Preventing QuickBooks Unrecoverable Errors using best Practices for Users

QuickBooks is popular accounting software used by millions of small businesses. While QuickBooks is generally quite stable, errors can occur that prevent you from opening your company file. These are called unrecoverable errors and can be devastating if you don't have a backup. In this article, we'll go over some best practices to help you prevent QuickBooks unrecoverable errors. Following these tips will help keep your data safe.

Back Up Regularly

The most important thing you can do to prevent unrecoverable errors is back up your QuickBooks data regularly. QuickBooks recommends backing up after every payroll run, reconciliation, or financial report. At minimum, you should back up on a weekly basis.

QuickBooks offers two backup options: manual and automated. With the manual option, you choose when to perform the backup through the Back Up Company> Create Local Backup command. This creates a QBB file stored on your computer or external device.

The automated option uses QuickBooks Online Backup. This automatically backs up your data to the cloud on Intuit's encrypted servers. This protects you if your computer crashes or is stolen.

Whichever method you choose, be sure to store backup files off-site or in the cloud. This prevents losing data if your office location has an event like fire or flood. Test restoring from backups regularly to ensure the process works properly.

Maintain Your Files

You can prevent many data problems by properly maintaining your QuickBooks files. This includes condensing, rebuilding, and defragmenting on a regular basis.

Condensing reduces the physical size of your company file by removing deleted or voided transactions. Do this at least once a month to keep the file from getting too large.

Rebuilding reorganizes and reindexes your data tables to optimize performance. Plan to rebuild at least once or twice a year.

Defragmenting rearranges data so it's stored contiguously on your hard drive. Defrag annually for optimal speed.

You can automate these processes by scheduling them at certain intervals. However, it's smart to manually verify files after any major changes like payroll setup or inventory item additions.

Control Access

Limiting access to your company file is another key way to avoid data corruption issues. Never store QuickBooks files in a shared location. Instead, store them on your local computer and utilize multi-user mode for access.

When setting up users in multi-user mode, only grant necessary permissions. For example, use read-only access for users who just need to view data. Give full access only to those who require it for bookkeeping tasks.

Administer passwords properly by using unique and complex credentials for each user. Change passwords periodically to maintain security. Never share login credentials between users.

If utilizing QuickBooks Online, restrict admin access to essential personnel. Monitor audit logs regularly to check for any unauthorized changes. Enable two-factor authentication for an extra layer of protection.

Manage Transactions Properly

Many unrecoverable errors stem from improper transaction management. Entering out-of-balance journal entries can corrupt your books over time.

Review reconciliation reports after each reconciliation. Look for transactions labeled as unreconciled and correct them. If you notice discrepancies between accounts, investigate the cause immediately.

When deleting transactions, use the correct method for the transaction type. Improperly deleted items can orphan records in your company file. For sales forms like invoices, utilize the Cancel option instead of delete.

Finally, enter transactions and conduct reconciliation in a timely manner. Letting transactions pile up can make it much harder to find and fix problems. Stay caught up with your bookkeeping tasks.

Update Regularly

While QuickBooks is usually highly stable, bugs and issues can occur. To avoid potential errors, keep your software up-to-date and install all new patches and updates.

When Intuit releases a new version, upgrade as soon as feasible. New versions include fixes for known bugs and vulnerabilities.

For QuickBooks Desktop, enable automatic update alerts to stay on top of new updates. For QuickBooks Online, updates are handled automatically on Intuit's servers so the software is always up-to-date.

In addition to QuickBooks updates, maintain current operating system and antivirus software updates. Outdated technology components can sometimes destabilize QuickBooks.

Mind File Size Limits

Data corruption is more likely once your company file grows too large. QuickBooks Desktop has the following size limitations:

• Pro/Premier single user 2 GB
• Pro/Premier multi-user 4 GB
• Enterprise 18 GB

If your file size is approaching the limit, consider starting a new file for the new fiscal year. You can export and import historical data as needed.

For QuickBooks Online, your maximum file size is 1 GB. However, performance may degrade significantly before reaching the limit. Carefully monitor storage usage and contact Intuit if you need an increase.

Clean Up Data

A larger company file doesn't just increase your odds of a corrupt file—it also slows down QuickBooks. Perform regular maintenance to delete old records you no longer need.

Purge closed sales orders and purchase orders from past years. Remove paid tax forms after filing payroll forms. Delete old or redundant custom fields and items. Shred expired credit card records.

Review transaction histories and reduce the number of months shown. Adjust maintenance settings to remove transactions older than a certain date.

If data is still in use for reporting, consider archiving instead of deleting. QuickBooks lets you save archived files alongside your main company file.

Verify Your Network

If hosting QuickBooks Desktop on a peer-to-peer network, ensure the setup adheres to system requirements. Don't operate QuickBooks in a virtual server environment and avoid wireless networks. These increase vulnerability to file damage.

For multi-user networking, use Windows folder sharing or map the QuickBooks folder as a network drive. Verify all connections are stable with adequate bandwidth for size of operations.

Windows servers offer the safest option for remote QuickBooks access. Use IT professionals to assist with optimal configuration for performance and security.

QuickBooks Online operates on cloud servers, so networking is managed fully by Intuit. For optimal stability, use a wired high-speed internet connection whenever possible.

Run File Doctor

QuickBooks Desktop includes a utility called QuickBooks File Doctor that can diagnose and fix certain errors. Run this tool if you experience issues like mismatched balances, missing data, or reports showing incorrect amounts.

Note that File Doctor does not fix structural file damage or corrupted data tables. However, it can repair forms, lists, and account balances.

In QuickBooks, open Help> Run QuickBooks File Doctor. This scans your file and walks you through any recommended fixes. If File Doctor cannot resolve the issues, contact Intuit Support before they worsen.

Conclusion

While QuickBooks is generally very stable, unrecoverable data errors can happen. By taking preventative measures like regular backups and access control, you can reduce this risk substantially. Use File Doctor at the first sign of problems. Reach out to Intuit with any questions—taking quick action is key to avoiding major damage. Consistently practicing these QuickBooks best practices will help keep your business data safe and secure.

QuickBooks Error code 30159 can caused major damage to your company data and thus, needs to be fixed urgently. So, keep reading this article carefully.