Chapter 23
Keeping Your QuickBooks Data Secure and Healthy
In this chapter:
• Delete company files you no longer need
• Back up and restore company files
• Create a portable company file
• Verify data files
• Condense data
• Update your QuickBooks software
The bookkeeping chores you complete in QuickBooks ensure that you’re tracking important information about your business and how it’s performing. Just as important as these tasks is the need to take care of the “health” of your QuickBooks company data file. In particular, it’s important to keep your software up to date and make sure your data is not cluttered with very old or irrelevant transactions and list items. Finally, it’s critical that you decide on and adopt a backup routine that you can rely on.
Delete Company Files
Sometimes, you have a valid reason to get rid of a company file. Perhaps you created a company to experiment with and you no longer use it, or someone is taking over your job and you no longer need to keep a QuickBooks company file on your local computer.
QuickBooks doesn’t have a Delete File command from within the program itself, but you can delete the file from your hard drive through Windows Explorer or My Computer. Before you delete the file, however, read the following sections carefully so you don’t encounter a problem the next time you open QuickBooks.
How QuickBooks Loads Company Files
QuickBooks automatically opens the company file that was loaded when you last exited the software. It’s best to make sure that you don’t have the about-to-be-deleted company file loaded when you close QuickBooks. Otherwise, the next time you open the program, it will try to “find” the deleted file, which can be confusing to both you and the software. To prevent this, take one of the following actions:
• Choose File | Open Or Restore Company to select another company file other than the one you’re about to delete, and then exit the program.
• Choose File | Close Company/Logoff to close the current file and have no company file loaded if you shut down QuickBooks and reopen it.
Deleting the File
To delete a company file, open My Computer or Windows Explorer and navigate to the folder that holds your company files. Then delete the file companyname.qbw and the associated companyname.dsn and companyname.nd files. To complete the task, you’ll also need to delete the companyname.tlg file separately (you may also see an LGB file that can be removed as well).
ProAdvisor Tip: It’s a good idea to create a separate folder on your hard drive for your QuickBooks company files. Store all the import and export files you create that are associated with your QuickBooks files in that folder, too. Having a separate folder makes it easy to find files, and you can back up everything simply by backing up the folder.
Eliminating Deleted Files from the Company File List in QuickBooks
QuickBooks tracks the company files you’ve opened and lists the most recently opened files on the Open Previous Company submenu (under the File menu) to make it easier to move among files. You don’t have to open a new dialog to select one of those files; you just click the appropriate listing. The submenu lists the company files you’ve opened, starting with the most recent.
After you delete a company file, its “ghost” listing may still appear on the Open Previous Company submenu or in the No Company Open window. You or another user could inadvertently select it, which produces a delay followed by an error message, and then possibly followed by a user panic attack.
You can clear the list of company files that you see in the Open Previous Company menu or in the No Company Open window by clicking the Edit List link on the No Company Open window.
In the QuickBooks Edit Company List window, select a company file that you want to hide from the list and click OK.
This changes the company files that are listed in the Open Previous Company menu as well as the No Company Open Window to the current company file only. QuickBooks again begins to track the files that you’re working on, so as you open different company files, it rebuilds the list.
Back Up and Restore Files
Backing up your QuickBooks data is an incredibly important task and should be done on a daily basis. In addition, once a week, it’s a good idea to use removable media to make an extra backup, and then take that backup off-site.
If you need to use a backup file, you don’t open it the way you open a regular company file; instead, it has to be restored, using the QuickBooks Restore command as discussed in the following section.
Backing Up
Do this every day! You don’t have to create a manual backup every day, as described here, or you can set up a scheduled backup; you’ll still be making a daily backup—you just won’t have to remember to initiate it. More about scheduling backups later in this chapter.
To create a local backup of the company currently open in QuickBooks, choose File | Back Up Company | Create Local Backup. This opens the Create Backup wizard window seen in Figure 23-1 with the Local Backup option pre-selected. If you select File | Backup Company | Setup/Activate Online Backup, QuickBooks opens a browser and takes you to a website with information about the QuickBooks online backup service (a fee-based service). From there, you can learn more about the service (which allows you to back up not only your QuickBooks data, but also your entire computer) or sign up for the service. If you do payroll in-house, any payroll forms you saved (940, 941, W-2, etc.) are not backed up. Luckily, you can back up those forms separately by copying them to your backup media. Look for a folder named <YourCompanyFile> Tax Forms in the folder that holds your company files; all the forms you saved are in that folder.
FIGURE 23-1 |
Select the type of copy you want to create—in this case, it’s a local backup. |
With the Local Backup option selected, click the Options button to set the location of the backup in the Backup Options dialog seen in Figure 23-2. Use the guidelines in the following sections to select options in this dialog.
FIGURE 23-2 |
Configure the options for this backup. |
ProAdvisor RecommendsBacking Up a File on a Network
If you’re using QuickBooks on a network, you should run the QuickBooks backup routine on the same computer that the QuickBooks data file is stored on to ensure a complete backup is made. This may require you to install the full QuickBooks program on your QuickBooks “server” computer if only the QuickBooks Database Server Manager is installed there now. Refer to Appendix A to learn more about the QuickBooks Database Server Manager.
If you create a backup over a network from a client computer that’s running QuickBooks, you may be creating a backup that is incomplete and that may require additional configuration if you ever need to restore your QuickBooks data file from it.
Selecting a Location for the Backup
Click the Browse button to select the location for this backup. The optimum location is a universal serial bus (USB) drive, a CD/DVD, or a drive on another computer on your network (if you have a network). If you select a local drive that also holds your QuickBooks company file, QuickBooks issues a warning message when you click OK.
Unless you’re saving the file to a folder on the drive that is going to be backed up later in the day or at night, heed the warning. Putting a backup on your hard drive could make your backup irretrievable if your hard drive experiences a catastrophic failure.
Adding Time Stamps to Backup Filenames
You can select the option to append a date/time stamp to the filename, which lets you tell at a glance when the backup file was created. The backup filename has the following format:
When you select the time-stamp option, you’re creating multiple backups in the same location, and you can limit the number of backups you save in a specific location. Multiple backups over continuous days provide an option to restore a backup from two days ago (or longer) if you think the backup you made yesterday may have some corrupted data. During backup, QuickBooks notes the number of backups you opted to keep and, when a backup is made that exceeds that number, QuickBooks asks if you want to delete the extra backup, always choosing the oldest backup as the one to delete.
Setting Backup Reminders
You can ask QuickBooks to remind you about backing up when you close a company file by selecting that option and then indicating the frequency. Hopefully, this prompt won’t be necessary because you are already backing up every day. However, if you think you’ll still need to be reminded to back up your file, use this option.
Choosing File Verification Options
If you wish, you can ask QuickBooks to verify the data in your company file before backing up by selecting either verification option. This can increase the amount of time it takes to complete the backup, so if you’re performing a quick backup because you want to make changes in your file, or you’re about to perform some other action that makes you think you want a quick safety backup, you can select the option No Verification.
If you choose this option, however, you’ll want to be sure that when time permits, you run the verify utility by selecting File | Utilities | Verify Data. See the section “Verify and Rebuild a Company File,” later in this chapter, for more information on completing this very important task.
Choosing When to Save the Backup
After closing the Backup Options dialog, click Next to choose when to create this backup. You have three choices:
• Save It Now
• Save It Now And Schedule Future Backups
• Only Schedule Future Backups
The second and third choices are concerned with scheduling automatic and unattended backups, a subject that’s covered later in this chapter in the section “Scheduling Backups.”
Assuming you’re creating a backup now (the option chosen by default), click Next. QuickBooks opens the Save Backup Copy dialog with your location selected and the backup filename in the File Name field. Click Save.
Backing Up to a CD
If you’re using QuickBooks on a computer running Windows XP, Windows 2003 Server, Windows Vista, Windows 7, or Windows 8, you can select your CD drive as the backup target.
QuickBooks saves the backup to the default folder on the hard drive that holds files waiting to be written to a CD, and the software displays a message telling you your data has been backed up successfully to that location. When you click OK, QuickBooks may display a dialog offering online backup (you can choose to learn more about this service or close the dialog to proceed). From here, you can choose to burn the CD using the Windows CD Wizard (Burn Now) or using your own CD-burning software (Burn Later).
You may see a balloon over the notification area of your taskbar, telling you that files are waiting to be written to the CD (the standard notification when you burn CDs in Windows). You don’t have to click the balloon to open the folder that holds the file, because the QuickBooks backup feature automatically opens the Windows CD Writing Wizard and copies the file to the CD.
If you choose Burn Later, when you’re ready to burn your CD, Windows looks in the folders under your name in C:Users\<username>My Documents (in Windows 7, it saves the file to C:Users<username>AppDataLocalMicrosoftWindowsBurn) and uses the backup files that QuickBooks created to burn to the CD. You can open your CD-burning software and direct it to that location, or you can use the Windows CD Writing Wizard by following these steps:
1. Select the CD drive in My Computer, where Windows displays the file(s) waiting to be written to the CD.
2. Choose File | Write These Files To CD (in Windows 7, you see a Burn To Disc command).
3. When the Windows CD Writing Wizard appears, follow the prompts to move your backup file to the CD.
Scheduling Backups
QuickBooks offers both automatic backups and unattended backups (which are also automatic). You can schedule either or both of these types of backups from the same wizard that walks you through the backup process described in the previous sections. Click through the wizard windows until you get to the second window titled Create Backup. You’ll see two options that allow you to schedule future backups:
• Select Save It Now And Schedule Future Backups if you want to create a manual backup and also set up automatic and/or unattended backups.
• Select Only Schedule Future Backups if you just want to set up automatic and/or unattended scheduled backups.
Clicking Next after either selection brings you to the wizard window shown in Figure 23-3.
FIGURE 23-3 |
Set up automatic backup procedures to make sure your data is always safe. |
Configuring Automatic Backups
An automatic backup is one that takes place whenever you close the company file. Closing a file is an action that can take place under any of the following circumstances:
• You open another company file.
• You choose File | Close Company (or File | Close Company/Logoff if you’ve set up users for the company).
• You close QuickBooks with this company file loaded.
Set the frequency of automatic backups to match the way you use QuickBooks and the way you work in this company file. For example, if you open QuickBooks with this company file loaded in the morning and keep QuickBooks open all day without changing companies, set a frequency of 1 to make sure you have at least one backup each day (you can also set up another scheduled backup for that evening). The automatic backup is created using the settings, including the location, you configured in the Options dialog.
Configuring Scheduled Backups
You can configure QuickBooks to perform a backup of your company files at any time, even if you’re not working at your computer. This is a cool feature, but it doesn’t work unless you remember to leave your computer running when you leave the office. Before you leave, make sure QuickBooks is closed so all the files are available for backing up (open files are skipped during a scheduled backup). Also, keep in mind that scheduled backups cannot be made to a CD/DVD.
To create the configuration for an unattended backup, click New to open the Schedule Backup dialog seen in Figure 23-4.
FIGURE 23-4 |
Configure the specifications for an unattended backup. |
You can give the backup a descriptive name (it’s optional), but if you’re going to create multiple unattended backup configurations, it’s a good idea to identify each by name. For example, if you’re backing up to a USB stick drive that’s had its drive letter assigned as F:, a good description of a backup scheduled for 10 P.M. is “10PM to F.”
Caution: Be sure the target drive is available—insert the Zip, USB, or other removable drive before leaving the computer, or be sure the remote network computer you’re using for backup storage isn’t shut down at night.
If you don’t want to overwrite the last backup file every time a new backup file is created, select the option Number Of Backup Copies To Keep, and specify the number. QuickBooks saves as many backup files as you specify (up to 99), each time replacing the first file with the most recent backup and copying older files to the next highest number in the filename. These backup files are saved with the file extension .qbb and include a date and time stamp.
Create a schedule for this unattended backup by selecting a time and a frequency. In the example shown in Figure 23-4, the backup occurs every night.
If you’re on a network, QuickBooks displays the Enter Windows Password dialog. The password in question is not to your QuickBooks user and password configuration; it’s your Windows logon name and password. You can create multiple unattended backups and configure them for special circumstances. For instance, in addition to a nightly backup, you may want to configure a backup every four weeks on a Saturday or Sunday (or during your lunch hour on a weekday) to create a backup on a removable drive that is earmarked for off-site storage. Be sure to bring your backup media to the office on that day and take it back to the off-site location when the backup is finished.
Mapped drives are unique to your Windows login name. If you log off of Windows before you leave the office (not the same as shutting down the computer, which would prevent the backup from running), you cannot use a mapped drive to create your backup. While it’s not common to take the trouble to log off of Windows, if you do normally log off, use the full path to the remote folder you’re using as the target backup location instead of the mapped drive letter. The format of the full path (called Universal Naming Convention or UNC) is
Restoring a Backup
You just turned on your computer and it sounds different—noisier. In fact, there’s a grinding noise. You wait and wait, but the usual startup of the operating system fails to appear. Eventually, an error message about a missing boot sector appears (or some other equally troubling message). Nonetheless, you have invoices to send out, checks to write, and tons of things to do, and if you can’t accomplish those tasks, your business suffers. It may be time to replace your hard drive or get a new computer.
Maybe your computer is fine, and it’s your QuickBooks program that won’t open, or it opens but reports a data error when it tries to open your file. In either case, follow these steps to restore your latest backup file:
1. Start QuickBooks. If the opening window tells you there’s no company file open and suggests you create one (if this is a fresh installation of the software), ignore that message.
2. If you backed up to removable media, put the disc or USB flash drive that contains your last backup into its slot. If you backed up to a network share, be sure the remote computer is running. If you purchased the QuickBooks online backup service, be sure you’ve configured your Internet connection in QuickBooks.
3. Choose File | Open Or Restore Company. Choose Restore A Backup Copy and click Next.
4. Select Local Backup if your backup files are on removable media or on a remote computer on the network. Select Online Backup if you subscribe to that QuickBooks service. Then click Next. (If you use the QuickBooks online backup service, at this point, follow the prompts to restore your backup.)
5. If you selected Local Backup, the Open Backup Copy dialog appears. Navigate to the folder or drive where your backup is stored.
6. Select the backup file—if you store multiple backups with time stamps embedded in the filename, select the most recent backup.
7. Click Open, and then click Next to continue with the Restore Wizard.
8. In the Save Company File As dialog, select the folder to which you’re restoring the file and click Save.
9. If you’re restoring to an existing company because the problem was a corrupt data file, QuickBooks asks if you want to replace the existing file. Click Yes. Then, just to make sure, QuickBooks displays a warning that you’re about to overwrite/delete the existing file. That’s fine; it’s what you want to do, so type Yes in the dialog and click OK.
QuickBooks displays a message that your data files have been restored successfully and opens the file (if you have to log in, the login dialog displays first, and the success dialog appears after you log in).
The Portable Company File
A portable company file is a copy of your QuickBooks company file that has been condensed to save disk space to make it “portable,” that is, smaller than a backup (QBB) copy. Portable files are designed to move data between computers, such as your home computer and your office, so you can work at home and then bring the updated file back to the office.
Creating a Portable Company File
To create a portable company file, choose File | Create Copy, select Portable Company File, and click Next. In the Save Portable Company File dialog, select a location for the file (by default, QuickBooks selects Desktop as the location).
If you’re taking the file to another computer (perhaps you’re taking it home), choose removable media such as a Zip or USB drive, and take the media with you. Or, save the file on your hard drive and then send it to the person who will be working with the file (such as your accountant), either by e-mail or by burning it to a CD and sending the CD to the recipient.
ProAdvisor Tip: Do not substitute making a full backup as part of your regular backup routine with creating a portable company file. Why? Because a portable company file does not contain an important transaction log file that a full backup (QBB) file has. This file is located in the same folder as your company file (the QBW file), and its filename is <YourCompanyFilename>.tlg. In many cases, Intuit Technical Support can use the log file and your most recent backup to recover data up to the point of the transactions saved at the time of the backup file you supply.
Click Save. QuickBooks displays a message telling you it has to close the company file to create the portable file. Click OK.
It takes a while to create the file, and when it’s done, QuickBooks issues a success message.
ProAdvisor RecommendsOverwriting Your Data File by Restoring a Backup or Portable File
Restoring a portable or backup file to a computer that has an existing QuickBooks company file may cause you to lose any work you’ve performed in the existing file. The process of overwriting the existing file with the portable or backup copy deletes the existing file and replaces it with the data in the portable or backup copy.
If you’re the only person who works in the company file and you take a portable or backup file to another computer (such as your home computer), then work on the file and bring it back to the office, it’s safe to overwrite the office copy with the changes that are made when you restore. Nobody has created any transactions since you created the portable or backup file, so deleting the original file doesn’t delete any new transactions.
However, if you send a portable or backup file to someone else and then continue to work in the original file, you can’t restore the file when it’s returned unless you’re prepared to lose all the work you did in the meantime. You have four ways to avoid this situation:
• Stop working on the file until the portable or backup file is returned. Then, when you restore to the company file, you don’t lose any data.
• Have the person who’s performing work in the portable or backup file send you a list of the transactions that were entered, instead of returning the file, and enter those transactions in the existing company file.
• Restore the file to a different location, or use a different filename (or both). You can open the restored company file and see what’s new and then add that data to your real company file.
• Send an Accountant’s Copy to the person doing the off-site work (this person needs to be using QuickBooks Accountant’s edition). Creating and working with an Accountant’s Copy is covered in Chapter 22.
To restore a portable company file, either on your home computer or on the office computer after you’ve worked on the file at home and saved it as a portable file, follow these steps to use the wizard that guides you through the process:
1. Choose File | Open Or Restore Company.
2. In the Open Or Restore Company window, select Restore A Portable File and click Next.
3. In the Open Portable Company File dialog, navigate to the folder or removable media drive that holds the file, select the file, and click Open.
4. The next window that appears is the informational window about where to restore the file. Click Next.
5. The Save Company File As window opens, which allows you to choose where you want to save the restored file. Use one of the guidelines described next to select a location and filename:
• Replacing the Existing Company File with the Portable File If you’re deliberately replacing a company file, select the folder that holds the original company file and use the same filename as your company file. QuickBooks displays a warning that you’re about to overwrite the existing file and asks if you want to replace it; click Yes. To make sure you really understand what you’re about to do, QuickBooks displays the Delete Entire File dialog and asks you to confirm your action. Type Yes and click OK to continue.
• Creating a Different Company File from the Portable File If you want to create a separate company file to avoid overwriting the work you did in your real company file, change the location or the filename (or both) before you click Save.
After the portable company file is uncompressed, it’s loaded in the QuickBooks window so you can work in it.
Verify and Rebuild a Company File
QuickBooks includes utilities to verify and rebuild the data in your company file. They’re both found on the File | Utilities submenu.
Verifying a company file checks the integrity of your QuickBooks data. If QuickBooks finds any issues with your data, you’re prompted to rebuild the file. Before you start the rebuild, QuickBooks asks you to make a backup and reminds you not to use your existing backup disk (or location)—heed this advice!
In many cases, the Rebuild routine will resolve the issue with the data (the best way to determine this is to run the Verify routine again). If it does not, the problems that are encountered are written to a log file named qbwin.log. If you wish, you can view the contents of the log within QuickBooks by pressing F2 to open the Product Information window and then pressing F3 to open the Tech Help window. Click the tab named Open File, select qbwin.log, and click Open File.
Sometimes, the log file has clear, helpful information about the problem and you can remove the problem transaction or list element from the data file. However, if you can’t easily decipher the log contents or the Rebuild routine continues to indicate a problem with the data, you should call Intuit Technical Support for help. The support technician may ask you to send the log file, along with other files available in the QuickBooks Tech Help window, using the Send Log Files To Intuit Support button on the Open File tab.
Condense Your Data
To help reduce the size of your data file, QuickBooks provides a feature that enables you to remove certain transaction and list data in your company file that you no longer use or need. This is a handy feature, but keep in mind that it can result in the loss of details about transactions.
Understanding the Condense Data Process
The Condense Data utility is a process that allows you to delete closed transactions and replace them with a journal entry that shows totals posted to accounts. (If you subscribe to any QuickBooks payroll services, no current-year transactions are condensed.) Open transactions, such as unpaid invoices and bills and estimates that are not marked “Closed,” are not removed. Before removing the data, QuickBooks creates an archive copy of your company file, which you can open to see the original transactions that were removed.
Choosing a Date
QuickBooks asks you for the date you want to use as the cutoff date. Everything you no longer need before that date is removed, if it can be safely removed without interfering with the transactions that remain. No open transactions are removed; only those that are completed and safe to remove are affected. Also, any transactions before the cutoff date that affect current transactions are kept so the details are maintained in the file.
Understanding Summary Transactions
The transactions that fall within the parameters of the condensing date are deleted and replaced with summary transactions. Summary transactions are nothing but journal entry transactions that show the totals for the removed transactions, one for each month. The account balances are not changed by removing data because the summary transactions maintain those totals.
What to Expect After the Condense Process Is Complete
After you clean up the file, you won’t be able to run detail reports for those periods before the cutoff date. However, summary reports will be perfectly accurate in their financial totals. You will be able to recognize the summary transactions in the account registers because they will be marked with a transaction type GENJRNL. You can open the archived file if you need to see the original transaction details.
Run the Condense Data Utility
To run the Condense Data utility, choose File | Utilities | Condense Data. The Condense Data wizard opens, offering two cleanup methods (see Figure 23-5). You may see a warning about losing your budget data when your file is condensed, because some budgets are based on detailed postings. Click Yes. (Chapter 27 explains how to export your budgets to Excel and import them back into QuickBooks.)
FIGURE 23-5 |
You can choose to clean up your file or remove all transactions, leaving your lists behind. |
For this discussion, select the Transactions Before A Specific Date option. (Read “Removing All Transactions” later in this section to learn about the other option.) By default, QuickBooks inserts the first day of the previous fiscal year as the date. Usually, it’s a good idea to go back a bit more if you’ve been using QuickBooks for several years without performing a cleanup. Click Next when you’ve entered the cutoff date.
Condensing Inventory Transactions
If you’re tracking inventory in your QuickBooks file, the next window will ask you how you want QuickBooks to handle the removal of transactions that involve inventory. If your file is not set up to track inventory, you’ll be asked to tell QuickBooks about the transactions you want to remove from your file.
Selecting Additional Transactions to Remove
In the next wizard window, you can select one or more types of existing transactions to remove, even though they wouldn’t be removed automatically during a file cleanup process (see Figure 23-6). For example, if you have a transaction marked “To Be Printed” that’s more than a year old, you probably aren’t planning to print it (and you probably forgot you ever created it). When you’ve made your selections, click Next.
FIGURE 23-6 |
You can remove transactions that QuickBooks would normally keep. |
Removing Unused List Entries
In the next window, you can select the lists that may have entries that won’t be used after old transactions are removed (see Figure 23-7). Click the list(s) you want QuickBooks to examine to determine whether there are unused listings and, if so, remove them.
FIGURE 23-7 |
Tell QuickBooks to remove list elements that no longer have transactions. |
Click Next to see an informational window in which the condense process is explained. Click Begin Condense to start the process. QuickBooks automatically makes a full copy of your file for you and at the end of the condense process displays a message giving you the location on your computer that this copy was saved to.
This is not an everyday backup; it’s a full copy of your data file—just the way your file was before you ran the cleanup feature. This means you can open it if you need to see transaction details the next time a customer or vendor calls to discuss an old, old transaction.
Removing All Transactions
The Condense Data feature offers an option to strip the file of all transactions, leaving behind only the lists and the configuration settings you created for printers and Edit | Preferences categories.
Often, this function is used shortly after you start using QuickBooks as a way to “start all over.” The other reasons you may use this option include the following:
• To start a new file at the beginning of a new year when the current company file has become so large that working in it is slower than you’d like.
• When a company changes its legal structure (from a proprietorship to a corporation or to an LLC), payroll, equity accounts, and other elements of the file must be changed to reflect the new organization type.
QuickBooks creates a backup of the file before beginning the process and creates an archive of the file before clearing the transactions, so you don’t really wipe out the company’s history permanently.
Caution: The Remove All Transactions choice won’t run if you have payroll transactions for the current year or if your file contains bank or credit card accounts that are still enabled for online access.
Update QuickBooks
QuickBooks provides an automatic update service you can use to make sure your software is up to date and trouble free. This service provides you with any maintenance releases of QuickBooks that have been created since you purchased and installed your copy of the software. A maintenance release is distributed when a problem is discovered and fixed, or when a new feature is added to the software. Note that this service does not provide upgrades to a new version; it just provides updates to your current version.
You can enable automatic updates, which means QuickBooks periodically checks the Intuit update site on the Internet for updates to your version of QuickBooks. If new files exist, they’re downloaded to your hard drive. If you turn off automatic updates, you should periodically check for new software files manually. Use the Update Now tab to select and download updated files.
Configuring QuickBooks Update Service
Choose Help | Update QuickBooks and move to the Options tab to configure the Update feature. You can enable or disable the automatic check for updates.
If you’re using QuickBooks on a network, you can configure the update service to share downloaded files with other users. When this option is enabled, QuickBooks creates a subfolder on the computer that holds the shared QuickBooks data files, and the other computers on the network use that subfolder as the source of updated files instead of going online and downloading files.
For this to work, every user on the network must open her copy of QuickBooks and configure the Update options for Shared Download to reflect the folder location on the host computer. The folder location is displayed on the Options tab when you select the Shared Download option.
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