Missing transactions in a QuickBooks company file

Legacy KB ID: 396

Question

Missing transactions in a QuickBooks company file

Answer

Listed below are situations that might account for missing transactions. * Multiple data files: If you have more than one data file, check if you inadvertantly entered some transactions in the wrong one. To determine if you have more than one company file, search for all *.QBW files on all machines where the data may be located. If you are running QuickBooks in multi-user mode, make sure that all machines are accessing the same data file. * Restoring a backup: Restoring a backup to the same file name and overwriting an existing data file results in the loss of any transactions entered since the backup was made. Intuit recommends that you restore your data file using a new file name each time you restore to avoid overwriting any information. * Posting to the wrong accounts receivable, accounts payable, or bank account: From the QuickBooks Lists menu, choose Chart of Accounts. Check to see if you have multiple bank, accounts payable (A/P) or accounts receivable (A/R) accounts. It is possible that you may have mistakenly posted bills or invoices to the wrong account. * Incorrect date range on reports: You may be using a date range that does not include the date of the transaction. Editing the date range of a report to include all dates allows you to see all transactions. In the report you are viewing, click the Dates drop-down list and choose All from the top of the list. This will also help you find transactions that may have dates entered incorrectly. * Printing a sales form or check does not record (save) the transaction: In QuickBooks, you can print a transaction multiple times without saving it and without duplicating the transaction in the data file. After you finish printing, always click Save & Close to record a new transaction or to save changes to an edited transaction to ensure that the data file is updated.

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