Need to know maximum file size for QB for MAC2019 and how do I determine file sizes on my QB files?

Thank you for posting here in the Community, @TKnuk.

There is no file data limit for QuickBooks software. A size limit exists when you convert from Desktop to Online. To convert to QuickBooks Online, your Desktop company file must have less than 350,000 targets. 

For the error message you've get, let's make sure that your QuickBooks for Mac is updated to the latest release and you meet the system requirements. This will improve program functionality and fix known issues.

Also, in order to confirm if this is related to data damage the first step is to run a rebuild, followed by a verify, on your file.

Here's how: 

Run the Rebuild Data utility:

1. Go to File, then select Utilities then Rebuild Data.
2. On the QuickBooks Information window, select OK. Follow the prompts to save a backup.
3. Select OK when you see Rebuild has completed.

Run the Verify Data utility:

1. Select File, then Utilities.
2. Choose Rebuild Data, then click OK to close all windows.
3. QuickBooks will ask to make a backup before rebuilding your company file, select OK. If you don’t want to do a backup, select Cancel to continue rebuilding your company file.
4. Once the rebuild's finished, select OK.

Please check this link for more details about the process: Verify and rebuild data in QuickBooks Desktop for Mac.

Additionally you can visit this page: Resolve data damage on your company file. If you notice possible data issues, this consists of steps to fix minor problem with your company file.

Don't hesitate to post a reply below if you have QuickBooks concern. I'm always here to help. Take care always. 

@TKnuk 

They don’t tell you this anywhere in the users’ guide for Pro/Mac/Premier, but it is important for you to know you may outgrow these versions for some technical reasons. Our experience is that Pro /Mac/Premier data files start to take a long time to run reports at the 150-200 MB size. In addition, Pro/Mac/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 (gigabyte). If you find that you are outgrowing Pro/Mac/Premier, the transition into Enterprise is very seamless and easy to do. As another option, you should create a new company file to maintain your size. 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.

First of all, thank you for your comments. Just to confirm, I am operating QB for MAC 2019 Desktop R8.1. My version does not offer the drop down menu selection referred to in your referenced link. Speed key has no effect. But it's good to know that somewhere, the ability to identify and correct the errors that are preventing verification or rebuild, exist. Now... I have however been able to identify the cause of the problem. Somehow a copy of my company file was made. Two company files, same file name. The file name has somehow concatenated into a single long string. I'm the only one that has access to our QB so clearly I must have done something to cause the problem, but I have no idea how the copy was produced. The icon appears on my desktop, when I pause the cursor over the icon. I never pause to check the name associated with the icon. The name is "QuickBooks 2019 copy". which is now my current file with most recent additions. SO I now need to know how to identify the items in my current (...copy) file that are causing the problem and make the corrections manually. Also need to know if I can rename the Company file without upsetting historical data. Thanks again for your help... Don

It's good to see you back, @TKnuk. Thanks for providing additional details about your concern.

I want to ensure we're on the same page so I'll be able to provide the resolution for you. Thus, can you please verify the drop-down menu selection and referenced link my previous colleague provided you're specifically referring?

As for renaming the company file, you can rename it without affecting your data. You'll need first to make sure to create a backup copy of the company file you want to change the name. This help protects the company information from data loss specific to the attachments.

Here's how:

1. Click the File tab at the top menu bar.
2. Select Back Up Company.
3. Pick the folder to store your backup.
4. Choose Start Backup.

Take a look at this article for the detailed steps on creating local backups: Back up your QuickBooks Desktop for Mac company file.

Once done, change the name of the company file directly from the saved file location. Then, set up your QuickBooks Desktop to use the new company file name and make sure attachments will sync.

After doing the steps above, open the company file and check if the attachments exist. 

Please let me know how things go on your end. Looking back to hearing from you. Have a great day!

Hi MerriamM... Finally  found the page where I think instructions were incomplete. The link is OK I just didn't realize that I was to use Finder, GO, Library etc. 

"How to fix errors using transaction record numbers

to find your QuickBooks.log file at any time:

1. Hold your command key, then select Go and Library.
2. Double-click the Logs folder.
3. Double-click the QuickBooks.log file."
   Last attempt at Verify provided a screen message and a link which brought me to the QB log file. Where I discovered a page long list of errors. I'll now follow screen instructions to correct errors. Errors are in several categories. Inventory qty-on-hand,  & Value Value on hand doesn't match. Paid bit set w/o links. Invalid sibling (sub)? account. Transactions out of balance.
   Tried search on several Recnum's. see screen shot:
   
   

Hello there, TKnuk.

For us to get this fixed, I suggest reaching out to our Technical Team so they can also investigate this further. That way, we'll know what's causing this behavior.

You may click this link and choose QuickBooks Mac Desktop: https://help.quickbooks.intuit.com/en_US/contact.

Additionally, you can visit our QuickBooks Help page if you need articles or references.

QuickBooks Community is available 24/7 if you have more questions. Wishing you all the best!

AlexV... 

Followed links as recommended. Could not execute "Send Message" link. 

7/1/20 “Corrupted Company file. Cannot verify or rebuild Company fie. UsedQB.Log file to identify about error records. Unable to display and correct error files.”

Followed links. Page “send us a message” link dead. Will not execute link to message.

Hello, @TKnuk.

Let me route you to the best available support so we can further look into the error you've received.

Since the Community page is a public space, I'd recommend contacting our Technical Support Team. They have the specific tools necessary to investigate the errors you've received.

Here's how:

1. Click the link to head to the Official Intuit Contact page.
2. Select QuickBooks Mac Desktop.
3. Choose Search for something else.
4. From the Tell us more about your question field, enter Error during Verify/Rebuild.
5. Hit the Search table.
6. Click the Start a Message button. 

Don't hesitate to get back to us again, if there's anything else I can do to help you succeed with QuickBooks.

@TKnuk 

It seems your data file is damaged due to negative inventory. Call and ask Intuit Data Service to fix it. Otherwise, consider purchasing a 3d party file repair service to fix all instances of negative inventory in the file. The service will analyze your data file to identify the items and dates the quantity on hand went negative and then fix all occurances of negative inventory. The repaired file will not have negative inventory and will verify correctly in Quickbooks. There may be a change to the COGS and Inventory Asset account balances after the repair. There will also be a change to the Opening Balance Equity account that will be used to add the inventory adjustments. You will need to add adjusting journal entries after the repair.

Fiat Lux... Thanks. Got interrupted and lost the start of my reply. May be repeating myself here. So... of the 30 or 40 errors reported from QB.log About 1/3rd are Inventory related, 1/3rd paid bit link not set, the remaining 1/3rd are out of balance and reconcile discrepancies. The latter 2/3rds I'm sure are the result of my somehow having 2 company files with same name. Those are recent occurrences early June. Using my current copy of the company file, if I make adjustments to the inventory to eliminate the discrepancies, will that correct the problem? Or will the error recnums still interfere with Validation? Also I tried to access the offending  recnum's but could not figure how to display and edit those records. Any ideas? I've tried to contact recommended QB support but the final screen is set to send a message, but the link to send does not activate. Understand you guts are swamped but Ill try again. Would appreciate it if you  could show me hoe to access and edit offending links.   Thanks Tknuk 

Just saw must recent to me. Seen after my Reply. Thanks.Will follow your ling to Official Intuiot contact page.

FYI... Message link worked this time but just loops;. I assume trying to connect. Tknuk

Hi, I run QB2016 and our business is growing rapidly. We are adding 500GB per year to the file it seems and I am running into difficulty running the rebuild process on the file. I have had the file condensed by professionals once, but we are at 1.2GB again now. I am very concerned about data integrity and would like to know, do I need to consider an alternative to Quickbooks. Many of the forums talk about 1GB being a file size limit, but this is no longer an option for us. Enterprise seems to not like very large file sizes either as far as I can determine.  Condense is not an option in my version of Quickbooks either so I cannot do this every year end either. Perhaps you can advise.

Gavin

@Gavin18 

Do you have QBD 2016 Mac edition? Consider utilize the trial license of QBD 2021 Mac and run the Condense Data utility to split your file. Purchase the license later when you are ready

https:// quickbooks.intuit.com/learn-support/en-us/data-utilities/condense-your-quickbooks-desktop-for-mac-company-file/01/695089#M8969

Hi, this sounds like a solution for now certainly and I will try it. We use windows machines but I assume same features are available in both versions. I am not keen on the newer versions presently because they are subscription only and that would require a step change in investment. I may have to go that way anyway. Is Enterprise any better at handling larger files (much larger).

Hi Gavin.

Yes, QuickBooks Desktop (QBDT) Enterprise is more advanced than the other versions. With this version, you can use and enjoy the up-to-date and latest features available. Moreover, QBDT Enterprise can hold a larger number of entries and files. You can add up to one million names (customers, vendors, employees) and up to one million items (for example, inventory, non-inventory, and service items).

To know more about QBDT Enterprise, you can open these links:

• Compare the advanced features of QuickBooks Desktop Enterprise with other QuickBooks products.
• Maximum number of list entries (list limits and custom fields)

Moreover, you can open the topics from our help articles for more hints while working with QuickBooks Desktop.

If you have any other questions about file sizes supported by QuickBooks, let me know by adding a comment below. I'm always here to help. Keep safe!

---

@Gavin18 wrote:

I am not keen on the newer versions presently because they are subscription only 

---

@Gavin18 

They still offer a one time license of QBD 2021 US version Pro/Premier edition. If you decide upgrading to QBD Enterprise, consider purchasing it thru a partner to get a perpetual subscription discount up to 20% off.

Hi, I realise quikbooks enterprise can handle longer lists, but that does not seem to be the problem for me. The file goes to 1.3GB+ total size quickly with a lot of transaction entries. Then I start to get file errors That I cant clear without assistance. A lot of forums talk about keeping file sizes, even in Enterprise, below this level. My question is, can Enterprise deal with larger total file sizes with a lot of transactions, or do I have to perpetually seek to keep file size below this level. Customer numbers, item numbers would all be below the 10,000 level. This is a major worry for me regarding potential data loss.

Subscription only seem to be the only option in desktop 2021 UK version I'm afraid. Enterprise is much more expensive and to be honest, there are better supported alternatives available here that are similar in cost. Moreover they dont seem to exhibit the same data vulnerability as quickbooks. The latter point is a huge concern for me as I have run into data corruption issues a number of times that I have not been able to sort by myself.

Hi, I would like to run a trail of QB 2021 desktop to compare features. What licence number and product number should I use?

Thanks for chiming in on this thread, Gavin18.

I have the information you need.

QuickBooks Desktop has a free 30-day trial. Before downloading the latest version, make sure that your computer meets the minimum requirements to install the QuickBooks Desktop Premier Accountant 2021.

Then, click the link to download the program in this article: Download a trial of QuickBooks Desktop.

To learn more about setting up your QuickBooks Desktop, feel free to check out this guide: Get QuickBooks Desktop user guides.

If you need anything else, please don't hesitate to leave a reply below. I'm always here to help. Take care!

---

@Gavin18 wrote:

Subscription only seem to be the only option in desktop 2021 UK version I'm afraid. 

---

@Gavin18 

Just to clarify one important thing. Is your company located in the UK?

Ireland actually. We use the UK version

Hi,

That product id / licence combination dont seem to work for uk version download.