This article guides you through the steps in restoring a backup copy of your company file.
Reminder: Once a company file has been converted to a later version of QuickBooks, it cannot be opened in any earlier version. If you want to view data that predates a conversion to a new QuickBooks version and you made a backup of the old company file before doing the conversion, you can restore the old backup file in the earlier version of QuickBooks. You must reenter any information you have entered in QuickBooks since the conversion to bring your accounts up to date.
To restore your company file from a backup:
- From the QuickBooks File menu, click Open or Restore Company.
- Select Open or Restore a Backup Copy then Next.
- Select Local Backup and Next.
- From the Look In drop-down, choose the location of the back up file.
- Select the backup file (the file name should appear as [Company Name].qbb.).
- Click Open > Next.
- From the Save-in drop-down, choose the location where you want to restore the file.
- In the File name field, type a new file name. Note that Save as type field should automatically populate QuickBooks Files (*.QBW).
- Click Save then carefully read and respond to any messages that appear before restoration begins.
Reminders when saving restored files:
Important: If at any time, you receive one of the following messages, click No.
- [Filename].qbw already exists. Do you wish to replace it?
- You are choosing to overwrite an existing company file. Are you sure?
If you click Yes in response to these messages, your restored file will overwrite your existing file. Instead, enter a temporary file name with a .qbw extension in the Filename field. When you are certain the restored file is working properly and contains the correct data, you can rename the restored file to the original file name, which will safely overwrite the original .qbw file.
For users with Assisted Payroll (US only):
If you have Assisted Payroll you may get the following message after restoring the file:
"This QuickBooks file may be missing some of the payroll data that you have already sent to the Payroll Service. Before creating any new transactions, you need to restore the missing data by clicking Send Payroll Data from the Employees menu and then clicking the Send button."
Click Send only if the Items to Send field contains 0 Paychecks for $0.00. If there are transactions listed, you may send duplicate transactions to the payroll service. Contact payroll support to check what items have already been sent.
To restore a backup for use with an earlier QuickBooks Desktop version (2010 and prior):If you have a backup copy of your company file made with QuickBooks 2010 or later, and you want to restore the backup to your original QuickBooks version prior to 2010, you must use the special Restore Backup For Earlier QuickBooks Version utility instead of the standard Restore command.
Why use this tool? When QuickBooks makes a backup of your company file, it also compresses the file so it will take up less space on your hard disk. The internal component that compresses and decompresses the files has changed. The new component provides a number of benefits, but the old (2010 and prior versions) and the new components are not compatible. The tool will take a company file backup created with QuickBooks 2010 or later, and create a restored company file that you can open in a QuickBooks version prior to 2010.
To access the tool:
- Go to the File menu,
- Select Utilities.
- Select Restore Backup For Earlier QuickBooks Version.
- Select the (...) button next to the Backup filename field.
- Choose the backup company file (the filenames end with .QBB).
- Select Open.
- Select the (...) button next to the Restored filename field.
- From the Save in drop-down, select the folder where you want to save the restored company file.
Note: QuickBooks uses the default location, depending on your Windows operating system. You can create your own folder for your restored company file.
- In the File name field, enter a unique name for the restored file to avoid overwriting an existing company file, then select Save.
- Select OK.