“I’m using an old version of QuickBooks, and my hard drive died today. QuickBooks won’t give me the install codes – they say they don’t support my version anymore, and I have to upgrade. But I don’t want to upgrade! I just want to reinstall my old version.”

I have this conversation with users all the time. And it’s a shame. The solution would have been simple if they had only backed up their license keys and install codes.

This isn’t just about QuickBooks. It’s about any software you use that comes with registration/installation codes and keys.

The simple fix?

1. Make sure that you keep your license keys/codes with your original install CD. Write it on a label and stick it on the jewel case with the install CD. If you downloaded your software, see #2.

2. Create a document that contains your license keys. It could be just a Word or text file. Whenever you install new software, update the file with a new line that has your software’s name and version plus any registration keys or codes.

With QuickBooks 2010, you had to call Intuit directly on the phone to get a ‘verification’ number that was needed to complete the software registration. Make sure you keep that number with your other registration info.

Make sure that your registration information file is either backed up to an online backup service, or is an online document in the first place (like a Google Docs file.)

Why backup your license keys? Because before you know it, your software vendor won’t give them to you anymore. So take ten minutes and do this. Then, when the day comes and you need to reinstall your old software, you won’t need to panic or call anyone. You’ll just grab your keys and go.

Posted in IT.

What version of QuickBooks am I using?

What edition of QuickBooks am I using?

What update patch do I have installed?

How big is my data file?

How fragmented is it? (And thus, how potentially unstable is it?)

Where is my data file located?

Where is my license number information?

All these questions and more are easily found simply by pressing the F2 key when you are in QuickBooks with your company opened.

If you find yourself needing support, through QuickbooksUsers.com or otherwise, this will probably be information you are going to need.

The update patch is shown right after your version. In this screen shot, it shows R5P.

If your file size is large (250MB or more for Pro or Premier versions, 750MB or more for Enterprise) and your DB file fragments are high (20 or more), then your file is potentially more likely to get corrupted. You can get those numbers down with supercondensing or a company recreate.

One other nice number from the F2 screen: free memory. QuickBooks likes to have lots of elbow room.