How to Verify Data in QuickBooks?

A large QuickBooks data file is susceptible to corruption that can render the data in it inaccessible. QB data can also turn inaccessible and get damaged due to faulty hardware, network issues, malware attacks, etc. This is why it is important to verify QuickBooks data periodically to ensure it is intact and is not damaged in any way.

An Overview of Verify Data Utility

QuickBooks provides a built-in ‘Verify Data’ utility to check if the QuickBooks database is in good order and is not corrupted. Essentially, the utility helps find data issues in the company file (QBW) file, such as:

• Data consistency errors due to discrepancies in the reports
• Missing transactions or names from the list
• All accounts are not visible in the balance sheet report
• Problems preventing backup from continuing

Steps to Run the Verify Data Utility

Follow these steps to perform data verification:

Note: If you are using QB in multi-user mode, ensure to switch it back to a single-user mode before implementing the following steps.

• Head over to the upper left-hand corner of your QuickBooks main menu and click File.
• Click Utilities and then click the Verify Data option.

• If running the Verify Data utility finds no issue with your data file, it will return a message that reads as: “QuickBooks detected no problem with your data.”
• If there is a problem with the data, QuickBooks will tell you that a rebuild is required.

Steps to Rebuild QuickBooks Data File

Do the following to rebuild the QB data file and fix data damage:

• In QuickBooks, go to File, hover over Utilities, and select Rebuild Data.

• When prompted, click OK to close any open windows in QuickBooks.

• QB will prompt you to back up the company file. Click OK to continue.

• Select the desired location to save the backup file and then press the Save button.

• A message ‘Rebuild has completed’ will appear after completion of the rebuild process.

Once the rebuild process is complete, run the ‘Verify Data’ tool again to check for remaining corrupted data. If the data is still corrupt, you will need to restore it.

Methods to Repair QuickBooks Data

Use the methods in the given sequence below to restore the QB file:

Method 1 – Run QuickBooks File Doctor

QuickBooks File Doctor can help fix any network or other issues preventing a company file from opening. It helps fix errors, such as H202, H303, -6150, -6147, etc., causing data damage in the QBW file. The File Doctor tool is available in the QuickBooks Tool Hub. Refer to this link to learn how to use the tool to fix a company file.

Method 2 – Restore a Recent Backup

If repairing the company file using the file doctor fails, restore the file from the most recent backup file. For this, click the File tab in your QB program and then click Restore. Read this blog for detailed steps on restoring a QB data file from local backup.

Method 3 – Use a QuickBooks® File Repair Tool

Use a QB file repair tool, like Stellar Repair for QuickBooks® to repair any corruption error in the company file (QBW). It also supports recovery of QBW file data from the backup file (QBB). The software supports the latest QB version 2023 till 2007. You can use the software to repair a severely corrupted company file of QuickBooks® Enterprise, Pro Desktop, and Premier Editions.

Conclusion

It is essential to run the ‘Verify Data’ utility on a QuickBooks company file to ensure data integrity. If the utility finds any data damage, you can rebuild the QB data using the steps discussed in this blog. If this doesn’t work, restore the latest backup file. If rebuild fails, try repairing the corrupted QuickBooks file using the File Doctor tool or a professional QuickBooks® file repair tool.

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About The Author

Charanjeet Kaur

Charanjeet is a Technical Content Writer at Stellar®who specializes in writing about databases, e-mail recovery, and e-mail migration solutions. She loves researching and developing content that helps database administrators, organizations and novices to fix multiple problems related to MS SQL and MySQL databases and Microsoft Exchange.