When a data file is under 200 MB it is easy for the software to keep the data in the correct order and add new data in the correct place so it knows where to find it for future use. Issues start when the data file grows larger than this, and the software struggles to keep all of the data in order.
This can result in incorrect reports, and one obvious place to start is by looking at the Balance Sheet. If the total Assets do not equal total Liabilities and Equity, then you know you have a problem. Corruption can also be found by comparing the balances in like accounts on different reports. Net Income, Accounts Receivable, Accounts Payable and other balance sheet balances can be compared to other reports in QuickBooks. If these amounts do not tie, then the QuickBooks File could be corrupted.
Damaged files could be addressed by creating a separate back up or file copy of the data file before verifying or rebuilding to protect against permanent loss of your data. Run the QuickBooks ‘Verify Data’ function. This will confirm the corruption in QuickBooks and recommend a ‘Rebuild Data.’ Run the QuickBooks ‘Rebuild Data’ function. This process essentially pulls all of the data in the file apart and reassembles it in the correct order.
Run the QuickBooks ‘Verify Data’ function again. If the verify completes, test the file by running the reports that were showing errors to see if they have been fixed. If the errors still exist, there is most likely corrupt data.
Using the “File Condense” functionality helps reduce file size. Creating Journal Entries that summarize the monthly activity before a client selected dividing date would remove all transaction before a certain date. While more effective than the previous, this method takes longer to perform because it requires entry of Opening Balance and Outstanding AP, AR and Banking once complete.
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