If your Quickbooks cannot read the data correctly, it means that a problem (data damage) has occurred (bits and bytes have been scrambled) on your hard drive, where the files are stored
- What is List Damage? When the lists of COA, Items, Customers, Vendors, Employees, etc. have been damaged.
- What is Transaction Damage? When one or more of you transactions have been damaged.
- What is Link Damage? When the links between transactions are damaged. The transactions may be undamaged byQuickBooks database server manager.
What Causes Data Damage ?
Below are presented common causes of data damage and small hints on how to minimize their negative effect.
- Power surge or drop out . When this occurs, you will not be able to see the lights dim or the screen flicker (note that a little surge just trashed your hard drive). You need to make sure that you have an uninterruptible power supply for all the plugs of your network.
- Computer crash or abnormal shut down . This is the unpleasant moment when the power goes down suddenly, or when we face the famous “Blue Screen”. You need to create a stable network with IT team and teach the user how to act in similar cases.
- Insufficient Resources. The resource of insufficient resources can be anything that enables transfer of data within a computer or across a network. What is sufficient varies from second to second. Use more than the minimum system requirements; or better use the maximum if it is economically suitable for you when economical. Some of the resources include:
- Random Access Memory (RAM) and Virtual Memory in the server and workstations.
- Processor Clock Speed of the server and workstations.
- Network Interface Cards in the server and workstations.
- Switch or Router that receives data from the server and sends it to the workstations.
- Network Cables that connect the computers.
Unfortunately in the majority of cases, we do not know what the cause of the damage is and when it occurred. This is not the case only when users can provide information about the specific event that occurred from the first moment they QuickBooks File Doctor.
How can You Minimize the Effects of Data Damage?
Please, keep in mind that you, as a Quickbooks user, are responsible for preventing and repairing data damage. You need to:
- Install and maintain an adequate network as outlined above.
- Operate the network in a proper manner.
- Run the “Verify Data Utility” periodically and run the “Rebuild Data Utility” when indicated by the “Verify”.
- Find and fix data damage promptly.
- Create a new data file, when necessary.
Additionally, you need to realize that the best defense against data damage is to think in advance – make, test and store backups properly. Consider having a backup routine for your safety, like the one presented below. You think that this is simply waste of time and money?! Think again! Think how much money and time you will require recreating part or all of your data. Add to this lost opportunities and value of money, and in some cases it can even damage your reputation! Avoid all of these, by doing the following:
- First things first! Install a server tape backup, back it up every nightly and do not forget to change the tapes regularly. Test the tape backup periodically to assure it is functioning in a proper manner.
- Use an online backup system! Work on your back up three times a week. Test the backup periodically to assure it is working properly and that it is backing up the correct file(s).
- Set up the automatic back up in QuickBooks. This will allow you to backup to an external hard drive on the days you do not make an online backup (the service is offered to the customers that purchased and installed the full program on the server).
- Once a week, make a manual backup with full verification. The manual backup provides a backed up file and it resets the TLG file: this way you will not have to worry that the files get too large before it is too late. Don’t forget to take this backup out off the site.