Backup your Cashbook Data (multiple companies)

How do I back up more than one company in Cashbook?

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

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.

You can also backup data for several companies (a multi-company backup) or just the current company. 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.

Multi-Company Backup:

• Click on the File > Multi-Company Backup menu option.

Backups can be either internal (i.e. to the hard disk on the computer) or external (i.e. to a USB disk, external hard drive or the Practical Systems Data Warehouse) Internal backups can be taken on a regular basis as a precaution against loss of data through power failures, etc. but regular external backups are essential to provide adequate security of data.

You now have the option to:

1. Backup to a local file. (ie. a portable storage device e.g.USB, CD, or to the hard disk on your computer.)
2. Send a backup to Practical Systems Data Warehouse.

OPTION 1: Backup to a local file

A: If you wish to backup to a portable storage device (e.g. USB, CD, external hard drive)

• Insert the relevant device into the appropriate drive.
• 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:

• Find your backup location. (In this example, we are backing up to a USB.)
• Click on the Save button.

B: If you wish to do an internal backup i.e. to the hard drive on your computer:

• Click on the Browse button to select the location to which you wish to save the backup.

In the Select file to backup to ... window:

• Find your backup location.
• Click on the Save button.

• This will take you back to the Multi-Company Backup window in Cashbook.

• In the Options box, tick the following check boxes, if required:
  • Include documents if you wish to include any documents attached to transactions in the backup). This can potentially increase the size of the backup file, depending on how many documents you have attached to transactions.
  • Add timestamp to filename, if you wish to automatically add a date and time to each backup name. e.g. C:\Cashbook backups\2017-2018\CBPlus 2017-07-31 09.44.02.cpb.
• Tick the box next to the company name to automatically select all years of of data associated with that company, OR
• Tick the box next to each year you want to be included 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.

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

OPTION 2: Send backup to Practical Systems Data Warehouse option

• Tick the Send backup to Practical Systems Data Warehouse check box.
• In the Options box, tick Include documents if you wish to include any documents attached to transactions in the backup). This can potentially increase the size of the backup file, depending on how many documents you have attached to transactions.
• Tick the check box next to the company name and all years will automatically be ticked as selected.
• 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.

• 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. Multi-Coy Backup 16/05/16 or the names of the companies that you have included in the backup - Company 1, Company 2, Company 3)
• Click on the OK button.

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

Other Related links:

Set a Default Backup Location