If you encounter a problem with your QuickBooks file, here is everything you need to know in order to rebuild it. This can happen for a variety of different reasons such as getting an error while you are trying to save something, the balance sheet is not balanced, or you are trying to verify a file and it says that you should rebuild since there are errors in the concerned file. Whatever the case, we’ve provided a simple set of instructions for you to rebuild that file with ease.
Rebuilding a QuickBooks File
You need to log in as admin to the copy of your company in order to rebuild the test copy. After that, click File -> Utilities -> Rebuild Data
This will shut all the windows in QuickBooks that are open and will then help you generate a current backup of your data as a QBB file. (If you have set the back up to verify and the verification fails, you can select the “No verification” option from the backup window)
The rebuild immediately starts as soon as the backup is made. It takes a few minutes for a small file but it can take several hours if the file if big or badly damaged.
The older versions of QuickBooks would give a message at the end of the rebuild telling whether it was successful or failed, however, the 2017 version gives a message saying “Rebuild Completed”
Clicking on the view issue button will allow you to see what happened and will show a report of everything that it fixed or wasn’t able to fix.
Sometimes, rebuilding can significantly affect account balances or customer balances without warning. Therefore, even if the rebuild succeeded, it is necessary to print out a customer aging report, a balance sheet and a vendor aging report to see if any value has changed.
You can also run reports on this since the rebuild was run on the copy of the actual file and then open the original file and compare after running the same reports.
Also, check out P&Ls because, in some cases, rebuilding can also affect them too.
It might be that the balances were incorrect before and the rebuild fixed them but it is important to be aware of the changes since sometimes the rebuild makes changes that don’t align with the norm.
A rebuild can also disconnect transaction that is supposed to be linked. For example, a payment can get detached from the bill it was used to pay, leading to a vendor bill getting unpaid. This is why it is necessary to survey the aging reports and compare the numbers after the rebuild with the original numbers.
If you find that the rebuilt file conforms to the reality, you can make it your main working file and go forward.
Sometimes you might see an error saying “We couldn’t fix some of your errors”.
In that case, you can:
- Rebuild the test copy of your file again and again until it works out. Running the rebuild command a lot of times can sometimes fix the problems that didn’t get fixed previously.
- Make sure you create back up so you have the version of the file before the error occurred. This would ensure that your file gets verifies without any problems, the balances are correct and the transaction is not disconnected.
- Get the help of an experienced professional.
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