools you've mentioned above are some of the most effective tools that resolve any data issues. You can also check out the top data damage errors in QuickBooks Desktop.

 

You can visit these help articles in case you have questions about QuickBooks. 

 

I'll be right here to help you in any way. Keep in touch if you need anything else.

Fiat Lux - ASIA
Level 15

data corruption - community experts out there?

@acbk 

Which QBD version do you have? Pro/Premier or Enterprise?

How big is your file size?

Most of the cases, you may have 3 options:

1. Split the data and create a new company file

2. Purchase a 3rd party file repair service

3. Purchase a 3rd party condense service

 

Check our profile name and send your business email address in a private message to us.

acbk
Level 3

data corruption - community experts out there?

@MariaSoledadG  @Fiat Lux - ASIA 

 

Thanks for replying.

Fiat...

The file in question is Pro. It is about 280K/300 targets. This file has been in use 20 years.

I can list all the troubleshooting things we've tried (extensive).

The errors are not stopping us from doing work. We've actually gone almost a week without any errors. But I am not confident that they won't start again (we have gone a while without errors before - but they came back). Example of errors are QB found a problem with Employee SS # field for Employee X, QB found a problem with Bank Account X, QB found a problem with CC Account X. Additionally many times that we try to do a backup it says QB found some problems with your company file, but don't worry - run Rebuild will fix. We've done rebuild many times and it always says it fixes things. I could list things it fixes.

Point being, unlike other data corruption errors...they aren't DIRE. They all "resolve" and allow work to continue.

We've done File doctor on our own and with Intuit. Intuit says...if errors start again, we need to send the file to "data services". We would be without the file for 1 to 2 weeks and we can't enter anything during that time.

The bigger question is...given that size and age, would sending it to Intuit "data services" just be putting off the inevitable (errors will begin again)...or might it really buy us a significant amount of time?

If the majority of opinion is....its just kicking the can down the road and shortly we will get errors again solely based on the size and age of the file, should we skip data services and simply condense the file?

If we condense the file...are there pros and cons to the various options of condensing?
1. Condense transactions before a specific date (one summary JE or summary JE for each month?).
2. Period Copy (using QB for Accountants)

Finally - the other question that we've asked Intuit, but front line support couldn't answer was...if we send the file to "data services", might they advise based on size and age to do condensing? Might they do the condensing? Will they communicate with us while they have the file? The rep had no idea but guessed that there would be no communication; we'd send the file and the file would be returned (hopefully allowing no errors for some period of time) and they wouldn't discuss with us condensing options.

 

@Fiat Lux - ASIA 

  • If you have any opinion or advice about the next step being 1.  Condense or the next step being 2.  Intuit Data services, I would love input. 
  • If you have any knowledge of pros and cons of the different condensing options, I would love input.

 

@MariaSoledadG  do you have any specific knowledge about "data services" and could you answer the questions that the support rep was unable to answer?

Nick_M
QuickBooks Team

data corruption - community experts out there?

Hi there, acbk. 

 

Thank you for dropping by the Community. You raise some excellent questions and based off of your description of what's going on, I absolutely think looking further into the Data Services feature is a good idea. If you company file is damaged they will be able to restore it for you. I also would highly recommend reaching out to our Data Services Chat Support team during the hours of 7AM PT - 5PM PT. As they are experts in the product and can answer any additional questions you may have for them. I'm also going to include a few really helpful links below for you to check out regarding the process, fees, where to begin and much more. 

Thank you for your time and if you have any other questions, please don't hesitate to post here, rain or shine. Thanks again and have a lovely Thursday. 

Fiat Lux - ASIA
Level 15

data corruption - community experts out there?

@acbk 

Our experience is that Pro and Premier data files start to take a long time to run reports at the 150-200 MB size. In addition, Pro and Premier become more susceptible to data corruption and other funky issues if they get to be too large. The Enterprise version was designed to handle a much larger data file. There are some businesses running smoothly today with data files over 1 GB. 


There is no hard and fast rule on this topic. Nor is there any way to know exactly how many invoices, estimates, etc. will get your data file to become “too big”. However, these rules of thumb relating to the 150–200 MB max file size for Pro and Premier have served our clients very well.

 

The question is which QBD year version you have now. If you are using QBD 2019 or later, you may have better options to condense your file.

https://quickbooks.intuit.com/learn-support/en-us/data-utilities/use-the-condense-data-utility/01/20...

 

FILEREPAIR
Level 3

data corruption - community experts out there?

1. If you could run a verify and post the QBWin.log file, it will be helpful to diagnose the issues.

 

2. For a condense to work, the file needs to verify in Quickbooks. So a repair with data services or a third party file repair service should be the first step. 

acbk
Level 3

data corruption - community experts out there?

@FILEREPAIR   Thanks so much for that opinion.   We haven't had an error in over a week and verifications have been working fine.   Previously, I was using the verification to try to find suspect transactions...and modify them...modify them back (along with any items associated with the transaction).  Maybe by doing that I fixed it?  Who knows.  I'm just waiting to see if errors come back.  But I so appreciate your clear opinion that if errors do come back...and verifications aren't clear -  send to data services before condensing.  I so appreciate that input.

 

@Fiat Lux - ASIA Thanks so much.  I didn't know that 19 and above had that additional condensing option.  We have 2020...so I'm so glad you made me aware of that.  thanks so much for the input.   I really appreciate it.

 

@Nick_M   Thank you so much for the information about data services.  That's by far the most anyone else has shared.  If the errors start comin back, I'm so grateful that you gave me a way to hopefully converse with them directly.

 

@MariaSoledadG   Thanks for the input....you asked if my issue was closed.  I don't think the issue is closed because we've gone weeks before without errors...so I'm gonna guess they will come back.  But when they do, thanks to Nick, Fiat, and Filerepair, I feel much clearer on options.   I'll mark Fiat's as the closing answer...but really each of those guys added something I hadn't yet been made aware of yet and helped immensely.

acbk
Level 3

data corruption - community experts out there?

@Nick_M Hi Nick.  I just thought I'd give a little feedback in case it helps in any way.  The errors have returned.  The errors aren't stopping us from doing anything; we can still get past all of them.  But they are back.

 

You had so kindly suggested, "I also would highly recommend reaching out to our Data Services Chat Support team during the hours of 7AM PT - 5PM PT. As they are experts in the product and can answer any additional questions you may have for them."  

 

Well, I did as you suggested this morning. I got a rep named Ethan Kern.

 

He said, " Data services chat is only for status inquiries and file upload and download assistance with the file exchange we are like a triage team for cases that get escalated to data services."

 

I could send the entire transcript as I have it saved.. but I can tell you that I tried very hard to simply ask general questions about the process (and whether or not we could ASK that the file be separated after it is fixed) and he stopped me at every point saying he couldn't answer any questions beyond whether the file was received or not.  He was a brick wall.  Note, I do have an open case, but I haven't yet gone the step of having them upload the file because frontline was very clear that they weren't even sure that I'd get a contact from Data Services.  I'd send the file and then hopefully get it back fixed, but they couldn't guarantee at any point anyone would contact us and didn't know if they would also do a file separation if that was requested in the notes.  Since I wanted to ask about the potential of splitting the file, I didn't want to upload until I could understand how I was going to communicate with Data Services.

 

Our plan at this point is that we limp thru the year end and complete 1099s and then I'll contact frontline support again and upload the file.  THEN I will try to get ahold of CHAT again to see if they will then actually be able to talk to me; ask about the potential of splitting the file in addition to fixing the file.

 

It seems this process should be easier!  Maybe you could flow the feedback up the line.  And FYI that what you and I both hoped (that Chat could answer basic/general questions), is not the case according to  Ethan Kern.

FILEREPAIR
Level 3

data corruption - community experts out there?

I don't think data services offer a SuperCondense service to split the data file.

Fiat Lux - ASIA
Level 15

data corruption - community experts out there?

@acbk 

Intuit Data Service may fix your corrupted file but they don't offer any condensing service. You have to purchase the service from a 3rd party. Contact us in private should you need to know more.

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