How to rebuild a company file
Problem
You use the Verify Data utility and get a message that the utility has failed or that it identifies a b-check error. Rebuilding the company file may also be recommended as a solution to other problems.
Assumptions
The company file is on a local computer.
Expected Outcome
You will rebuild the company file.
Details
The Rebuild Data utility repairs damage in a QuickBooks company file. The utility attempts to repair or update data found to be in an incorrect state. The Rebuild Data utility may permanently delete transactions or list entries that are damaged beyond repair or that threaten the overall integrity of your company file. Be sure to follow all recommended precautions to protect against permanent data loss.
Important: If the company file is on a network drive, copy the file to your local computer before attempting to run this utility. Never rebuild or update a company data file that is located on a remote drive (for example, by accessing it over your network).
If you are running QuickBooks on a network drive and need to copy the company file to your local computer before rebuilding the company data:
- From the Windows Start menu, choose Search > For Files or Folders.
- In the Search Results window select All Files or Folders.
- Enter the company file name in the All or part of the file name box.
- In the Look in box, select Browse, then select My Network Places. Click OK and then click Search.
- In the Search results section, single-click the company file, select Edit from the menu, and then Copy.
- Right-click once on the Desktop, and select Paste.
- Open QuickBooks while holding down the Ctrl key down; this will open QuickBooks without opening a company file.
- From the File menu, choose Open Company.
- Click the Look in drop-down, and choose Desktop.
- Select the company file, and choose Open.
- Once rebuild completes, copy the file back to the network drive location.
To rebuild your QuickBooks company file:
Choose Window > Close All.
Choose File > Utilities > Rebuild Data. (In Simple Start, choose Maintenance > Rebuild Data.)
When a message warns you that rebuilding requires backing up your company file, click OK.
Do not replace your current backup. Instead, use newly formatted removable media for a new backup. If necessary, back up to your local hard drive. If a message asks if you want to replace the backup file, click No. To avoid overwriting your current file, enter a new name in the Filename field.
At the bottom of the QuickBooks Backup window, click OK.
If the backup fails, select Cancel at the Rebuild prompt. Then make a copy of the company file and try to use the Rebuild Data utility with the copy of the company file. Give the copy a unique file name. Caution: Do not try to rebuild your original company file if the backup is not successful. This may lead to permanent data loss.
The Rebuild Data utility starts as soon as the backup is finished. Click OK when you get a message that the rebuild is complete.
Close your rebuilt company file, and then reopen it to refresh the lists in the file.
Choose File > Close Company.
Choose File >Open Company. Select the company you want to open, and click Open.
Review your check register and your Balance Sheet and Profit and Loss reports.
