Archive for backup

QuickBooks Online Backup

By now most businesses recognize the importance of regular backups. With cloud based systems users often feel backup is not important as the cloud vendor provides the backup service. However, cloud vendors make backups for their convenience, not yours. What does this mean? If the vendors server crashes or some other event happens, they can recover all the data – Great! But what if someone gets access to your system and wipes out a bunch of information? What if you import 100 transactions and then realize they were done wrong? Can you ask the cloud vendor to get you back to yesterday or last week? Often times the answer is no and since you can’t do a backup that can be restored when you desire you may have to do a lot of manual work to get to where you need to be.

You may be able to download data from the cloud system, but can you restore it? This is not to say you should use a cloud based solution, only that you need to be aware of this limitation and decide how to proceed from a position of knowledge.

With QuickBooks Online firms have sometimes chosen to download to QuickBooks desktop as a form of backup. While this can be uploaded into a new QBO company file you must do a complete review of the data each time you download as there are some differences between QBO and desktop that may cause the numbers to be different. In addition, if you have add-ins like Apps, when you upload into a new company file you will have to re-establish the links to the apps which, depending on the app, may have it’s own issues.

So what to do? With QuickBooks Online the best current answer is Rewind. Rewind lets you backup when you want, restore deleted items and undo changes. While it is not a complete backup and restore solution, since there is certain data (like payroll) that Intuit does not allow write access, Rewind gives you a lot more control and recovery than you has previously been available.

I won’t go into all the details, as Rewind has an excellent blog article that you can read at QBO Backup. If you are interested, or have questions, please contact us and we can help you get started.

Start the new year with good backup processes for all your software and keep your data safe.

QuickBooks Backup

No matter what programs you are running, backups are critical. Generally, the safest backups are those made directly by the backup program of the software and then those backups should be backed up offsite for extra protection.
Backups from the software program are more likely to be complete and accurate as they can take account of whether someone is logged in to the program.
But what do you do when your backup doesn’t work? If the program is QuickBooks, William Murphy has provided great insight into causes and fixes when it comes to QuickBooks backup. You can ready his complete article at Insightful Accountant – QuickBooks backup.

Backup Your Data – Focus on QuickBooks

All too often of late I have been hearing from clients, “I don’t have to backup, my IT people have it setup to backup automatically”. With most programs you should be backing up from within the program and then having your IT firm backup the backup you made. This is the best way to make sure you have a good backup as most automatic backups can’t complete properly if a program is running.  It is important to speak with someone knowledgeable about the specific programs to  setup proper backup protocols

With QuickBooks it is important that on a regular basis a backup be done from inside of QuickBooks with complete verification. This requires that QuickBooks be in single user mode. You can make the backup to any location you choose but it is important that this be done. A backup by the IT people is NOT sufficient:

  1. The backup by  IT generally can’t tell if the file is open in some way. If the file is open the backup will not work properly.
  2. QuickBooks creates a transaction log file (TLG file) that can used to help rebuild the file in an emergency. The safest way to shrink the TLG file is to run a backup with complete verification. Allowing the TLG file to grow uncontrolled can lead to database and performance issues
  3. Running a backup with complete verification will help identify and possibly fix potential database problems before they become big problems.

To do a backup in QuickBooks go to file – backup company – create local backup. The first time you will need to go to options and indicate a location for the backup as well as the number of backups to keep and how often you should be reminded to backup. Make sure you choose Complete Verification. Click OK to return to the Create Backup screen and then click on Next to do the backup.

When  you go into the backup function in the future the options previously set will be remembers and you will not have to go back to the options screen unless you want to make a change.

Regardless of the programs you run and the method you use for backups it’s a good idea to periodically test your backups by restoring to a different location and checking the data. Hopefully you won’t need to restore, but with the proper process the recovery is more likely to be successful.