Keeping QuickBooks Quick

If you have a small business, even in your home, you know you need an accounting system and if you have made that investment, you probably chose QuickBooks. QuickBooks is by far the most popular accounting system used by small businesses.

QuickBooks is a great product. It is relatively easy to use and can generate tremendously useful reports. However, the back end or inner workings leave a little to be desired. It uses its own proprietary database engine that is really slow as databases go and it is prone to data corruption. To help keep your QuickBooks Company File in shape and make QuickBooks run as fast as possible, follow this guide.

First of all, QuickBooks performs very poorly over networks. If your Company File is stored on one computer and you open it from QuickBooks on another computer, then you are using it over a network. If possible, store the Company File on the same computer you run QuickBooks on. If that is not possible, then be sure the computer that stores the Company File and any computer that runs QuickBooks are all using a wired Gigabit Ethernet adapter and that they are plugged into a Gigabit router or switch. Many computers and network switches run at 100mbps. Gigabit equipment is designed to run at 1,000mbps. In the real world, it's about 4 to 6 times faster. Avoid using wireless connections on your QuickBooks computers if you can. Wireless is not as stable as a wired connection and can cause Company File corruption.

Even if you backup your computer regularly, you should backup your QuickBooks file using the QuickBooks backup utility periodically. Each QuickBooks Company File has a corresponding .TLG file. This file grows and grows as you use QuickBooks. It sometimes gets larger than the QuickBooks Company File itself. The only way to shrink the .TLG file is to run a QuickBooks backup. To do this, click on the "File" menu and choose "Create Backup...".

You should also perform maintenance on your Company File periodically. To do this, click on "File", then "Utilities", then "Verify Data". Typically, if this has not been run in a while, it will come back with an error and ask you to run a Rebuild. To do this, click on "File", then "Utilities", then "Rebuild Data". This will force you to do a backup, then it will rebuild your Company File. I recommend doing this about 6 or 8 times in a row, then running the "Verify Data" again. If it still returns an error, you may need further technical help to dig through log files and find bad transactions. This happened to me recently. I was able to find the transactions, open them, make a slight change in the memo field and save them again. After that, the "Verify Data" worked fine.

These tips should keep your QuickBooks Company File in good working order and running as fast as it can. Preactive IT Solutions can help you with any of your QuickBooks technical issues.

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