QuickBooks Encryption Error – Troubleshooting & Repair Guide

QuickBooks Encryption Error is a data accuracy issue that often impacts QuickBooks Desktop. It can disrupt encrypted fields such as Social Security numbers, credit card numbers, and Employer Identification Numbers. Etc. Several users still experience encryption-related issues despite software updates and new releases. These issues can impact company file access and data integrity.

Corrupted company files, damaged data, incomplete updates, and failed encryption can cause these issues. These issues can negatively affect payroll details, financial statements, and other critical business data stored in QuickBooks.

This guide outlines the step-by-step troubleshooting steps to fix QuickBooks encryption errors. Resolving the encryption issues promptly can restore data integrity to help businesses optimize operations.

Why Does a QuickBooks Encryption Error Occur?

When sensitive information, i.e., your credit/debit card number, insurance number, and bank account details, etc., is compromised due to encryption issues, this error pops up.

The error messages you see on your screen may look like:

• “LVL_SEVERE_ERROR–GetDecryptedCreditCardNumber Failed: The decryption has failed. CHECKPOINT: Failed to decrypt customer’s credit card number. Customer ID: nnnn.”
• “LVL_ERROR–Unable to decrypt social security number/social insurance number”

Step-by-Step Procedure to Fix QuickBooks Encryption Errors

QuickBooks encryption issues can be resolved by implementing certain solutions. However, before implementing the solutions, address the following prerequisites:

• Update QuickBooks to its latest release.
• Back up the QuickBooks company files.

Once the prerequisites are met, follow these solutions to address the QuickBooks encryption errors successfully:

Step 1: Encrypt the company file again using admin credentials

A corrupted QuickBooks admin encryption key can give rise to issues. Reapply encryption to update credentials and detect data corruption.

Follow these steps to re-encrypt the company file:

• Use the QuickBooks Admin user credentials to log in to the company file.
• Modify the Admin password.
• Enable QuickBooks to encrypt the company file again.
• Click the “File” option.
• Next, click “Close Company”.
• Sign out of QuickBooks Desktop.
• Open QuickBooks again and log in as Admin.

Follow these steps to check the re-encryption process:

• Start the “Verify Data” utility.
• Access the verification log file.
• Check the current log entries.

Encryption data corruption is present when any of the following errors are displayed:

• LVL_SEVERE_ERROR–GetMasterKey Failed: The decryption has failed
• LVL_SEVERE_ERROR–GetDataAccessKey Failed: The decryption has failed

Note: Admin master key issues need advanced file recovery via QuickBooks Data Services. Encryption related to certain users needs account deletion and recreation.

Step 2: Fix Corrupted Encrypted Fields in QuickBooks

Corrupted encrypted fields in QuickBooks are not profitable for businesses. Follow these steps to detect and fix encrypted data problems efficiently:

1. Install Rebuild Data and Verify Data tool

The Rebuild Data tool fixes several small company file corruption issues and helps recover data accuracy. Follow these steps to run the Rebuild Data and Verify Data tool:

• Click the “File” option and choose “Utilities”.
• Click the “Rebuild Data” option.
• Click the “OK” button to take a backup when notified.
• Enable QuickBooks to finish the repair procedure.
• Click the “OK” button when the rebuilding is complete.
• Click the “File” button and choose “Utilities”.
• Click the “Verify Data” option.
• Check the scan outcome.
• Click “OK” if no errors are identified.
• Click “Rebuild Now” in case QuickBooks detects data corruption/
• Perform the process again in case data issues persist.

2. Access the QuickBooks File Doctor

QuickBooks File Doctor fixes damaged company files that the “Rebuild Data” tool fails to fix. Follow these steps to use the QuickBooks File Doctor:

• Access the QuickBooks Tool Hub.
• Choose the “Company File Issues” option.
• Start the QuickBooks File Doctor.
• Scan and fix the impacted company file.
• Check the file once the repair is done.

3. Manually Fix Data Errors

Manual repair helps fix certain issues detected during the verification process. Follow these steps to fix data issues manually:

• Choose the “File” option and click “Utilities”.
• Next, click “Verify Data”.
• Enable QuickBooks to review the company file.
• Click “Expand All” in the “Verify Results” screen.
• Check the issues listed.
• Choose “See Online Article” for the existing repair guidelines.

4. Review the QBWin.log File

The QBWin.log file detects corrupted encrypted records. Follow these steps to verify the QBWin.log file:

• Find the QBWin.log file.
• Save a copy to a preferred location.
• Use Notepad to open the file.
• Record the impacted customer names and IDs.

5. Modify the Impacted Credit Card Information

Updating encrypted credit card data fixes corrupted customer records. Follow these steps to edit the affected credit card details:

• Choose the “Customers” option.
• Click the “Customer Center” tab.
• Find the impacted job or customer.
• Choose the “Edit” option.
• Click the “Payment Settings” tab.
• Add the temporary credit card information.
• Save the changes and open “Payment Settings” again.
• Add the correct credit card details.
• Save the record.

6. Confirm the Repair

Install the “Verify Data” tool once more to verify repair completion. Here are the steps to verify the repair:

• The repair is successful when the “Verify Data” tool shows no issues.
• Check the QBWin.log file once more in case issues persist.
• Update the impacted customer records and perform the authentication when needed.

Step 3: Add Encrypted Data in QuickBooks again

Once the company file is fixed, QuickBooks may erase certain encrypted data. Recover the unavailable data from a backup file. Once done, add the data again into the restored company file.

Follow these steps to re-enter encrypted data in QuickBooks:

1. Restore Employee SSNs and Birth Dates

Transfer employee details from the backup file into the restored company file using these steps:

• Access the backup file and navigate to “Reports”.
• Click the “Lists” option.
• Next, choose the “Employee Contact List” option.
• Modify the report to show Employee, Date of Birth, SS No, and Active Status.
• Transfer the report to Excel and access the restored company file.
• Go to the “Employees” section.
• Click the “Employee Center” option.
• Change every employee record and add the date of birth and SSN again.

Note: Deactivate Direct Deposit before updating employee SSNs. Reactivate it once the update is done.

2. Restore the Vendor Tax IDs

Transfer vendor tax details from the backup file and save them in the restored file. Follow these steps to restore the Vendor Tax IDs:

• Access the backup file and navigate to “Reports”.
• Click “Lists” and then choose the “Vendor Contact List”.
• Modify the report to show “Tax ID”, “Vendor”, and “Active Status”.
• Transfer the report to Excel.
• Access the recovered company file and go to “Vendors”.
• Click the “Vendor Center” option.
• Modify the vendor profile and add the tax ID again.

3. Restore the Account Numbers

Recover bank account numbers from the backup file using these steps:

• Access the backup file.
• Navigate to “Reports” and click “List”.
• Click the “Account Listing” option.
• Modify the report to show “Bank No./Note.” “Account” and “Active Status”.
• Transfer the report to Excel.
• Access the recovered company file and go to “Lists”.
• Click the “Chart of Accounts” option.
• Modify the impacted account and change the bank account number.
• Once all the encrypted information is added again, start the Verify Data tool to verify that the encryption issue no longer exists.

Conclusion

Understanding and resolving QuickBooks encryption errors in QuickBooks Desktop helps businesses optimize processes. In this guide, complete information on how to resolve QuickBooks Encryption issues has been shared.

Still, if there is any query or doubt, feel free to reach out to our team of QuickBooks experts.

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