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Backup Data |
  
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Backup Data |
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It is recommended that you perform a backup before finalising your payrun (providing you are not exporting this information into an accounting package, if so, please backup after finalising to prevent double entries in case the backup is restored).
When you backup a company in e-PayDay®, the contents of that company's data folder is copied and compressed so that a 'zip' file can be created. No matter which or how many companies are backed up, just a single file gets created every time. The name of the file is "backup.zip". For example if we choose to backup one of our companies to a floppy disk, a (zip) file called backup.zip will be created on that floppy disk.
Note: At the end of the backing process there is a prompt about backing up another company. If you choose yes and backup another company to the same floppy disk then another file called backup.zip will written to the floppy disk. But because you cant have two files in the same location with the same name, the previous backup.zip file will be overwritten and the previous company's backup will be lost.
Backups in e-PayDay® are performed via the Backup Wizard. To access the wizard, from the main screen click on the word 'Utilities' and select 'Backup my Data' from the menu.
The 'Backup Wizard' window will then be displayed.
Step 1
You will be given the option to click 'Next' to select the company you wish to backup, 'Cancel' to exit the Backup Wizard or 'Postpone' which will minimize the Backup Wizard until you are ready to continue. To continue with the Backup click 'Next' and go to Step 2.
Step 2
Select the company you wish to backup and click 'Next'.
More than one company can be backed up at the one time. After highlighting the first company hold down the CTRL key on your keyboard and highlight the any other companies. Just the single backup.zip file will be created. The drawback of this way of backing multiple companies is that you may find yourself in a situation where you wish to restore the backup from just one of the companies. The other company might be fine, but when you restore the backup, both companies are brought back to where they were when the backup was made. Perhaps a better idea is to backup each company to a separate place, whether this be different floppy disks or separate folders on the hard drive.
NOTE: You have a choice of viewing the company list in the order that the companies were created or in alphabetical order. This choice is given in the User 2 tab accessed via the Company picture button.
Step 3
As mentioned at the beginning of this topic, going through the backup wizard results in a single file (called backup.zip) being created. Where this file is saved to is selected in the window above by placing a dot next to the desired option.
Internet (LiveStor): When you select this option you will be backing your data up over the internet to an off-site backup. Click on the Off-Site Backup - LiveStor® link to find out about setting up an account.
Floppy Disk A/B: Choosing this option will take you to the window in Step 4 below.
It is recommended that you do a full format or replace your backup disks with new disks at least once every three to four months.
Other: This option facilitates sending the backup file to a particular drive. This could be any hard drive on the computer or over a network. It could also be removable media such as CD-R/RW and zip disks. For example, if the zip disk is in drive E: then, after placing the dot next to 'Other' click on the down arrow next to box immediately below, and select E: drive. Then in the box below will any folders on that zip disk. The root directory of the zip disk will be represented by the E:\ folder.
e-Mail address: Once this option is selected, type in an e-mail address in the field below. There is even a box where comments can be written (see screen capture below). When 'Next' is clicked an e-mail message (with the backup attached) is automatically sent (proceed to step 5 below).
e-Mail e-PayDay® Support: After selecting this option, type in any comments you wish to place in the e-mail. Once 'Next' is clicked an e-mail (with the backup attached) will be sent to e-PayDay Support.
Note: If the backup is e-mailed then the next time you backup the options may seem to have disappeared. Click on the arrows next to "Comments", and these options will reappear.
Step 4
Step 5
After the backup has been completed, you will be asked if you wish to do a backup for another company.
If you wish to backup another company, select 'Yes' and Click 'Next' and carry out the Steps as above. If you do not wish to do any further backup, click 'Cancel' or select 'No' and click on the 'Finish' button to get you back to the Main window.
How often should I backup ?
e-PayDay® Technical Support recommends that the backup procedure be carried out on a regular basis. Backing up data should be done prior to finalization of a payrun and should be done to an external media device such as USB key's, CD's.
To reduce the possibility of damage or theft, the backup disks should be stored in a different location to the computer system. If it is necessary to keep the backups on site, then they should be secured in a fireproof container or safe.
If any errors occur during the backup procedure see Dynazip Errors.