Backing up and restoring company files

Backing up is the copying of a company file to some form of storage medium, such as a CD, a different hard disk, or other media. You can also use the backup function in your MYOB software to create a compressed archive file that takes up less space.

The Restore command closes the company file you’re currently using, decompresses a backup file so you can use it, and then opens the backup file.

caution : Single-user access required

Making and restoring a backup file requires single-user access. For more information, see Single-user file locking for special tasks.

Precautions when backing up

Avoid common mistakes that can cause you to lose backups of company files:

■

Take care when backing up multi-user company files If multiple users access a company file on a host, you need to back up the company file on the host computer—including custom forms, letters, and spreadsheet templates you have created. You can then copy the updated templates to each workstation and ensure the latest versions are used.

When you do a full backup, ensure that the most recent versions of custom forms and templates are backed up.

■	Don’t store backups on the same hard disk as the software A single disaster can wipe out all your records.

■	Make separate backups A disk failure can corrupt your data in such a way that you may not notice it during a session. If you accidentally copy the damaged data over your previous backup, the backup is no longer valid.

Without a valid backup, you will need to re-create your company file. You can reduce the risk by making separate backups to protect your company data—for example, at the end of each business day.

■	Store backups offsite Store all your backups in a safe place, preferably away from your office. Except for daily rotational backups, do not re-use media.

To make a backup of your company file

1	Go to the File menu and choose Backup. A backup window appears.

caution : If the backup process does not work

When you installed your MYOB software, special software needed for the backup process was also installed. If a message appears when you try to use the Backup command, this software may have been removed from the location where it needs to exist. You may need to re-install your MYOB software to use this feature. Alternatively, you can contact MYOB Support for help.

2	Choose the type of backup you want:

■	To back up your company file and templates, click Backup all data.

■	To back up your company file only, click Backup Company File only.

3	Choose whether to check your company file for errors before making your backup by selecting one of the options.

4	Click Continue.

5	If you selected the Do not check Company File for errors option, the Save window appears. Go to step 7.

6	If you selected the Check Company File for errors option, the verification process may take several minutes.

When the verification process finishes, click OK in the window that appears. Note that this window appears whether or not errors have been found in the company file.

The Save window appears.

7	Specify where you want to store the backup file.

A default filename is assigned:

Default filename	further details
MYOmmdd.zip	• mmdd is the month and day from your computer’s clock • .zip is the file extension and cannot be changed.

8	If you want, you can change the name of the backup file. Note that you should name your backups with enough information to tell you when they were from and where you were up to in data entry—for example, ‘Monday 5/5/08’ or ‘Backup as of 5/5/08’.

9	Click Save. The backup process begins.

10	If you are storing the backup file on a removable storage device, label them clearly, so you know exactly when the backup was done.

To restore a backup

1	Go to the File menu and choose Restore. The Restore window appears.

If the Prompt for Data Backup When Closing option is selected in the Preferences window, a window appears asking if you want to back up your company file. If you want to back up your company file now, click Yes and follow the prompts, otherwise click No.

2	In the Restore window, select the backup file you want to restore and click Open.

note :  

If the backup file is on a removable disk, insert the disk into the disk drive.

3	Specify where you want to save the restored file and click Choose. By default, the name of the restored file is appended with ‘ and is then restored to the specified location.

4	A message appears showing that the company file will be restored to the selected folder.

5	Click OK to complete the restore. The Sign-on window appears so you can proceed working with the restored file.

note : Restoring from a CD

If you are restoring a backup file from a CD, the file will be read-only. To record new transactions to the file, you need to change the file’s attributes. Right-click the file, choose Properties and deselect the Read-only option.

Related topics

■	Checking your company file for errors