Tag Archives: Backup

Data verification during backup

Software: Intuit #QuickBooks #accounting software

Data verification is a process in QuickBooks to check for data integrity of a company file. Under the backup option, you can have a complete, quicker or no verification done during backup.

QuickBooks Backup

By default, it is recommended to have a Complete Verification. QuickBooks will run a thorough check of the company file and warn the user when there is a problem found.

Backing up with a complete verification will take a little longer compare with other verification option. Unless you are in a hurry, if not, you should run a complete verification instead of a quicker verification. A Quicker Verification, as mentioned in the QuickBooks knowledge base, is less thorough as it only checks the essential parts of the data file.

You should do a data maintenance regularly if you have opted not to verify data during backup.

Verifying and rebuilding of data are as important as backing up of a data file. Verifying helps to check the data integrity and alarm you when there is a need to repair the data file.

Backup

Software: MoneyWorks #accounting software

BACKUP! BACKUP!

How many users backup their databases daily?

Backup is an important task, which user should do it daily, but often been ignored by the user.

You should consider backing up the data before turning on the multiple currency features, change of exchange rate, bank reconciliation, stocktaking, post the transactions, finalised the GST or any major event takes place. Although MoneyWorks has a rollback feature, which allows the user to “undo” the last or last few changes to the database, a backup is always a better choice.

You should have a regular backup such as daily, after month-end and after your financial year-end. Backing up of MoneyWorks company file can be “Accounts Backup” only or “Accounts Backup with Custom Plugins”. The “Accounts Backup” is only the accounting data and the “Accounts Backup with Custom Plugins” is the accounting data plus those custom templates, pictures (product images), attachments, custom scripts and reports. Select a type of backup which most suitable for you. To backup, go to the File menu and select “Save a backup as”.

backup

Never, never, never save the backup file to the same hard drive where you store the working file. If the hard drive crashed, all gone. You can save the backup to an external drive or a Cloud storage such as Dropbox, OneDrive, Google Drive, etc. (Note: Never store the working file in a Cloud storage).

Having a backup is important. When a “rollback” failed, a backup file will always come in handy. Accounting data contains your months or years of transactions. It is your financial history, take it seriously!

Backup.

 

How does the auto backup work in MoneyWorks accounting software?

Sofware: MoneyWorks #accounting software

MoneyWorks Datacentre does auto backup the company file (data file).

The backup and archive path are both set in the MoneyWorks Datacentre Console. The backup and archive path, by default, are set to point to local drive. You need to set the MoneyWorks Datacentre as a user who has the privileges to access the networks drive if you prefer to backup over the network.

If checked, documents will get automatically backed up on any day that they are used (on first save or when they close*). If a new period has been opened, then the backup goes into the Archives folder and is dated so that it will not get overwritten. Otherwise backups go into the backups folder and are stamped with the day of week (1-7). Week-old backups will therefore get overwritten.

— MoneyWorks Administrator Guide, page 8.

How does the automatic backup work?

MoneyWorks Datacentre console - Configuration

Assuming you are the only user accessing the company file on Tuesday morning, you disconnected during lunch time. When a user has disconnected from the company file, Moneyworks saved the session and a backup file is created.

Sample of a backup file:
Acme Widgets Gold.mwd7.2.mwgz

The “2” in the above backup file name is representing Tuesday. So, Wednesday’s backup file name will be “Acme Widgets Gold.mwd7.3.mwgz”.

After your lunch, you connected to the company file again and disconnected after work. Since this is the second backup of the day, MoneyWorks overwritten the earlier file.

There will be a daily backup, from Monday to Sunday, once you saved or disconnected from the company file. The weekly backup cycle will continue, the old backup file will get overwritten on the following week. MoneyWorks will not create a backup file if there are users connected to the company file. As an administrator, you have to ensure all users have disconnected at day end.

Whenever a new period created in MoneyWorks, usually after the month end process, it creates an archive file and store it in the Archive folder. If you have created the period on a monthly basis, the archive file serves as a monthly backup.

Sample of an archive file:
Backup of Acme Widgets Gold.mwd7 [160521].mwgz

The monthly archive file will not get overwritten since the archive file includes a backup date. However, only one archive file will be stored if a user has opened up new periods in advance. For example, if a user opens up period March to September on 1 March, then only the final archive file, which has the period September stored in the archive folder. Those earlier archive files, which from the period March, have the same file name as the archive file with period September; hence, being overwritten.

As an accountant, other than the automatic backup done by the MoneyWorks Datacentre, you can do a manual backup with the “Save a backup as” feature from the File menu of the MoneyWorks Gold. The accountant or MoneyWorks administrator should consider monthly manual backup if you have open the period in advance.

We suggest you should do a manual backup before you posted the transactions, bank reconciliation, start a stocktake, or finalised the GST. Although a rollback does help, backup is a better choice.