How to Verify and Rebuild Your Company File
Over time, your company file may develop problems which require maintenance to the company file. This happens in two steps. First, the Verify Data function identifies the most commonly known data issues within a company file. If needed, the Rebuild Data function resolves most of the data integrity issues that the Verify Data function finds.
Common reasons to use the Verify and Rebuild features:
- Fatal error messages may be displayed.
- Discrepancies may show up on reports, such as invoices or bills that post with a negative values.
- Deposited payments may show up in the Payments to Deposit window.
- Balance sheet reports may not show all accounts.
- Names may be missing from lists.
- Transactions may be missing.
It's a good policy to periodically run a well-data checkup to make sure your company file is error free.
Verify data
- From the Window menu choose Close All. This will close all open windows.
- Now verify the data. From the File menu choose Utilities. Now select Verify Data.
- The message "QuickBooks detected no problems with your data" means your company file is healthy and no further action is needed.
- If you receive a specific error message, there may already be an article for it. Try searching for it in the QuickBooks Support site for specific instructions.
- The message "QuickBooks found some problems with your company file..." indicates there is damage in the company file. Continue to the steps below to correct the problem.
Rebuild data
- From the File menu choose Utilities. Now select Rebuild Data.
- You will receive a warning message to backup your company file. Click OK. A rebuild requires a company file backup beforehand because in rare cases the process may need to delete transactions or list entries to fix the file. A backup of your company file will ensure you have a secure copy of your company file before any changes are made to it.
- Select where you want to save your backup, then select OK at the bottom of the QuickBooks Desktop Backup window.
- If a message asks if you want to replace another backup file, select NO. Enter a new name in the File name field and click Save.
- The Rebuild Data utility starts as soon as the backup is finished.
- Click OK when you get the message "Rebuild has completed".
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