Data File Maintenance Tips & Tricks​

Tip 1: KYAP: Know your Admin password.​

  • Keep a record of the password for the data file admin user.​
  • Confirm that it allows access as expected.  ​
  • Login as the Admin user when creating backups of the data file.​
  • For Hosted users, confirm that all users are aware of the difference between the Hosted platform credentials and the data file credentials (username and password) or set them to be the same (keep detailed records).  ​

Tip 2: For Reckon Accounts Hosted users, install the single-user Reckon Accounts Enterprise software on a local computer.  ​

  • Perform file maintenance tasks that can take a while on the desktop.  ​
  • Use the Verify Data function on a copy of the QBW data file.​
  • Use the Rebuild Data on the actual data file if an error is detected by the Verify Data on the copy.  ​
  • Upgrade large files on the desktop; it's faster, and there's no need to worry about session 'time-out'. ​

Tip 3: Make copies of QBW files as well as use the built-in backup function in the RAD or RAH application.  ​

  • Store these QBW file copies in clearly labelled folders (e.g., C:\Documents\RADBackup\Month 1\Week 1\Day 1) .​
  • Copying a data file is faster than putting it through the built-in backup function.  ​
  • Confirming that the copy of the QBW file that has been made is error-free is vitally important.​
  • If using the copy method, it is important that you make use of the built-in file integrity checking tools Verify Data and Rebuild Data.  ​
  • Copying the data file at regular intervals will result in multiple copies existing in the clearly labelled folder.​
  • While it does take up more storage space, increasing storage capacity costs significantly less than dealing with downtime resulting from inaccessible or damaged files.  ​

Tip 4: Perform file verification on a copy of the QBW file.  ​

  • If the verification fails and results in the copy of the QBW file being unopenable, then the actual file is untouched.  ​
  • If an error is detected during the verification of the copy, then the actual file can undergo a Rebuild Data operation.  ​
  • This allows users to continue using the actual data file while a Verify Data is performed on the copy of the QBW file.  ​​

Tip 5: Re-sort the primary lists (Chart of Accounts List, Item List, and Names List) before using the Rebuild Data function.  ​

  • If the list resort attempt results in a crash, seek assistance from the Technical Support Team so they can perform additional troubleshooting or escalate the issue to the Data Recovery Team.  ​

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