QuickBooks Troubleshooting

[Quickbooks File Repair]

Every once in a while, you will hit a bump on the road with QuickBooks, some which may require expert assistance, some which you can easily handle. Here are some of the more common QuickBooks problems we may face:

Upgrading Data File Fails

This can be a very challenging QuickBooks problem.  It happens when you upgrade QuickBooks from an older version to a newer one where files are not readable.  This usually occurs at the time of installation which makes it very important to create a backup first. In order to avoid any issues you must run the verification on the file before you uninstall the old version and install the new version.  

Rebuilding of the Data File Fails

When verified data does not get updated to the new version, you would need to go back to the older version and rebuild of the data file.  

Losing Connection to the Data File

A very common issue:  The slightest interruption in the network can cause the loss of connection. To correct this, you would need to use the in-built QuickBooks Connection Diagnostic Tool, which will help you determine where the problem is.

QuickBooks Client Machine unable to locate the server Data File

If you run into this QuickBooks problem, your first step would be to make sure that the Server Manager is installed on the server and is running.  If it isn’t running correctly, try mapping the drive to the server.  If you are able to see the server from the client machine, it may mean that the Server Manager is not working.

QuickBooks runs slow in Multi-User Mode

There could be several reasons why this happens.  If it entails hardware problem that would cause risks to data files. Clean up company Data is usually a quick fix to this problem.  This can be found in Files>Utilities.

Lost Administrative Password

If you lost your admin password it is recommended to reinstall QuickBooks software on your system. There are many software programs available in the market which can break the admin password but simultaneously there also is a need to protect your data from such threats. So, the safer path is to reinstall.

Reconciling Your Bank Account:

This issue is not the same as entering every transaction into QuickBooks. This issue is about monitoring the transactions to make sure they’re in the right place for the right amounts. In order to do this, you need to open the reconciliation module monthly and go through each transaction. Make sure each transaction was posted to the right account and has cleared the bank.

Items List is Not Organized and/or Streamlined: With QuickBooks your products are classified as ‘items.’ Over a period of time, it is easy to let your items list become overwhelming and outdated. To clean up your items list, deactivate items you no longer handle or sell, make sure each item is correctly labeled, check your stock and make sure the numbers are correct, update the cost of each item.

Incorrect Report Settings: whether you are looking for Cash Reports or Accrual Reports or both, you need to ensure that your report settings reflect the correct preference. Cash Reports show you the cash in/out flow of transactions within your company while Accrual Reports show you the overall performance of your company.

Unknowingly Deleting Transactions: QuickBooks transactions are linked together, so if you change one transaction you could be deleting other transactions in error that are attached to it. Check to make sure this is not happening.

QuickBooks has a modal dialogue box open: Close any open windows within your QuickBooks instance so you only see a gray screen. 

Multiple instances of the Expensify Sync Manager are running: Only one Expensify Sync Manager can run with the token you used to connect to QuickBooks. If you are on a remote server make sure that the Expensify Sync Manager isn't also on your computer's desktop.

Can't open the Expensify Sync  Manager:   This is likely already running on your computer. Check the system tray in the bottom right corner of your computer. You should see an Expensify icon. Click on the icon and select configure to open the Expensify Sync Manager.

The QuickBooks Company File has not been specified

QuickBooks sync requires that a company file be provided so as to ensure that the sync will never connect to or synchronize data with an incorrect company file. To correct this issue, open the ‘QuickBooks’ tab of the ‘Integrations’ form (Setup -> My Company -> Information & Settings -> Integrations), click the ellipsis button to the right of the ‘Company File’ text box, and use the Open File Dialog to select the proper QuickBooks Company File.

‘Authorize Integrated Application’ form.

This application needs to be authorized the first time you use the new QuickBooks sync.  To do this, log into your QuickBooks company file as Administrator, then switch to Single User mode. Once in Admin, Single User Mode, open the open the ‘QuickBooks’ tab of the ‘Integrations’ form (Setup -> My Company -> Information & Settings -> Integrations).  This should trigger the ‘Authorize Integrated Application’ form to display inside of QuickBooks.  Now select either the ‘Allow when QuickBooks is Open’ or the ‘Allow even when QuickBooks is closed’ option, then click ‘Ok’.

The QuickBooks sync has been authorized, but will not connect:

 This can be caused by an antivirus program blocking the sync, or from a corrupt installation of the QuickBooks XML Request Processor, which is a default part of the QuickBooks software.  The correct process is, you have to first attempt to disable the antivirus software and make a connection attempt.  If the attempt still fails, then you will need to repair the QuickBooks XML Request Processor.  To do this, you need to uninstall then reinstall the newest version of QuickBooks that is installed on the system.   Once you have reinstalled the newest version of QuickBooks, attempt to try to connect again, this time you shouldn`t have any problems.

The QuickBooks sync will sporadically fail to connect.

This issue would only occur if the ‘Allow even if QuickBooks is not open’ option was selected when granting Office Tools Professional access to your QuickBooks file for the first time.  If you used that option and QuickBooks required you to select a User for Office Tools Professional to ‘Connect As’, you will need to be sure that your staff never uses the user that was selected.  If the user is already logged in elsewhere in your office, Office Tools Professional will not be allowed to connect to QuickBooks because the user is ‘Already Logged In’.  To remedy this situation, you need to either re-authorize Office Tools Professional in QuickBooks and select the ‘Allow only when QuickBooks is open’ option (by deleting the current authorization in Edit -> Preferences -> Integrated Applications, then opening the ‘Setup Default Items’ form from Setup -> QuickBooks -> Default Items), or,  by ensuring that the user you selected is never used outside of the Office Tools Professional QuickBooks Sync functionality.

Reinstallation Fail: if you want to reinstall the QuickBooks accounting management tool you should consider ‘The Clean Uninstall’ feature.
However, before you finally go for the reinstallation process, don’t forget to uninstall the previous program with the help of regular Windows uninstall techniques.


  • Delete C:\Program Files\Intuit\QuickBooksXXX directory.
  • Next, delete C:\Windows\Users\Documents And Settings\Program Data\Intuit\QuickBooksXXX directories.

Jumbled “Items” List: 

The accounting management application defines the product(s) you trade as “items”.  It is easy to simply throw inventory anywhere and forget about the amounts update.  Below is a list of ways you can clean up the items list:

  • Begin with deactivating any items no longer sold by you.
  • Make sure that every item is properly labeled as Inventory or Non-inventory.
  • Now, double-check the amount of stock there is.
  • Make sure you keep all your costs for every item up to date.
  • Expense every item properly with the correct revenue and cost accounts.

No use of Purchase Order System – Majority of business owners do not consider to employ this very useful system.


  • Build a PO each time you purchase a product from a merchant.
  • Ensure that you get the items against a Purchase Order.
  • If you view at a PO report, you should not have purchase entries more than a year old.

Data Files not located by QB client on the server


  • Start by checking if the Server Manager is properly installed and is functioning correctly on your server machine.
  • Just map drive to server as it’s highly likely that your Server Manager is not working properly.

No licensing Information – If you have lost the documentation and license/product numbers, you can still easily locate them in QuickBooks.


  • Locate the licensing information either by hitting [Ctrl 1] or F2 while QuickBooks accounting management tool is opened.
  • In case, you want to reinstall, just re-register the licensing information.

QuickBooks problems “Printing” – If you are facing any problems getting printouts from QuickBooks, you can fix the same by following the given steps below.


  • Close QuickBooks.
  • Look for the qbprint.qbp file.
  • Rename it as qbprint.qbp.old.
  • Restart QB to get the easy printouts.

Unable to copy or move QB Data File – This can happen when a few files are locked down by the QB Server Manager & the Directory Monitor.


  • Start off by simply closing down QB and then click Start.
  • Now, run and enter the services.msc and look for QuickBooks services.
  • Stop QB services.
  • Now, it’s time to copy & paste that Data File.

Entering a Bill or Writing a Check for Loan Payments – A number of business owners make their loan payments each month by the Enter a Bill or Write a Check windows.   However, you may encounter issues because of wrong practices.


  • Go to Banking.
  • Click on Loan Manager and set up a new loan.
  • As soon as the new loan is set, click on the option of Set up Payment.
  • Once this is done, QuickBooks reports will immediately grab input of payment every month and will also keep a proper track of principle & interest.

Misusing the account of Un-deposited Funds – If your payments are not reflecting on your financial reports, it is highly probable that you’re using un-deposited funds improperly without even knowing it.


  • As soon as you get a payment from customer, open up deposit module.
  • Now, group checks together that you have received to bank.
  • Lastly, record them as 1 single deposit in QuickBooks
  • customer's name is already in use by a vendor or employee record
  • Customer name Smith Andrew is already in use by Vendor record 4411234252
    Customer name Smith Andrew is already in use by Employee record 23429491413
  • If this occurs, you already have a Vendor or Employee in QuickBooks that has the same name as a Customer you have created in ServiceTrade.  To fix this, simply rename either the Vendor or Employee QuickBooks record in question.


If you make too many requests to QB in a single session:


  • QuickBooks has made too many requests while processing this invoice
  • There is a threshold for the number of requests that can be made in a single session. If you receive this message, it is likely due to a loop in customer/vendor/employee name lookup (see below).
  • It's also possible to hit this if you add 50,000+ customers to QB and then immediately send some invoices from ST to QB.
  • If this occurs, wait for QB to finish importing before sending invoices.


Procedurally, deleting an invoice is easy.  You just display the invoice in the Create Invoices window and then either click the Delete button or choose Edit→Delete Invoice.  When QuickBooks asks you to confirm your deletion, click Yes.   Read the following paragraph first, though, because you may not want to delete the invoice.

Your Chart of Accounts (COA) has duplicate and unused accounts

To organize data, group similar accounts together by using sub-accounts.   Keep it as simple as possible. When you enter data, enter it in the lowest level account rather than in the main account.  If you view your COA and see duplicates, then merge them into one account.


You’re not using the purchase order system for Inventory

Many business owners fail to use this helpful functionality. Using purchase orders can help you manage your inventory better and minimize data entry.  Consider the following steps:

  • Create a purchase order when you buy a product from a vendor
  • Receive products against a purchase order
  • Periodically run your purchase order report to ensure there are no old dated orders. If you encounter previous orders that should not be listed, clear them out by marking them “closed.”

Using the write checks window to pay payroll taxes


As payroll is processed, QuickBooks keeps track of how much payroll tax the business owes and records that amount in the Payroll Liabilities account.  However, if payroll taxes are accidentally paid using the Write Checks window, the amount paid will not be properly deducted from the Payroll Liabilities window.  Instead, remember to pay payroll taxes directly from the Pay Liability window to ensure payroll liability balances are properly tracked. 



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