Verify data in your Quickbooks Data File

Broken database links still giving you trouble? If, after re-sorting your list, you are still experiencing unusual results, you’ll want to verify your data.

The QuickBooks Data File Verification Feature…

…is designed to detect problems with the data and related links.

To use this Quickbooks data file verification, follow these steps.

1. Before verifying, QuickBooks will need to close all open reports, windows, and Navigators, so it’s a good idea for you to jump in and do it before you start the process.
2. We recommend switching to “Single User Mode”. Why? Although you can verify in multi-user mode, other users won’t be able to use the file while you are verifying, and the verification is more limited.
3. Click on File on the taskbar.
4. Select Utilities.
5. Select Verify data. Let the QuickBooks process finish. Don’t interrupt the data verification process.
6. You will see one of the following messages:
   • QuickBooks detected no problems with your data
   • Warning: Data has lost integrity. Close all windows and choose Utilities and Rebuild Data from File menu. If you see this message again, call Intuit Technical Support.
7. If you see the second message, you will want to use the Rebuild command as indicated above in your QuickBooks data file.

QuickTip From Diane

I sometimes run a “Rebuild” even when I get the first message, as experience has shown that the rebuild process has fixed one or more transactions that weren’t detected as problems by the Verify Quickbooks data file process.

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Rebuild Data Command in your QuickBooks data file

When you choose the Rebuild Data command, you will be forced to back up your data file. You may want to name this backup “BAD and REBUILD” so that it’s readily identifiable.

QuickBooks will rebuild your data file in two passes. If your Quickbooks data file is quite large, this may take a while. I’ve noticed that the file typically is smaller after the rebuild, so it appears that the process also re-organizes the data in a more efficient manner.

The rebuild process should (but isn’t guaranteed to) re-establish all of the links and pointers. When the rebuild is complete, QuickBooks normally will tell you that the rebuild was successful. The system does not, however, tell you that your data has been verified and that no problems exist, so you should run the Verify Data utility again.

• If you see the “no problems” message, you should be “good to go”.
• If you see the “lost integrity” message, re-build a second time and re-verify.
• If you still see the “lost integrity” message after the second re-build, you may have a corrupted data file. Please contact your ProAdvisor or Intuit tech support as quickly as possible.

Regards – Diane Gilson

Related QuickBooks Data File Articles: Part 1 | Part 2 | Part 3

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Copyright: Diane C.O. Gilson, Info Plus ( + ) Accounting®