Resolving Errors: Verify and Rebuild Data in QuickBooks

When using QuickBooks, you may notice problems with company files. The data may not be syncing or the files might be corrupted. In this case, you’ll need to verify and rebuild data in QuickBooks Desktop. The Verify Data feature in QuickBooks locates the most common issues in the company file. The Rebuild Data tool works to correct all the damage.

This article will cover the reasons and step-wise process that helps you run verify rebuild in QuickBooks Desktop and QuickBooks Desktop for Mac.

Reasons for Running QuickBooks Desktop Verify and Rebuild

The common reasons or scenarios where the need to run QuickBooks Desktop verify and rebuild will arise are as follows:

• QuickBooks Desktop throws fatal errors while running.
• You may get discrepancies in your reports, like bills or invoices posted with negative values.
• QuickBooks program might be crashing or freezing.
• Your balance sheet might not be showing all accounts.
• Missing transactions might be a cause.
• The Sync Engine might be taking too long to sync.
• Payments you’ve already deposited might still appear as pending.
• There may be missing names in the list.
• Sync Engine might be stuck on a particular table.
• You may be getting (temp) list IDs instead of list names.

Step-Wise Process of QuickBooks Damaged File Repair

The QuickBooks damaged file repair process through the verify and rebuild data utilities are as follows:

Step 1: QuickBooks Verify Data of your Company File

Here’s the process of QuickBooks verify data to find the issues in your company file:

1. Choose Window, then click Close All.
2. Click File, then choose Utilities.
   
3. Choose the Verify Data option.
4. These three options will come and here’s how what they mean:

1. “QuickBooks detected no problem with the data” – There’s nothing else to do because your data is clean.
   
   
2. If any error message pops up, you need to search for it on official sites and links for resolutions.
3. “Your data has lost integrity”- This message shows your data is corrupted or there’s damage in the file. You’ll have to repair the QuickBooks file through the Rebuild Data feature.

Step 2: How to Rebuild Company File in QuickBooks

Here is the step-wise process of how to rebuild company file in QuickBooks:

1. Click File, Utilities, then click Rebuild Data.
2. QuickBooks will request that you have a backup before rebuilding the company file. Choose OK. It’s important to back up company files before you rebuild QuickBooks file. It’s because some entries may get deleted while fixing. A backup will make sure you have a copy secured before any changes are made to the file.
3. Choose the folder where you want your backup file to be saved, then click OK. Don’t replace any other previous backup file. Put a new name in the File Name section, then choose Save. In case the backup fails, you should choose Cancel on the rebuild prompt and get assistance from experts. The rebuild process will run automatically after the backup is finished.
4. Click OK on the message Rebuild has completed.
5. Look for more damage by going to File, choosing Utilities, then clicking Verify Data.

• If more damage becomes visible by verifying data, you’ll have to take manual steps for QuickBooks file repair. Detect all the error solutions in the qbwin.log on the official QB Desktop support website.
• If you can’t find your error, you must restore the latest backup. Choose File, then go to Open or Restore Company. Note: You should not replace the company file that exists currently. Instead, you should manually re-enter that information in the company file you’ve added after creating a backup.

Steps to Verify and Rebuild Data in QuickBooks Desktop for Mac

Here’s how you can verify and rebuild data in QuickBooks Desktop for Mac:

Step 1: Verify Data of your Company File

Undertake company file verification in QuickBooks Desktop for Mac before rebuilding it. The errors and data damage should become visible with the scan.

1. Choose File, then Utilities.
   
   
2. Click Verify Data, then OK. This will close all windows.  If there are no problems with the data, your work is done. However, if the message “Your data has failed the integrity check” comes up, it prompts you to run QuickBooks Rebuild Data.

Step 2: Rebuild Data of your Company File

Fix any errors or data damage found in the company file with the help of Rebuild Data- QuickBooks repair utility:

1. Choose File, then click Utilities.
2. Click Rebuild Data, then OK to close all windows.
   
   
3. Choose OK if QuickBooks requests you to rebuild the company file. You can also click Cancel if you do not want to back up and go straight to rebuilding the company file.
4. QuickBooks will ask you to update your backup preferences if they are not set up already. Choose Backup Preferences, then edit per the needs, and click OK.
5. Once the backup is over, choose Show in Finder to find the backup. You can also click OK if your work is done.
6. Choose OK once the rebuild is over. You must go through the verification process again to ensure no error or data damage remains. If there are errors, you’ll have to rebuild the file again.

How to Resolve Errors Manually?

If you are okay fixing errors manually, check the error codes through the Verify Data tool, and look for resolutions yourself. The Verify results window will show the error message and steps to fix it. If manual resolution is not an option, you can also get in touch with experts. One thing to make sure before you do something manually is you must create a backup of your file.

Fixing Errors Using Transaction Record Numbers

When you verify your company file, record numbers assist in locating errors that QuickBooks finds. You’ll get a link to access your QuickBooks.log file if there are errors. This file has the list of errors in your company file.

You can find your QuickBooks.log file at any time as follows:

1. Press the command key, hold it, and click Go and Library.
2. Double-click the Logs folder.
3. Then, double-click the QuickBooks.log file.

There will be record numbers referenced as RecNum and RefNum in the QuickBooks.log file. These internal numbers are handy for the QB program. For instance, an error states, “Verify Employee YTD Bal: YTD out of balance. Name = Dan T. Miller. Ref = 368.” In this scenario, the record number says 368.

1. Click the Edit menu, then Find.
2. Search for @recnum and input the record number (e.g., @recnum 368).
3. QuickBooks will display all records associated with that transaction number. Review the results and adjust or reenter the data to resolve the issue. If the problem persists, reach out to expert support for further help.

Summing Up

Verify and rebuild data in QuickBooks Desktop without worries with this complete guide. This guide helps you when you can’t seem to fix the glitches causing issues in accessing company files. The verify and rebuild utilities are very helpful in smoothening the company file problems. Additionally, with backups, you can prevent losing your data while rebuilding. However, if you still face issues and can’t seem to fix them manually, get in touch with experts for help.

FAQs

Is it safe to rebuild data in QuickBooks?

Yes, it’s completely safe to rebuild data in QuickBooks when your company file corrupts or faces data damage. However, it would be intelligent of you to create a backup of your files. It’s because the rebuilding process can erase some transactions or entries.

What causes QuickBooks data corruption?

QuickBooks data corruption may be due to network connection issues, improper system shutdown, large file size, file path problems, data discrepancies, VPN usage, and hardware problems.

When should I rebuild my QuickBooks file?

You should rebuild your QuickBooks company file when:

1. You see fatal errors.
2. Your file crashes or freezes.
3. The reports show missing lists, transactions, or accounts.

What is the difference between Verify and Rebuild?

Verify Data in QuickBooks aims to find errors in your company file after scanning. The Rebuild Data feature is a repair utility that resolves the issues that plague your company file. So, it will fix everything and provide you with an error-free company file to access.