Desktop 2022

I've got you covered, mihosakai1024.

Data is one of the most valuable assets in any company. A regular backup of business data not only helps to prevent data loss but also reduces downtime and ensures the continuity of operations.

May I know if you encounter some error message when you try to back up your data on a shared drive? Since there are several reasons why you're unable to back up your data in QuickBooks Desktop. Here are the following:

• Damage data on your file
• Backup storage media isn’t available/connected
• A firewall or antivirus blocking the process
• The shared drive doesn't have enough space
• QuickBooks® files used by another program during the backup process

I'll share some information to help you resolve this problem. To begin, ensure that the location is available and that it doesn't exceed the storage limits. Then, try to save a different file on your shared drive. 

If you can save without error, you can use the verify and rebuild data tools. Most issues, such as Backup Failed, can be resolved by rebuilding the company files.

To verify data:

1. Open the company file.
2. Click the File tab at the top menu.
3. Select Utilities.
4. Choose Verify Data.

For rebuild data:

1. Open the company file.
2. Click the File tab at the top menu.
3. Select Utilities.
4. Choose Rebuild Data.

If the issue persists, you can rename QuickBooks Network Data (.ND) file.

Here's how:

1. Exit QuickBooks Desktop software and open Windows File Manager.
2. Navigate to C:\ Users\ Public\ Public Documents\ Intuit\ QuickBooks\ and locate the network data file.
3. The file will have the same name as your company file but with .ND extension.
4. Right-click the file and select Rename.
5. Add .OLDFILE at the end of the file name and save the file.
6. Try to create a backup of the company file once again.

I've included this reference page to assist you with future tasks in managing your business through QuickBooks: Self-Help Articles for QuickBooks Desktop.

Don't hesitate to reply to this post if you need further assistance with backup data. I'll be around to help you.

Thank you for your response.

the shared drive location is not avail.  i can still backup at my document or flashdrive so i dont think its data issue but it seems like QB does not give me an option to store shared drive.

only way i can store the same location is backup at mydocument (on my pc) or flashdrive first and move to Shared drive.  so this means share drive has enough space to store this.

simply QB removed the option to store the shared drive where it was stored before.  see pic attached.

also when i extracted report in excel, excel option is grey out but only CSV format.

Hello, mihosakai1024.

I appreciate the screenshot, and thanks for taking the time in doing the steps given by my colleague. I'll jump aboard to help you fix the issues when backing up to a shared drive.

I'll also lay down some solutions to help you fix the greyed-out Excel export option. 

The backup location target might've been unlinked, or QuickBooks isn't reading the folder correctly. In this case, we can toggle the target location to your local drive, then change it back to the shared drive (drive T as seen in your screenshot). 

Here are the steps: 

1. Go to File, then hover on Back Up Company.
2. Select Create Local Backup.
3. Select Local backup, then click the Options button.
4. Click on Browse under Local Backup Only, then select the local drive.
5. Set any other settings if needed, then hit OK. 
6. Hit Next, then run the backup process to your local drive. 

After running, go back to the Local Backup settings window, then check the shared drive location to see if you can select it again. 

There could also be some issues with the shared drive's permission settings. If you've changed them, you'll want to review and revert them to ensure you can back up your file. 

If you're still encountering the same issue, we can run the Tool Hub utility. There might some issues with how QuickBooks detects the backup location. 

We can download the Tool Hub utility in this article, then follow the steps to install and run it: Fix common problems and errors with the QuickBooks Desktop Tool Hub.

About the greyed-out Excel option, there could be some incompatibility issues with QuickBooks Desktop (if you've changed your Excel version) or both programs have installation issues. 

There are several potential fixes for this, so I recommend doing all the steps outlined in this article: Fix export to Excel issues in QuickBooks Desktop.

After fixing the issue, do you also need help following up with your customer balances? If you need help, I'll add this article as a guide to creating a billing statement: Create a billing statement.

Please let me know if you have more concerns about your files or reports. I'm always here to help. 

Thak you for your advice!

good news!

after rebooting my computer several times, it is fixed now.

probably it was hiccup..  

You're welcome! 

Glad it was fixed. 

Let me know if you have more questions. I'm here to help. 

That's awesome, @mihosakai1024! Glad to hear you're able to fix the issue. If you need further help, feel free to reach out to us. We'd be happy to hear from you again.

I'm having the same issue, but in Desktop 2019.  Suddenly a month ago the specified path for my backups stopped working.  When I go to the Create Backup/Options the Browse function doesn't show my network drives.  I have rebooted with Windows updates many times, and just this week upgraded to Windows 11 and rebooted twice.  No luck...

I appreciate sharing the troubleshooting that you already tried to resolve the issue, Geoff.

I have additional steps to share that can resolve the issue so you can save the backup in your shared drive. You can download and install the QuickBooks Tool Hub. This tool is designed to resolve minor bugs and common program issues when working in QuickBooks.

Here's how:

1. Download the most recent version (1.5.0.0) of the QuickBooks Tool Hub.
2. Open the file you downloaded (QuickBooksToolHub.exe). You can look it up in your Downloads folder or in the location you selected when you downloaded it.
3. Follow the on-screen steps to install and agree to the terms and conditions.
4. Double-click the icon on your Windows desktop to open the tool hub.
5. Once opened, look for Program Problems, then select Quick Fix my Program.
6. Start QuickBooks Desktop and open your data file.

Please check out this article for additional details: Fix Common Problems and Errors With the QuickBooks Desktop Tool Hub.

After that, check if you can already see the network drives when saving a backup. 

For more guidance and resources when saving and restoring data, I'll share these articles as well:

• Find QuickBooks Company Data Files and Backups 
• Fix Backup Company File Issues in QuickBooks Desktop 

Please don't hesitate to ask more questions in the Community if you require more guidance with QuickBooks. We are here to help, and you're welcome to return anytime you need our support.

Thank you.  No luck with that suggestion.  

Thank you for your response, Geoff. We appreciate your efforts in troubleshooting the issue with your backups in QuickBooks Desktop (QBDT). We understand that encountering challenges with QuickBooks can be time-consuming.

We understand that encountering challenges with QuickBooks can be a time-consuming process. In this case, it seems that the issue may have arisen due to a recent update of your Windows operating system. It is possible that the update, whether manual or automatic, has caused your company file to become hidden, making it inaccessible when you open QBDT. Alternatively, there may be third-party programs installed on your computer, such as firewalls or anti-malware software, that are preventing QBDT from retrieving your company file. To thoroughly investigate and resolve this issue, we recommend reaching out to an IT expert who possesses the necessary tools and expertise.

By mapping a network drive, you will gain convenient access to files stored on other drives, servers, or computers over a network, including your QuickBooks company file. To learn more about the process of mapping a network drive in Windows, check out this article: Map a network drive in Windows.

Additionally, it would be beneficial for you to save this article that provides guidance on verifying and fixing common problems in a company file, as well as performing data rebuilds:  Verify and Rebuild Data in QuickBooks Desktop.

Please do not hesitate to drop by again if you have any further concerns regarding your company files or require assistance with any other QuickBooks-related challenges. The Community is always here to provide support and guidance. Wishing you a prosperous year ahead, Geoff!

@Geoff Bex 

Try opening the sample file. Did you encounter the same problem?

Thank you but that doesn't seem to be the problem (nor do the instructions actually work: search My PC returns nothing).  Also, I'm not using a multi-user configuration.
My drive is mapped correctly, as it has been for the 5 years I've been using QB.  Somehow QB simply can't see any drives other than C: in the browse window.
I don't think it's an issue relative to Windows 11, because the issue existed for me in Windows 10 as well.

What sample file?  thanks

@Geoff Bex 

After you run the QB program, you will see the "No Company Open" window. You can choose to "Open a sample file"

Thanks for getting back to us, @Geoff Bex. Allow me to point you in the right direction, so you'll get the appropriate assistance you need in resolving your network drive issues in QuickBooks Desktop (QBDT).

Before anything else, I appreciate you performing the suggested troubleshooting options provided by my colleagues above. 

In some cases, undetected network drives can be caused by various technical factors such as network settings, firewalls, security configurations, or even hardware failures. That said, I recommend reaching out to a qualified IT professional to diagnose and resolve such matters. 

Moreover, you'll need to restore a backup of your company file so you can undo recent changes whenever you encounter problems in QBDT.

Please don't hesitate to drop by the Community if you have clarifications about managing your network drives in QBDT. I'm always here to assist you further. Keep safe!

I've got a similar problem. Literally backed up the file yesterday to a network location; today QBDesktop cannot find the location. I can actually go to the location and see files, run diagnostics, etc. But QB Desktop cannot see the lcoation..

Is the solution to keep rebooting my laptop until this works? I'm running QB File Doctor right now (is this an issue with the file?)

Solved. Just kept running the tools in the Tool Hub multiple times. just worked. Two hours. Of course, the problem is, there's no way to identify a root cause -- no exception reports, error messages, or anything. Just keep running the tools until it works. sigh

@FPCNS 

Run the Condense Data utility with any scenario. Did you encounter any error message?

I would suggest the same thing as part of the initial troubleshooting steps, 4Gal.

Hello FPCNS,

I appreciate your effort with running the Tool Hub. It's just part of the initial steps. If non of the tools will work, feel free to get in touch with our QB Desktop Team so they can assist you further using more tools.

You can go back to this thread if you have further questions.

Thanks, but, I'm hesitant to do that after reading this  https://insightfulaccountant.com/accounting-tech/general-ledger/to-condense-or-not-to-condense-that-....

I think this problem is just one of those normal QB problems that kind of fixes itself in a random way.

@FPCNS 

The suggestion I propose is to isolate the problem. If you encounter any error messages, your files is corrupt. You may need to purchase a third-party file repair service.