The size of your QuickBooks file and the number of DB File Fragments determines the health of your QuickBooks company data file. 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. However, it is important to periodically check this information just to see how healthy your file is or isn’t.
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.
There are three important things to review:
1) File Size for QuickBooks Pro or Premier, files around 150 MB may start to experience some problems. If your file hovers around 250 MB, it may be time to consider starting a new data file. Note that QuickBooks indicates the file size in “K” while the recommendations are in “MB”. The general conversion is to move the decimal to the left three places. So, file size 180932 K is roughly 180 MB - a fairly large file; this is confirmed by the fact that there are 17583 total transactions in the file
2) DB File Fragments – Less than 10 is recommended, but anything under 20 DB file fragments means that your file is pretty healthy; while anything over 20 means your file is sick!
3) List Limits – In QuickBooks Pro and Premier, you can only have 10,000 accounts, 14,500 total names or 14,500 items. If your company needs more list capacity, then an upgrade to QuickBooks Enterprise Solutions may be needed. Otherwise, creating a new file provides an opportunity to clean up the lists and delete things.
There are some things that you can do to try and repair you QuickBooks file yourself:
• Rebuild you company data file and check the Product Information Window after to see if the number of DB file fragments has been reduced
• Create and restore a Portable company file and check your results
• Seek the help of a professional to repair your data file or create a new one.
Keeping your QuickBooks data file healthy means that it will perform better!