Upgrading your version of QuickBooks is supposed to be easy: You install the new software, open your QuickBooks company file, and voila! Your data converts to the the new version, and you carry on.
But sometimes you hit a bump. You open your data file with the new version and you get an error. Sometimes it says you have to rebuild your file first — but it fails the rebuild. Or sometimes it just freezes up and never completes the upgrade process.
That’s a tough place to be. Sometimes your QuickBooks data file appears to be healthy in your day-to-day use of it, but there is a data integrity issue under the surface that isn’t revealed until you try to upgrade it.
If you find yourself in that spot, you have a couple of options.
1. You can just keep using the version of QuickBooks you were using before. This is obviously not a great option, because there was a reason that you are trying to upgrade — you want some of the new version’s features, or you’re trying to maintain payroll support, etc. So not upgrading has some disadvantage for you. But this is the cheapest alternative. If you were not having problems in the previous version, you can probably keep using that version for awhile (or maybe even indefinitely) without encountering data errors. You’ll have to restore a backup of your company to use under your prior version; the semi-converted copy of your file won’t be usable by either version.
2. You can get your data repaired and converted. This can be done overnight or over a weekend, so there shouldn’t be too much downtime for you. There have only been a couple of instances over the years where we couldn’t correct the data problem and convert the file.
Most upgrades have tweaks to the underlying database structure, which is why the file has to be upgraded in the first place. Does the new version have new features in it? Then there are new places for data in the file to support those features. The underlying structure has to be modified to account for the changes. Sometimes the version of Sybase (the underlying database QuickBooks uses) changes, and so the database has to be updated.
Hopefully, in your case, everything will update just fine. But if you are reading this blog post to its end, there’s a pretty good chance everything is not fine in your situation. Give us a call for options.