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Quickbooks Problem #2/5: Lost Connection to Data File

Resolving data file connection problems in Quickbooks

Quickbooks is a powerful accounting software suite assisting thousands of small businesses every day. When problems occur, it’s often frustrating and creates delays in mission-critical tasks. 

In some cases, one of these delays results in the loss of connection to Quickbooks and corresponding files. No doubt, you can imagine how aggravating that scenario is. So why does it happen and how do you resolve? We’ll dive into some potential solutions.

The reasons for connection loss to a data file are various, so you’ll need to go through different troubleshooting solutions. In may cases, you’ll receive a message indicating the connection to the Quickbooks server was lost and that the software needs restarting.

Quick solutions

Before anything, attempt the following steps to quickly resolve the issue:

  • Restart the Database Server Manager
  • Move selected files to a different folder (preferably ones being worked one)
  • Adjust Power saving option to “Never”

Other notes: 

If you use a standalone system, there are other potential resolutions. 

  • Anti-virus and/or firewall access may need to be modified
  • Permissions for accessing the individual file may be needed (such as from an administrator)
  • The file or Quickbooks may be corrupted

If these do not resolve the disconnection problems, continue reading.

General Troubleshooting #1

Use the Quickbooks tool

Attempt to restart Quickbooks which can resolve this issue (and others). If not, you can use Quickbooks’ resolution tool. If you don’t have access to it, you’ll need to download the Quickbooks Tool Hub.

Once downloaded, run the program and select the “Quick Fix” option,. The software will attempt to resolve any problems or detect other issues you’re experiencing (note: you can find this in the “Program Problems” section of the software).

Use File Doctor

If the initial system check was unsuccessful, the Tool Hub has other options. File Doctor in the software tools is a more in-depth approach to solving lost connection issues. Execute the option and allow it to complete its process. Afterward, it will provide results.

Said results will indicate whether there is a problem or not.

  • If you see “No problem detected in your Company File,” the file is not corrupted (verify company data if you see this result but still have difficulty accessing company files)
  • If the tool discovers file damage, you can attempt other steps such as: repairing the file, restored backed up files/data, use Quickbooks’ Auto Data Recovery, or request recovery from Quickbooks’ data recovery teams

In some cases, the file(s) in question are located on portable devices. If that’s the case, we’ll attempt several other steps.

Files located on portable drives

If you’re losing connection to a data file because it’s located on a portable drive, you’ll need to try different methods.

Is the portable drive still connected?

A portable drive could be a flash drive or external HDD/SSD. Make sure it’s properly connected. If it is, first by (safely) ejecting and reconnecting the drive.

Is the portable drive working?

Even if connected, it’s possible the portable drive is corrupted. You can attempt to save, copy, and transfer files to and from the drive to check. 

Is there enough space?

Double-check to make sure the portable drive(s) have enough space to receive and transfer company files.

Checking local and business network connections

Another common connection problem relates directly to ethernet/wireless networks. If you’re failing to connect, there could be an issue with the system connection. 

These are potential problems related to failed connections to a different network/computer:

  • Internet connections can be unstable causing issues with data connectivity
  • A firewall or anti-virus software is preventing access
  • Administrator privileges are needed to access the file or send the file from a different system
  • Power-saving mode is on for one/all of the systems

General Troubleshooting #2

For resolving problems related to network connectivity problems, attempt the following steps.

Use the Quickbooks Tools Hub

Like before, our first recommendation is to use the Tool Hub. The Hub has automatic processes which will attempt to identify and resolve the problem. Like before, you may also need the File Doctor if prompted.

If any files are damaged/corrupted, you’ll be prompted to repair them.

Restart all relevant computers

Restarting computers is often an easy resolution for most problems. Simply restart any relevant company computers and networks associated with the file(s). Restart Quickbooks and all associated tools.

Modify and/or disable power management options

Power and energy options on a computer can cause connection issues. To solve this, locate the PC where the system file is found. Once done, find and navigate to the Control Panel.

Once in Control Panel, find and locate Power Options (note: for this purpose Bytagig assumes systems are running Windows 10). In Power Options, you should see different settings and options.

Disable all settings related to sleep, hibernation, and standby modes on any system where you associate file sharing. Note: check with an administrator to make sure this doesn’t interfere with other system schedules and processes.

Check network settings

If there are still connection drops, you’ll want to check the associated networks and their settings. It’s important to note, Quickbooks does not support wireless connections for instability reasons.

To check network connections, attempt to create and save a document on the computer currently connected to the business network. If you cannot successfully save the file, there’s a potential network permission problem. Contact an administrator to set up Quickbooks access permissions on the system.

Modify power settings on the server

As you did with the system power settings, you may need to adjust power settings on the relevant server. Navigate to Control Panel then Power Options.

Disable the standby, sleep, and hibernation saving options.

Resolve hosting issues

For Quickbooks to work correctly, the correct hosting software must be installed. If not already, install Quickbooks Database Server Manager.

If the server manager is installed, you may need to adjust its current settings.

In Files > Utilities, looking for Hosting options. “Stop Hosting User Multi-Access” means server hosting is currently enabled. If you not, you need to enable the option.

If you’re still experiencing difficulty with data file connection loss while using Quickbooks, you may need additional assistance.

You can contact Bytagig for further support and information.

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