Backup your Cashbook data (single company)

How do I backup my Cashbook data?

This backup procedure is used for making a security copy of the data that you have entered into Cashbook Plus!.

This will guard against loss if something happens to your computer (e.g. hardware malfunction, loss of data through power failures, etc.).

FILE BACKUPS SHOULD BE CARRIED OUT AT LEAST WEEKLY OR WHENEVER SIGNIFICANT DATA ENTRY OR CHANGES HAVE BEEN MADE.

In Cashbook you can either Backup to a local file (i.e. to the hard disk on the computer, USB disk, CD-ROM) or you can send a backup to Practical Systems Data Warehouse.

In Cashbook you have the option to backup:

• the current company - see instructions below
• several companies at the same time - instructions are in Multi-Company Backup.

If you actively work in more than one company, we would suggest doing a multi-company backup. If, however, you do the majority of your work in one company, or you want to send data for just one company to your accountant, we would suggest a single company backup.

To backup a single company, you will need to be in that Company before you start. If necessary, go to the File > Companies menu option and select the required company.

Step 1

• Click on the File > Backup Data Files menu option.

• You have the option to:
  • To back up to a local file (ie. a portable storage device e.g.USB, CD, or to the hard disk on your computer).
  • Send a backup to Practical Systems Data Warehouse.

Step 2 - Backup to a local file

• If you wish to backup to a portable storage device (e.g. USB, CD), insert the relevant device into the appropriate drive.
• In the Options box, tick the following check boxes, if required:
  • Include documents if you wish any documents attached to transactions to be included in the backup. Note that this has the potential to significantly increase the size of the backup file, depending on how many documents are attached to transactions.
  • Add timestamp to filename if you want a date and time to be automatically added to the backup name. e.g. CBPlus 2017-08-07 12.01.04.
• Tick the box next to each year if you want to include it in the backup. If there is not a tick next to a year, it will not be in the backup.
• Click on the Browse button to select the location to which you wish to save the backup. If you want the backup to be on a USB or CD, choose the location of the device here. 

• In the Select file to backup to ... window:
  • Select the location.
  • Click on the Save button.

• This will return you to the Backup Data Files window.
• Click on Start Backup button.

• Click OK to the Information message: 'Backup Complete'.

Note: Once the file has been saved to desired location, this can then be attached to an email to be sent to your accountant or your book keeper.

Step 3 - Send backup to Practical Systems Data Warehouse

• Tick the Send backup to Practical Systems Data Warehouse check box.
• In the Options box, tick the Include documents checkbox, if you wish any documents attached to transactions to be included in the backup. Note that this has the potential to significantly increase the size of the backup file, depending on how many documents are attached to transactions.
• Tick the check box next to each year you wish to include in the backup. If there is not a tick next to a year, it will not be in the backup.
• Click on the Start Backup button.

• You will now be asked to login to the Data Warehouse server.
• In the PS Login window, enter your Client Code and Password. 
• Click on the OK button.

NOTE** For first time users, your password is your Client Code - You will be prompted to change the password on your first login. 

• We advise you do not Password Protect your Backup, as Practical Systems cannot retrieve your data if you forget your password.
• Click on the Next button.

• Enter a description of your backup. (eg. The Name of the Company, if you have more that one company, or Backup 16/05/16.)
• Click on the OK button.

• Click OK to the Information messsage: ' The File has been successfully uploaded to the server.'

Other Related links:

Set a Default Backup Location

How to restore from the Data Warehouse