There is nothing worse than starting your workday and discovering that a problem exists within your QuickBooks data file.
You can be proactive and reduce the chances of this happening by following two simple steps:
- Verify your QuickBooks data on a regular basis
By clicking in File > Utilities > Verify Data (in the menu bar), you will allow QuickBooks to run some self-diagnostics to ensure that all is well within your important critical accounting data. My suggestion is to run this at least once per month. Doing it more frequently certainly won't hurt anything.
This step is especially important if your QuickBooks data is stored on a server. Many times, it is "assumed" that the data on the server is being backed up and cared for properly. Bad assumption! Unless you or someone on your staff verifies your data on a regular basis, you will have no idea that trouble is lurking in your file.
- Rebuild Your Data File Periodically
Also tucked away at the File > Utilities menu is the option to Rebuild Data. I encourage you to be proactive and do this on a regular basis as well.
Think of your QuickBooks data as a series of filing cabinets that store various information. As you know from the paper-based filing cabinets in your office, things can get unorganized and messy inside those cabinets pretty fast. The same can happen inside your QuickBooks "filing cabinets".
The Rebuild Data feature allows you to get in and reorganize the filing cabinets and keep your QuickBooks running in optimum fashion. My recommendation is to run this at least on a monthly basis as well. In some cases, the verification process mentioned above will indicate that a data rebuild is required and walk you through the steps to take care of it.
Naturally, other issues may exist that prevent you from accessing your QuickBooks information (i.e. computer problems, network outage, etc.). However, by verifying and rebuilding your data on a regular basis, you will have the ability to manage and monitor things and possibly prevent a headache down the road.