Backing up and restoring company files

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

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 : [MYOB Accounting Plus only] 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 computer, always back up the company file that is stored on the host—especially if you create custom forms and templates on the host computer and then copy them to workstations.

When you do a full backup, you then 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 If you accidentally copy some corrupted data over your previous backup file, that backup is no longer valid. Without a valid backup, you would need to re-create your company file. You can reduce this risk by making separate backups to protect your company data—for example, at the end of each business day.

■	Store backups offsite Store monthly and yearly backups in a safe place, preferably away from your office. Except for daily rotational backups, do not reuse media.

To make a backup of your company file

The Backup command creates a backup of the company file you are currently using and compresses it to a smaller, more manageable size.

caution : [MYOB Accounting Plus only] Backups and multi-user company files

If there are multiple users accessing a company file on a host computer, back up the host company file—especially if you are doing a full backup that includes custom forms, and letter and spreadsheet templates.

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

caution : If the backup process does not work

If any warning or error messages appear at any stage of the backup process, contact MYOB Support.

2	Choose the type of backup you want.

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

n	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:

n	To check for errors, click Check Company File for errors.

n	To prevent error checking, click Do not check Company File for errors.

note : Maintaining data integrity

We recommend checking for errors so that if you need to revert to a backup, data integrity is ensured.

4	Click Continue.

n	If you selected the Do not check Company File for errors option, go to step 7.

n	If you selected the Check Company File for errors option, note that this verification process may take several minutes.

5	Click OK in the window that appears when the verification process has finished. This window appears whether or not errors have been found in the company data file.

For more information about checking your company file for errors, either:

n	see step 2 of To check your company file for errors

n	press F1 for Help.

6	In the Backup window that appears, select where you want to store the backup file.

The default filename assigned to the backup file is described in the following table.

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.

7	If you want, you can change the name of the backup file.

8	Click Save.

9	Label all your backups with enough information to tell you when they were done and where you were up to in data entry—for example, ‘Friday 4/5/08’ or ‘Backup as of 4/5/08’.

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	Select the folder where you want to save the restored file. By default, the restored file will be saved in the same folder as the backup file.

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

5	Click OK to complete the restore.

When you restore a file that has not been activated, the Company File Activation window appears. If you do not need to enter transactions into the restored file, click I want to mark this file as Read Only and then click Continue to open the file in read-only mode.

If, later, you need to activate the read-only file, go to the Help menu and choose Activate Company File.

note : Restoring from a CD

If you are restoring a backup file from a CD, the file will be read-only. To read data from the file, you need to change the file’s attributes by right-clicking the file, choosing Properties and deselecting the Read-only option.

Related Topics

■	Checking your company file for errors