And the biggest kahuna of them all: QB Pro 2013, 9GB. File fails verify. That’s right, this is a Pro file! This file had over 30 million transaction links in it — the most we’ve ever seen in any QuickBooks file.
What did the users do? They sent us the files to be supercondensed and/or repaired. Sometimes rebuilding and condensing files within QuickBooks works. When it doesn’t we can (most of the time) repair and supercondense a file even when the built-in tools in QuickBooks fail.
Is your file’s size of concern? How about list size? How does it perform?
We frequently hear from people that they can’t backup their QuickBooks file:
* The verification stage of the backup process fails
* The backup command crashes
* Regular backups can be made, but portable files cannot be created
The problem might be media related, but it’s most often caused by data corruption. Here are the DIY fixes:
* Rebuild your company data (File / Utilities / Rebuild Data) and try again. The Rebuild command can often fix things in the file that prevents a verified backup from being created.
* Try backing up to a local hard drive, instead of to a network server, cloud drive, external drive, or USB drive. All those kinds of drives, besides a local hard drive, could possibly have connectivity or speed issues that would prevent a successful backup being made. Try backing up to your Windows Desktop and see what happens.
Still having problems? Then your data is probably corrupted to the point where the Rebuild command can’t fix it. If that is the case, you have three options:
1. Restore your last good backup and go forward from there. That might or might not require a good bit of data rekeying.
3. Ignore the problem. There are some obvious risks with doing this, but sometimes data can be damaged enough to prevent a verified backup being made, but that otherwise doesn’t cause errors in the operation of QuickBooks. If you choose this option, you can turn off the verification option in the backup command so that you can still make backups. Please note, however, that you are backing up damaged data.
Any other thoughts on this? Any other options or workarounds to consider?
Thinking about migrating from QuickBooks desktop to QuickBooks Online Edition? What if your file is too big?
There is a way around this obstacle, but first, a little background.
It used to be that if your QuickBooks file was bigger than 200MB, it wouldn’t migrate to QuickBooks Online…too big. You’d get an error when you tried to create the QuickBooks Online export file.
Then the limit changed, and it was a limit on the total number of transactions that your file contained.
As of today’s writing, the limiting factor is on how many “targets” exist within your file. A “target” is basically a line of detail within a transaction. If your file has more than 350,000 targets in it, it’s too big to migrate to QuickBooks Online.
You can find out how many targets your file has by opening your company in QuickBooks and pressing the F2 key.
In the screenshot above, the total targets is less than 6,000. This is from a sample set of data, and an actual working set of data — particularly with lots of inventory or jobs transactions — will have a high total targets figure.
So if you have a ton of transaction detail in your file — move than 350K lines — but you want the advantages found in QuickBooks Online Edition, what can you do?
The first thing to try would be the built-in Condense command in QuickBooks. Try it on a copy of your file. If the Condense command is found in your version of QuickBooks, it’ll be in the File / Utilities menu (the command is not in all versions).
Why would you want to run Condense on a copy? Because sometimes the Condense command will freeze and you’ll have to exit QuickBooks abnormally. If that happens, you don’t want it happening on your live data. But when the Condense command works well, it works well, so try it and see what happens.
If the Condense command succeeds, then you can strip out lots of old transaction lines, and possibly bring the file down to the point where you can successfully create the export migration file.
If the Condense command doesn’t work, or doesn’t get enough reduction to make the data migration possible, then you could consider getting your file prepared for migration. This is an external process we provide that can reduce your file’s size (and targets) by 50-80%. We remove all but the last 1-7 years of data (your choice), and create the export file (OE.qbw) that is ready to send into QuickBooks Online.
QuickBooks permissions let you permit — or restrict — your users’ activities in QuickBooks. If you have more than a couple of employees’ who use QuickBooks, you probably take advantage of this feature.
When I posted “How to Restrict User Access in QuickBooks” a few years ago, it elicited scores of questions and comments. My thanks go out to all those commenters. Here’s a summary of those comments and answers:
What is possible to restrict in QuickBooks (partial list):
You can restrict…
Access by module (Sales, Payroll, etc.)
Ability to change or delete existing transactions
Access to especially sensitive information like bank accounts, customer credit cards
Access to financial reports
What is impossible to restrict in QuickBooks (any edition):
You cannot restrict…
Name-based access (e.g. you can’t allow transaction entry or reporting for some customers / jobs / employees / vendors / sales reps, while restricting others)
Changing other users’ entries, but allowing you to change your own entries
Access to only selected reports (as opposed to whole categories of reports)
Access based on payroll group, weekly vs. bi-weekly, for example
Date-based access (e.g. running reports or viewing transactions only data before or after a certain date)
Account-type access (e.g. able to view P&L accounts but not BS accounts)
Viewing of the item list
Access to bank accounts without access to paychecks
Field-level access, e.g. disallowing a sales rep from changing the sales rep field, or disallowing access to inventory cost while retaining access to QOH
Allowing the entry or reconciliation of some bank accounts or credit cards, but not others
Entering a transaction without being able to see the previous entries also
There are many examples of restrictions that are possible in Enterprise edition but not in Pro or Premier editions. Here are a few differences that came out of the comments.
What ispossible to restrict in Enterprise, but impossible to restrict in Pro or Premier:
Preventing the viewing the Employee Center’s list of employees
Allowing access to estimates without also giving access to other sales/receivables functions
Allowing access to payments without also giving access to invoicing
Allowing creation of purchase orders but no other A/P entries
View-only mode for non-financial reports, without also giving the ability to enter transactions (e.g. you can’t keep access to A/R reports without also giving access to A/R transactions)
Which of the “impossibilities” listed above do you think Intuit should definitely address in a future version?
How? You can continue using your product, but any connection between your QuickBooks 2012 product and outside services (e.g. payroll) will stop working. You won’t be able to sign up for tech support, or any services, for your product.
Why? According to Intuit’s website, it’s because they are “committed to developing easy, straightforward financial tools that help you today and grow with you tomorrow. But it’s a balancing act – making QuickBooks better and easier to use while still supporting older versions.”
If you are using a QuickBooks 2012 product now, you can upgrade to a more recent version, and your data should automatically convert up when you first open your company with the newer version.
So is there any more growth potential for QuickBooks? Yes…among the self-employed. There are, Michal Clements says, 15 million self-employed individuals who have a “casual approach” to their books. (Shoeboxes, anyone?) These are folks who are have not yet used technology to address their self-employed bookkeeping needs. How will these entrepreneurs be reached?
Intuit wants to reach them through something called QuickBooks Self-Employed. This version of QuickBooks lets you record expenses and income, manage quarterly estimated payments (it can interface with TurboTax), pull data from your bank account or credit card accounts, write checks, and more. (They are working on billing capabilities now, according to their website.)
So it strikes me as an application that has more than personal finance (like Mint or Quicken) but less than general accounting (like QuickBooks desktop or Online). It is phone and tablet-based. It is licensed as a service, which is very much in line with Intuit’s recurring revenue model strategy. What would be the lifetime customer value of 15 million monthly subscribers? It boggles.
Almost everyone cheers for their home team. But who cheers for unknown strangers on an unknown team?
I was at a high school track meet in the Colorado Springs area. Towards the end of the day, in the 3200m (2 mile) race, all the runners had crossed the finish line except one. There were hundreds of spectators in the stands…and one boy on the track.
He was coming into the stretch a good minute or more behind the next-to-last finisher.
This runner was out of gas, in pain, but he had his game face on and was finishing with the best kick he could muster. He was finishing purely for pride.
As he passed our section of the bleachers, one of our track moms stood up. She started yelling, “Run! Run! Come on, boy in blue!” She started clapping. We all clapped and cheered for the boy in the blue jersey. We didn’t know him, didn’t know his school. But someone saw his courage and perseverance and cheered him on. And then so did a lot of the rest of us.
It’s a good thing to cheer for the home team. It’s also good to cheer for brave strangers.
What if you upgraded your QuickBooks Pro or Premier data file to QuickBooks Enterprise Solutions and now need to revert back?
There’s a way for it to be done. Here’s what real users have said:
“We used the downgrade service from QB Enterprise to Premier. It worked flawlessly. We got our company file back in less than 24-hours and couldn’t be happier. Thanks!” — Jonathan, Fresh Start Vitamin Co.
“This service WAY surpassed my expectations!! I received the converted file less than 12 hours after I submitted it for conversion. WELL worth the money spent. Also made me look like a hero to the nonprofit company we were helping. Thank you so much!!” — Heidi Jennings, Watermark CPA Group, Inc.
“I really appreciate how fast and easy you made the transition from Enterprise to Pro for me. Thank You!” — Peter Garza, Scantech Utility Detection Service, Inc.
The process is simple. You order the service and upload your file to us. We convert it and email you a secure download link to retrieve your converted data. The file you get back from us is ready to use in Pro or Premier. The data will be as if it had been created and used in your version of Pro or Premier from the beginning. You don’t have to rekey, recreate, or export/import anything…it’s a turnkey service.
QuickBooks 2015 collects data about you. It happens by default. It’s an opt-out arrangement, not an opt-in one. What do they want to know about you?
“We collect information about the features our customers use, how they navigate through the product, and other demographic and quantitative data. We also collect information about your license, product, system, or other technical data that help us direct you to the appropriate information or services. We don’t collect data that is identifiable to your employees, customers, or vendors.” (emphasis mine)
Why do they want information about you?
“We will use the data to improve your experience, to enhance our products and services, and to recommend products, services, and promotional offers that we believe will add value to your business.” (emphasis mine)
Oof. I don’t think I want Intuit (the maker of QuickBooks) recommending products, services and (especially) promotional offers to me. Opt-in marketing has been a marketing best practice for a long time (although browser-based marketing doesn’t practice it). Opt-out marketing is better than giving you no choice at all, but it doesn’t build many trust points with me.
So how do you opt out of QuickBooks collecting information and using it to serve up marketing offers to you?
Click Help / QuickBooks Usage & Analytics Study. You’ll see this:
Click the Discontinue button. (Because, until you opt-out, you’re in!)
That’s it. You’ve opted out.
Anyone want to argue for the side of participating in the “Usage & Analytics Study”? I’d like to hear your point of view.