Making Regular Backups

The system provides a utility for backing up and restoring data files. Data should be backed up regularly to ensure the integrity of the data.

Two types of backups are recommended. The first is a pre-posting backup to a backup subdirectory on the hard drive. The second is a regular backup to removable media such as diskette, zip disk, or tape drive.

Having extra copies of company data (on hard disk or removable media) is an insurance policy against corrupted or lost data. In addition to the regular backup, periodic copies of the system data should be made (monthly or quarterly) and kept off the premises.

A data file backup is nothing more than a second copy of the information found in the data directory. The backup can be stored on a usb drive, a tape cartridge, a zip disk, or another location on the hard drive. Once the files are copied, they are available in case any of the original files on the hard disk become lost or corrupted.

Making a regular backup of the computer files is just like buying a life insurance policy. Regular premium payments are made each month in the hope of never having to use it. When it is needed, however, it is good to have it. Since computers are not perfect and are subject to component wear and tear, electricity blackouts, humidity and atmospheric conditions, making backups becomes the insurance policy against loss of valuable information and down-time when a problem occurs.

We recommend two types of backups to cover data backup needs. These two types are described below.

Before each posting of information in the system, a data backup should be made. The system will prompt the user to make a backup each time a posting button is pressed. This backup is usually made to a spot on the local hard disk drive or a local area network drive.

This backup is the ‘working’ backup and is performed on a day-to-day basis, usually at the end of the day. Data can be backed up to any type of removable media, including but not limited to those listed below:

Removable backup destinations available from within the accounting program

USB Drive	External Hard Drive

Backup destinations accessed outside of accounting program

Cloud Backup	Writable Disc

Backups to Local or Network Hard Drive, USB Drive or External Hard Drive can be accomplished by using the backup program described below. The system will back up all the data files to the selected destination. If you have backed up data to removable storage devices, save the backup either on or off-site in a safe place.

Backups made to the cloud or to storage devices such as writable cd drives drives cannot be performed from within the accounting software. For more information on performing these types of backups, consult the provider.

There are two options for backing up and restoring data files. Select the desired option using Setup > Company Information.

1. Standard Backup System - this is a simple backup program that allows the user to specify the directory where backups are stored and from where the system restores data.

2. Enhanced Backup System - recommended for advanced computer users. This Enhanced Backup System allows for multiple backups to be stored on the system.

When Backup Data Files is selected from the File menu or the

button on the Main screen is pressed, the following screen will come into view.

The directory in which company data files are located is listed. This cannot be changed from this screen. This field is automatically filled in from the path specified for the data files in the Company screen.

The directory in which company data files are to be backed up is listed. This is the path where the backed up data will be stored.

If the data files are to be compressed, check this box. Compressing the data files will decrease the amount of disk space required to store the backup.

Due to the large size of the picture file, the user can choose to exclude this file from the backup to avoid large backup files.

The Backup Now button will backup all the data files. When the Backup Now button is pressed, the backup screen will change to display a progress bar.

Press the Change Destination button to select the directory in which the data files will be backed up. For more information, see Change Destination.

In the Backup Destination field, enter the directory in which to backup data files. Click the OK button to accept the Destination.

The Backup Destination field automatically displays the name of the subdirectory where Data files for the currently selected company will be backed up. This location can be changed by entering the new location or pressing on the lookup button and the following screen will come into view.

Select the desired Directory and Drive in which the backup files should be stored and press the OK button.

When this box is checked, the system will open a window showing all the data files available in the selected backup. The user can then tag and restore just the desired files. As a general rule, all files should be restored. For this reason, this feature is only accessible using a password issued by an A-Systems support professional. Please call your authorized A-Systems support group for assistance in using this feature.

Press the Restore Now and the program will restore all the data files. After the Restore Now button is pressed, the following screen will appear.

This is a list of all the data backups found in the Restore Source directory. Entries in Red are automatic backups done by the software each day and are stored in a different folder.

Select the desired backup and click Restore Highlighted Backup. The following window will be displayed.

Press the NO button and the previous screen comes into view. Press the Yes button and the data will be restored. The Restore is now complete.

Press the Change Restore Source button and the following screen comes into view.

In the Restore Source field, enter the directory in which the backed up data files are stored. Click the OK button. This process is handled the same way as Changing a Backup Destination.

If Enhanced Backup has been selected the following instructions will apply. When Backup Data Files is selected from the File menu or the button on the Main screen is pressed, the following screen will come into view.

This button, when pressed, will backup all the data. For more information, see Backup Now.

Press the Insert button or the desired description and press the Change button. For more information, see Changing a Backup

Enter a description for this particular backup. The default description will be the same as the description of the higlighted backup type, but it can be changed each time a new backup is made.

This is a user defined field. Enter a description for this backup. For example: "Pre Posting Backup".

Enter the name of the folder where data files for this company will be backed up. This name can be changed by entering the name or pressing on the lookup button and the following screen will come into view.

Select the desired Folder in which the backup files should be located and press the OK button.

This is the maximum number of Backups to store in this directory. It is possible to store multiple backups in the same directory.

If the data files are to be compressed, check this box. Compressing the data files will decrease the amount of disk space required to store the backup.

Press the Restore Data files button and the following screen will come into view.

The description of the backup and the directory in which it was stored is listed for all available backups.

When this button is pressed, the highlighted backup will be restored. For more information, see Restore Now.