How to Verify and Rebuild Data in QuickBooks Desktop

Before you start

• Run Verify Data when QuickBooks shows an error or behaves oddly. Intuit's steps for moving Enterprise to a new version also verify the file first.
• Rebuild Data needs single-user mode. Verify Data runs in multi-user mode, but others can't work while it runs.
• Rebuild makes you back up the file first. Save the backup under a new name, and don't replace an existing backup.
• If you use Assisted Payroll, Intuit says to contact it before you rebuild.
• Allow time. QuickBooks may say it's not responding during a rebuild. If you can still move the mouse, it's working.

We suggest keeping your own backups as well. See how to back up and restore a QuickBooks Desktop company file.

Step 1: Run Verify Data

1. 1Go to Window > Close All.
2. 2Go to File > Utilities > Verify Data.
3. 3Wait for the result.

Read the result

• QuickBooks detected no problems with your data: the file is clean. You don't need to do anything else.
• Your data has lost integrity: QuickBooks found damage. Go to Step 2. If QuickBooks offers Rebuild Now or View Errors, Intuit says to select Rebuild Now.
• Any other error message: search Intuit's support site for that exact message and follow its fix.

Step 2: Run Rebuild Data

1. 1Make sure everyone else is out of the file, then go to File > Switch to Single-user Mode.
2. 2Go to File > Utilities > Rebuild Data.
3. 3When QuickBooks asks to back up the file first, select OK.
4. 4Choose where to save the backup, enter a new file name, and select Save.
5. 5Wait for the rebuild to run. QuickBooks may look stuck, but if the mouse moves, it's still working.
6. 6When you see Rebuild has completed, select OK.

Step 3: Verify again

1. 1Go to File > Utilities > Verify Data.
2. 2If QuickBooks finds no problems, select OK and keep working.
3. 3If it still finds damage, rebuild again.

Two or three rebuilds are normal, according to Intuit. If each verify shows different errors rather than the same ones again, you're making progress, because some problems clear only after others are fixed. If the first rebuild took more than two hours, Intuit says to contact support.

Step 4: Read the details

On Windows, QuickBooks writes messages from Verify, Rebuild and Condense Data to a log file called QBWin.log. Each QuickBooks version has its own log, and QuickBooks starts a new one each time it opens.

See the last verify or rebuild

1. 1Open QuickBooks and your company file.
2. 2Press F2 to open Product Information.
3. 3Select Review last Verify / Rebuild.
4. 4Select Expand All to see any errors.

Open QBWin.log

1. 1Press F2 or Ctrl+1 to open Product Information.
2. 2Press F3 or Ctrl+2 to open Tech Help, then select the Open File tab.
3. 3Select QBWin.log, then Open File.
4. 4Press Ctrl+F and search for Begin Verify to find the latest check.

Not every line is a problem. Intuit says a message that a .LCK file can't be found isn't a sign of data damage.

An item error you can fix by hand

One error Intuit documents involves items on orders: LVL_ERROR--Error: Verify item history Target quantity on order mismatch. A rebuild alone can fix it. If it doesn't, Intuit's manual fix is:

1. 1In QBWin.log, find the error and note the order, item and quantity it names.
2. 2Open that order in QuickBooks.
3. 3Delete the item line shown in the log, not the whole order, and select Save & Close.
4. 4Reopen the order, add the item and quantity back, and select Save & Close.
5. 5Run Verify Data again.

If the file verifies cleanly but inventory still doesn't agree with the balance sheet, see how to fix an inventory valuation mismatch.

If errors remain after rebuilding

Intuit's articles suggest these next steps:

1. 1Update QuickBooks to the latest release, then rebuild again. Repeat while the errors keep changing.
2. 2Run QuickBooks File Doctor. Open the QuickBooks Tool Hub, select Company File Issues, then Run QuickBooks File Doctor.
3. 3Back up the file, then fix the remaining errors by hand. In Verify Results, select Expand All, then See Online Article for each error.
4. 4Restore a recent backup. Intuit says not to replace your current company file. You'll need to re-enter work done since the backup.
5. 5Contact Intuit support. Its Data Services team can use Auto Data Recovery on errors the rebuild can't fix. Intuit says it needs at least 48 hours, and fees may apply.

Intuit says errors such as Verify Primary: Duplicate transaction number often follow QuickBooks closing unexpectedly, a power outage or a server failure. For the update step, see how to update QuickBooks Desktop to the latest release.

Errors Intuit calls unrecoverable

If any of these errors remain after the steps above, Intuit says to restore an older file or create a new one:

• -14113, 0
• -6150, 1006
• C=44
• Database disk image is malformed
• Warning, no such table:schemaHistory

Where QuickBooks Desktop leaves the work to you

• Nothing runs Verify Data on a schedule. Someone has to run it and read the result.
• Rebuild needs everyone out of the file, so in a busy office it's after-hours work.
• Errors that remain point to Intuit articles, but applying each fix is manual.
• A restore brings back only what the backup holds. Work entered since then has to be keyed again.
• Keeping recent backups you can restore is your job.