Your QuickBooks file just like you, your car, or your equipment benefits from some basic maintenance. Most people don’t periodically check the health of their QuickBooks file to help prevent data corruption – mainly because they don’t realize that they should or even how to go about it. Below are some best practice tips for some basic file maintenance tasks that you should perform on a regular basis – but more importantly before and after you upgrade your company file to a new version of QuickBooks.
The instructions found in this article are a list of “best practices” for people who have an existing version of QuickBooks currently installed on their computer who wish to “upgrade” to QuickBooks 2012. While this list may seem like an overkill, anyone who has been working with and using QuickBooks for any length of time knows that sometimes things do not always go smoothly.
DO NOT plan to install the new version of QuickBooks on a day when you need to run payroll, do your billing, or perform any task(s) that will require extensive access to your company data file.
Before you upgrade:
1. Make sure that your current computer meets QuickBooks 2012 requirements, by clicking your Start button -> choose Computer -> select System and compare the information displayed to that shown below.
Operating System:
- Windows XP, all versions – Service Pack (SP) 2 or later strongly recommended
- Windows Vista, all version with User Account Control (UAC) turned on {installed under a Standard User Account if using 3rd party add-ons}
- Windows 7, all versions with User Account Control (UAC) turned on {installed under a Standard User Account if using 3rd party add-ons}
- Windows Server 2003
- Windows Server 2008
Processor, RAM, Hard Drive Requirements:
NOTE: You’ll be better off with the recommended requirements.
- 2.0 GHz Pentium 4 Processor {2.4 GHz recommended}
- 1 GB RAM {2 GB recommended} for a single user or client machine
- 2 GB RAM for multiple, concurrent users for Pro & Premier
- 2 GB RAM or more strongly recommended for Enterprise on a server
- 2.5 GB free disk space for the actual QuickBooks program – additional space required for the data files
- 250 MB disk space for Microsoft .NET 4.0 Runtime {provided with the installation}
Screen (monitor) resolution:
- QuickBooks Pro, Premier, and Enterprise is optimized for a 1024 x 768 screen resolution, 16-bit or higher color
Database Server Requirements:
- Windows XP, all versions – Service Pack (SP) 2 or later strongly recommended
- Windows Vista, all version with User Account Control (UAC) turned on
- Windows 7, all versions
- Windows Server 2003
- Windows Server 2008
2. Rebuild your QuickBooks Data file:
You’ll need to be logged into QuickBooks as the Administrator. If you have a large file, this could take quite awhile – so plan to run this process at lunch time, or gear it up just before you leave for the day.
- From the File menu
- Choose Utilities
- Rebuild Data
The first thing that the Rebuild will require you to do is to make a backup of your data file, go ahead and do that.
As soon as the backup has completed, the rebuild function will automatically start. This tool will take two passes through your file, looking for problems, organizing your data, and trying to fix any problems with your data that it finds. If you sit an watch the process, don’t be concerned if QuickBooks seems to stop responding or stop working at 99% on the first pass and 50% on the second. This just means that it’s found things that are wrong, is attempting to fix them, and then going back to check that everything it found on the first pass has been fixed.
For more information on the rebuild function, read this article.
3. Check your current file size and health
To check the size of your own QuickBooks file – with QuickBooks open press the CTRL and the 1 keys at the same time OR press the F2 key at the top of your keyboard – this will open a Product Information window; similar to that shown below, paying close attention to the circled areas – file location, file size and DB (database) file fragments:
Right click on the image to enlarge it.
NOTE: File size and DB (Database) File Fragments are crucial! During beta testing I found that file size increased 20-25% on a consistent basis – and database file fragments also increased. Typically a QuickBooks data file that has over 15-20 DB File Fragments is NOT a healthy file. Our blog post for Wednesday September 14th will provide you with some tips for making your file healthy again. To get a basic idea of how big your file will be after upgrading, add 20-25% to your existing file size.
4. Back up your QuickBooks data file
If you use a remote backup service, save this backup to your computer or an external drive.
After you upgrade
1. Rebuild your QuickBooks file
2. Check current file size and health
Check back tomorrow for a complete list of best practices for upgrading to QuickBooks 2012 when you already have an existing version on your computer.
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Upgrading to QuickBooks Premier Account 2011 caused some errors with my existing forms and form templates.
Earlier this week I had to bite the bullet and upgrade my own QuickBooks file, moving it from the 2008 Premier Accountant version to the 2011 Premier Accountant Edition; as part of our own move from Windows XP to Windows 7.
Yes, folks just like many of you we have been moving software and multitudes of data from XP machines to Windows 7 and updating our QuickBooks company data file. Not a fun task, but a necessary one.
Upgrading our QuickBooks file was an easy task, we have a rather large QuickBooks file and the time it took to do the actual update seemed to be much faster than with previous upgrades. Our file seemed to be in good shape after the update, numbers on my reports matched, nothing missing – so I’m thinking yeah, this was easy!
All seemed to be good — until I had to go look at a Customer Invoice and then the fun and errors began. We kept getting these odd, and very unhelpful, “Template Error” messages, but could view the invoice without a problem on our screens.
Now, I had seen posts on other forums and groups that I belong to, where people were having trouble importing a customized template from an older version of QuickBooks to the 2011 version, but this wasn’t what I was trying to do.
I just figured that for whatever reason our invoice templates didn’t upgrade correctly. A couple of rebuilds later, still no luck. Next I created a portable company file and then opened that portable file – still no luck. Next, I decided to start from scratch, chose one of the QuickBooks standard templates, made a copy of it, and set about to customize it – now bear in mind, I did little to customize it, mainly removed the print ability of some columns and changed some field headers. Still the same errors. By now I’m pretty darn frustrated, but decided to try one more thing — and that was to print the darn thing.
Trying to print the invoice, produced a much more helpful error message, it told me that I didn’t have an Arial W1 font installed on my computer. So now I turn to my trusty sidekick, Google, and do a search for an Arial W1 font. Come to find out, an Arial W1 font is a special font that you have to BUY! Uh, thanks — but NO THANKS!
So off I go to my Template, open it in the Layout Designer and begin to search for a section of my form that uses this font. Come to find out, in the Layout Designer, the form name (Invoice, Estimate, Purchase Order, Sales Order, etc.) if the field that used the Arial W1 font. A simple font change and a save solved the problem – but only after a couple of hours of frustration.
So, if you’ve recently upgrade to QuickBooks 2011 and are experiencing “Template Errors” or “Missing Arial W1 font” messages, it’s a quick fix.
- From the Edit menu, choose Templates
- Find the template(s) that you use all the time in your business. Select it, double-click to Edit.
- Click the Layout Designer button
- Find the form title (Invoice, Estimate, Purchase Order, etc.). Right click and choose Properties.
- Click the Font button, and change the font to something else, a standard Arial will do.
- Click the OK button 4 times.
- Try printing your form again.
I hope this article will save you from some of the frustration that I experienced or provide you with what is really a pretty simple fix, once you know what you need to fix!
We all think that when we purchase a new computer and/or version of Microsoft Office – that all of our software; including QuickBooks 2011 will run perfectly……..this is NOT always the case.
Each version of QuickBooks (Pro, Premier and Enterprise) has different compatibility requirements for use with Microsoft Office. Not all versions of QuickBooks 2011 (and some of the reports) are compatible with Office 2010. Read these requirements carefully!
QuickBooks Pro & Premier 2011 (excluding Premier Accountant Edition)
Computer Requirements:
- 2.0 GHz processor, 2.4 GHz recommended
- 1 GB RAM for a single user, 2 GB RAM recommended for multiple users
- 2.5 GB available disk space (additional space required for data files)
- 250 MB disk space for Microsoft .NET 3.5 Runtime (provided on the QuickBooks CD)
- 1024 x 768 screen (monitor) resolution – 16-bit or higher color
- 4x CD-ROM drive
- All online features/services (including access to payroll updates) require internet access
Integration with other software:
- Integrates with Microsoft Word & Excel 2002, 2003, 2007, or 2010
- Integrates with Microsoft Outlook 2002, 2003, and 2007 – requires QuickBooks Contact Sync available for free from Intuit websites
- Compatible with QuickBooks Point of Sale version 7.0 or later
- For integration with other third party software – contact the software developer.
Runs on the following versions of Windows:
- Microsoft Windows XP (Service Pack 2 or later), Vista (with User Account Control turned on), Windows 7 (with UAC turned on)
- Windows Server 2003, 2008, Small Business Server 2008
QuickBooks Premier Accountant Edition 2011
Computer Requirements:
- 2.0 GHz processor, 2.4 GHz recommended
- 1 GB RAM for a single user, 2 GB RAM recommended for multiple users
- 2.5 GB available disk space (additional space required for data files)
- 250 MB disk space for Microsoft .NET 3.5 Runtime (provided on the QuickBooks CD)
- 1024 x 768 screen (monitor) resolution – 16-bit or higher color
- 4x CD-ROM drive
- All online features/services (including access to payroll updates) require internet access
Integration with other software:
- Integrates with Microsoft Word & Excel 2002, 2003, 2007
- Integrates with Microsoft Outlook 2002, 2003, and 2007 – requires QuickBooks Contact Sync available from Intuit websites free of charge
- Compatible with QuickBooks Point of Sale version 7.0 or later
- For integration with other third party software – contact the software developer.
Runs on the following versions of Windows:
- Microsoft Windows XP (Service Pack 2 or later), Vista (with User Account Control turned on), Windows 7 (with UAC turned on)
- Windows Server 2003, 2008, Small Business Server 2008
QuickBooks Enterprise Solutions
Computer Requirements:
- 2.0 GHz processor, 2.4 GHz recommended – Client or Workstation
- 2.0 GHz processor (1.2 GHz for Linux), 2.4 GHz recommended (2.0 GHz for Linux) – Server
- 1 GB RAM for a single user, 2 GB RAM recommended for multiple users – Client or Workstation
- 1 GB RAM, 2GB RAM recommended – Server
- 2.5 GB available disk space (additional space required for data files) – Client and Server
- 250 MB disk space for Microsoft .NET 3.5 Runtime (provided on the QuickBooks CD)
- 1024 x 768 screen (monitor) resolution – 16-bit or higher color
- 4x CD-ROM drive
- All online features/services (including access to payroll updates) require internet access
Integration with other software:
- Integrates with Microsoft Word & Excel 2002, 2003, 2007
- Integrates with Microsoft Outlook 2002, 2003, and 2007 – requires QuickBooks Contact Sync available from Intuit websites free of charge
- Compatible with QuickBooks Point of Sale version 7.0 or later
- For integration with other third party software – contact the software developer.
Runs on the following versions of Windows and Linux:
- Microsoft Windows XP (Service Pack 2 or later), Vista (with User Account Control turned on), Windows 7 (with UAC turned on)
- Windows Server 2003, 2008, Small Business Server 2008
- OpenSuse 11.2, Fedora 12, Red Hat Enterprise 5.4, CentOS 5
NOTE: Contact Sync available at www.quickbooks.com/contact_sync
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Sunburst Software Solutions, Inc. is pleased to announce that all of their QuickBooks integrated applications – Certified Payroll Solution, Construction Application for Payment Solution, Crew/Overtime Entry Solution, and Wage Manager Solution – are compatible with QuickBooks Pro and Premier 2011 and Enterprise Solutions 11.0 as well as Microsoft Office 2010 – both 32 and 64-bit versions.
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10/12/2010 Update for ALL versions of Premier: Intuit is still struggling with Office 2010 64-bit compatibility. The reports listed below are not compatible with some installations Microsoft Office 2010 64-bit version – and will produce an error.
From the Reports menu -> Employees & Payroll -> More Payroll Reports in Excel:
- Payroll Summary by Tax Tracking Type
- Employee Time & Costs
- Employee Sick & Vacation History
- Employee Direct Deposit Listing
- Tax Form Worksheet
- New! Certified Payroll Report
- New! Payroll Liability Accruals & Payments
- New! Deferred Compensation Report for 401k & more
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October 22, 2010
Email can be sent using Outlook 2010 64-bit version and the Premier Accountant 2011 version.
Outlook 2010 64-bit version is not recognized as being installed when attempting to import contacts from Outlook in the new Quick Start Center when using Premier Accountant 2011.
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October 25, 2010
The Summarize Payroll Data in Excel & Client-Ready Payroll Reports options; available from the Reports menu -> Employees & Payroll are not compatible with Office 2010 when using the Premier Accountant Edition 2011.
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Update: 1/19/2011 – QuickBooks Premier Accountant Edition with R5P applied.
The following reports are still not compatible with Excel 2010 64-bit version: Reports -> Payroll & Employees -> and result in an “error 429: Active X component can’t create object”:
- Client Ready Payroll Reports
- Summarize Payroll Data in Excel
- More Payroll Reports in Excel
- Tax Tracking Summary
- Employee Time & Costs
- Employee Sick & Vacation History
- Employee Direct Deposit Listing
- Tax Form Worksheets
- New! Certified Payroll Report
- New! Payroll Liabilities Accruals & Payments
- New! Deferred Compensation Report for 401k & more
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Update: 2/1/2011 – New version of ISW Released:
Per Intuit website: Does not work with Microsoft Office Student Edition, or Standard Edition. Does not work with the 64 bit versions of Microsoft 2007 or 2010.
 |
Request our FREE 142-page “What’s New in QuickBooks 2011? eBook, by completing a simple request form.
This eBook will provide you with with all the information I’ve posted here in our blog, plus MORE! Once you’ve completed our simple request form, you’ll have instant access to this 142-page .pdf eBook, designed to be duplex printed and put in a binder for future reference. |
Microsoft Office Click-to-Run is a new way to download and install Microsoft Office Starter 2010, Home and Student 2010, and Home and Business 2010; when you purchase these versions directly from Microsoft.
Office Click-to-Run products use a streaming technology (similar to watching a video on the web) to download and install the software to a “virtual” drive called “Q” (a section of the hard drive of your computer which is separate from the rest of your hard drive). Normally your software is installed in the “C” drive of your computer in the Program Files OR Program Files (x86) folder, however, this “Q” drive is not your typical drive – it has no space that you as a user can access directly and it cannot be access by using Windows Explorer or My Computer. In other words it is a drive or section of your hard drive that even though it exists it is not real because you cannot use it for anything other than the storage of the Office version mentioned above.
Microsoft Office Click-to-Run does not have the same functionality as a full retail version of Microsoft Office that is downloaded from the internet or installed from a CD/DVD.
If you are having problems with integrated Microsoft or QuickBooks applications that rely on Microsoft Office – check to make sure which Office version you are using – many integrated applications are not compatible with Office Click-to-Run.
Does Microsoft Office Click-to-Run have the same functionality as a “full” retail version Microsoft Office that is downloaded from the internet or installed from a CD/DVD?
Microsoft Office Click-to-Run does not have the same functionality as a full retail version of Microsoft Office that is downloaded from the internet or installed from a CD/DVD.
If I installed the Click-to-Run version can I “switch” to the “full” retail version? If so how much does it cost?
There is no additional cost involved if you switch to the “full” retail version of the Office Product that you purchased – only additional work on your part – and the Product Key is exactly the same.
You simply need to Uninstall the Click-to-Run version (through Control Panel -> Add/Remove Programs OR Programs & Features), go to Microsoft, log in to your account, and download the full “retail” version. (See more complete instructions below.)
Obtaining & Installing the “full” retail version of Microsoft Office.
The license is the same. You do not need a new Product Key. If you have any questions, contact Microsoft Support via this url – http://support.microsoft.com/ContactUs/default.aspx.
- Save all work, and then close all programs.
- In Control Panel, open Programs and Features to see a list of installed programs.
- Click Microsoft Office Click-To-Run 2010, and then click Uninstall.
- To remove Microsoft Office Click-to-Run, click Yes.
- Login to your Microsoft Account at https://login.live.com/login.srf?id=270967&rver=6.0.5276.0&wreply=https%3a%2f%2fwww20.buyoffice.microsoft.com%2fusa%2fordersummary.aspx%3fCTT%3d5%26origin%3dHA101850538&ct=1282329027&rpsnv=11&wp=MBI&wa=wsignin1.0&lc=1033
- Click My account.
- Click Download, and then click Advanced options.
- Follow the instructions.
- To install the full Microsoft Office edition, run SingleImage.exe.
- When prompted, type your Product Key to continue.
To determine if you have a full retail version of the Microsoft products listed above – start Microsoft Word -> from the File menu -> choose Help and look at the information in the right pane (column), a full retail version would display Microsoft Office Professional Plus 2010 (per the screen shot below).
Right click on the image to enlarge.
Important Note: Certified Payroll Solution and Construction Application for Payment Solution are NOT Compatible with Microsoft Office Click-to-Run 2010 because it does not have the same functionality as the full retail version.
While some may think that is a “bunch of crap” because they can open a Word or Excel document without any issue; please understand that when YOU open a Word or Excel document it is far different than another program opening that same document. The Click-to-Run version doesn’t have the ability to understand that another software program wants it to open a specific Word or Excel file.
We spent many days troubleshooting with a customer who was running our Certified Payroll Program on Windows 7 with Office Click-to-Run. We ended up putting in a support request with Microsoft and a Microsoft Tech Support person logged into our customers computer; he diagnosed the problem as they had installed the Click-to-Run version. Once that was uninstalled and the “full retail” version was downloaded and installed everything was fine.
Well I have my Windows 7 RC1 test machine setup – it’s a 64-bit machine instead of a 32-bit.
There is NO UPGRADE path from an XP machine to Windows 7, so you will need to do a clean install……this means that you had better back up all of your data to an external source and I mean ALL of your data, your Word files, your Excel files, your pdf’s any document you’ve ever downloaded from the internet that you would “die” without; because a clean install will erase everything from your hard drive.
Aren’t I just the bearer of good news? NOT!
But there is more…..
While the installation of Windows 7 was quick and painless all was not joyful.
I have a Samsung SyncMaster 213T Monitor (one of the really cool ones that you can pivot so that you can look at your monitor in Portrait rather than Landscape mode) well the monitor works, but the pivot ability doesn’t anymore and Samsung hasn’t updated the drivers and probably won’t. So bye-bye pivot feature 
My next “unjoyful” discovery is that Windows 7 doesn’t recognize the XP machines in our network AND our XP machines don’t recognize the Windows 7 machine.
Moral of this section of the story is – Windows 7 doesn’t play nice! And if you have a computer network that includes XP machines don’t expect your network to work like it used to and be prepared to replace your XP machines if you want to continue to work in a networked environment.
Ok, the good news (if you can call it that) is that Windows 7 recognizes my Vista Business Ultimate laptop and the laptop also recognizes the Windows 7 machine. So far, I haven’t really done much to check out how well they network – that’ will be next week so stay tuned.
More bad news…..as of yet, I cannot get Windows 7 to recognize either my LexMark T644 B&W duplexer printer OR my LexMark C524 Color Laser Printer – I’m sure that is mostly because both of those printers are connected to my XP machine and “shared”.
I was able to install my Cannon Pixma MX330 Multi(dys)functional printer and I can print from Windows 7! Wooo-hooooo!
The other interesting thing about Windows 7 is that in addition to allowing you to store things in Folders, you now also have Libraries. Gonna have to give me a day or two to figure that one out, but jeeze how many ways do you need to store your documents?
Ok, that’s it for now, stay tuned as I’ll be doing frequent (can’t guarantee daily) updates.
