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Simple Steps to Fix Overflow Error in QuickBooks Desktop

QuickBooks is an accounting tool that is instrumental in assisting business owners, accountants and tax professionals in meeting their business goals. This is an advanced software. But like any other computer software, QB too receives some errors and glitches that may compel professionals to pause their work. This article is created to discuss Overflow Error in QuickBooks Desktop. Further, in this post, you will be informed of some of the most common reasons for the occurrence of this error and some useful tips to fix it. For more details, feel free to connect with our technical support team at +1-844-499-6700, and we will provide you with immediate support and assistance.

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Understand Overflow Error in QuickBooks Desktop

This is a data error of a specific type. When this error occurs, all the measurements unit merge with one another to overreach the maximum limit of a particular field. Some of the general cases of Overflow Error in QuickBooks Desktop are as follows:

  • When attempting to access or open any data, report or file and one or multiple fields of a column feature this error message.
  • Overflow Error in QuickBooks Desktop may also show up at the time of running the Verify Data utility. The error text may read “Problem: An overflow error has occurred, one of your accounts has crossed the max limit allowed.”
  • This error has more probability of happening with “the chart of accounts.” If this is the case, the overflow will show up on one or more balance sheets instead of an amount.
QuickBooks Overflow error - Screenshot

“Problem: An overflow error has occurred. One of your accounts has exceeded the maximum value allowed.”

What causes Overflow Error in QuickBooks Desktop?

There might be one or more of the following reasons behind the occurrence of this error:

  • The account balance of your company or other fields is more than $9,999,999,999,999.99.
  • A damaged or corrupted transaction data in your company data.
  • In case you convert a large amount on a group item to a different large amount, this error may appear by the component item of the group.
  • If the inventory has a value larger than the items number.
  • If the format mismatches with the format accepted by the QuickBooks Accounting Software.

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How to Fix Overflow Error in QuickBooks Desktop?

Important Note: Before performing any of the solutions, it is recommended to verify that your computer meets the QuickBooks Desktop Editions (2022, 2021, 2020, 2019, 2018, 2017, 2016, 2015) system requirements. Things to check in particular are Regional Settings, Disk Space and available RAM.

Solution 1: Rebuild Company’s data file

You need to first try to rebuild your data file using the steps below:

  • The very first step is to navigate to the File menu in QuickBooks.
  • You now have to go for Rebuild Data option.
Rebuild company data - QuickBooks overflow error
  • If any warning message appears on the screen and asks you to back up a company file, then click on the Ok tab.
  • This will show up QuickBooks not responding to error message, but if you are able to move the cursor, then the method can be ignored and you can wait for the process to end.
  • Once done with that, wait for the backup process to complete.
  • Towards the end, click on ok tab, after you receive message – Rebuild is complete.

Solution 2: Export your QuickBooks file to Microsoft Excel to discover overflow

Export MS Excel - Overflow error in QuickBooks

Step 1: The very first step is to export lists to desktop

  • You need to first sign in to the company file as system admin.
  • Once done with that, head to the file menu and select switch to single user mode.
Switch to Single-user Mode - Overflow error in QuickBooks
  • You now have to choose the file menu and select utilities tab and click on export option.
  • Once done with that, select export IIF files option.
Exporting file to excel - Overflow error in QuickBooks
  • Now, from the save in dropdown menu, select the location you want to save the IIF file on.
  • After that, enter a name in the file name field and click on the save.
  • You now have click on Ok tab.

Step 2: Minimize QuickBooks software

Step 3: Right click export file

Step 4: Move ahead, and choose open with excel from the list that appears.

Step 5: Spot the transaction having overflow value.

  • You need to now press control and F keys.
  • Enter *overflow*
  • And further click on find next option.

Step 6: Now minimize QuickBooks again

Step 7: Head back to QuickBooks and fix the data for the Account, name, item or any other field that contains it.

Step 8: Check if the issue continues.

Also Read: How to Install and Set up QuickBooks Mac Desktop?

Solution 3: A group item is overflowing

Here is how to fix the overflow error triggered by this cause:

  • You need to set the Group Item Quantity to naught.
  • Close the field.
  • Again, put the exact Group Item Quantity.

Solution 4: If Only 1 Item Is overflowing

If while working on QB you receive a warning that one item is overflowing, it may be the one, in most cases, that has been added recently. Though there might be some exceptions, an already existing item may also be the cause of the error.

Case 1: if the error was caused by the newly added item, you can remove that from the list and recreate that.

Case 2: If it’s an old item –

  • Check the item and fix the transaction causing an overflow.
  • Type in Adjust Quantity/Value on Hand file in order to adjust or rectify the average cost in case you find the existing transaction causing the error. In the meanwhile, if you need technical assistance, you can contact the QuickBooks Error Support team.

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Solution 5: The balance or another field of an account is too large

It may happen that the account balance field or other fields are exceeding their max limits due to some unidentified reasons. The maximum limit in QuickBooks is $9,999,999,999,999.99. In case any account balance crosses the max limit, the field will itself show the overflowing error.

Step 1: Perform troubleshooting required for basic data damage.

  • You can fix your company file with the Rebuild data tool.
  • Now, repair your company file through QuickBooks data file.
  • And further, repair your QuickBooks file manually to fix the data damage.

The first two processes might take some time. Wait for some time, and let the tools do their work. In case the repair tool find no error, then go on and use your file. In case not, then perform the troubleshooting manually. However, you might need to have a good computer knowledge.

Step 2: Create a portable file and restore the created file to a new working file

save or backup portable company
  • Make a portable QB company file.
  • You need to first login to QuickBooks as Admin
  • And further, head to the file menu.
  • You now have to choose Create Copy and portable company file options.
  • Once done with that, click on next and also enter a name.
  • Save it to desktop or any location you want.
  • After that choose save and ok tabs respectively.

Step 3: Verify your charts of accounts.

Chart of accounts
  • Go to List menu and tap on Chart of Accounts.
  • Spot the account having balance equal to or more than 10,000,000,000,000.
  • Minimize the balance of the account.
  • Follow the steps below if the issue still exists.

Step 4: Overflow on memorized reports

  • In this case, go to Reports menu to run the report.
  • If you don’t see overflow in new report, delete it and recreate the memorized report.
  • Move to the following steps if you see overflow.

Step 5: Search all fields in all lists that have an amount or total. You may require to add the inactive items while going through your lists.

  • Go to the Lists and select Add/Edit Multiple List entries.
  • Click Customize Columns and choose any field that has an amount, for example, Cost, Price, etc. Find Overflow and the correct, change or remove the amount.
  • Check all lists available.
  • In case you are using an updated version of QuickBooks, go to Edit, find overflow, search for list elements and then transactions.
  • Edit the amounts and keep checking them until the error message stops appearing.

Solution 6: Error triggered by Corrupted Transaction

Damaged transactions - Overflow error in QuickBooks

In case the error is triggered by a corrupted transaction, follow the give steps:

  • Run various QuickBooks reports, including Financial Statements, Custom Transaction Detail, Sales by Customer, Sales by Item, etc., till you see overflow.
  • After that, move the transaction level by the way of QuickZoom on overflow.
QuickZoom - QuickBooks
  • The last step is to fix the transactions.
    • You need to run verify and rebuild data utilities
    • And then spot the damaged transactions based on QBWin.log.
    • After that apply the appropriate fix on the transactions.

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Final words…!

We hope that this article will assist you in fixing the Overflow Error in QuickBooks Desktop. In case the issue persists, or you need assistance in regards to any other QB related issue you can contact our efficient QuickBooks Customer Support team at our toll-free number +1-844-499-6700.


FAQs Related to QuickBooks Overflow Error

What is QuickBooks Desktop Overflow Error?

QuickBooks desktop overflow error often occurs when the items in the list, like chart of accounts, vendor list, or customer list, surpass the maximum limit.

How do I fix a corrupt QBW file?

You can try repairing the company file using rebuild data tool. The steps to be performed here are:
1. Move to the file menu at first, and then hover over utilities and choose rebuild data.
2. Once done with that, click on ok tab on the QuickBooks information window.
3. Let the tool repair your file.
4. And further, click on ok tab when the tool finishes.
5. You now have to head to the file menu.
6. And then let the tool check for data issues.

How to spot QuickBooks Desktop Overflow error?

You can identify this issue by easily spotting the error message “Overflow error: More than 100,000 accounts, customers, and other names or items”.

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