While
using an accounting software, security of data is as important as the accuracy
of data. It is necessary to ensure that the data remains secure to ensure
smooth working of organization. There can be circumstances in which the data
may get corrupted. In such a case, if there is a backup of the data then you
can restore the data from the backup and continue with your work without any
hindrance.
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It is recommended that you take regular backup of the data to
avoid loss of data due to unexpected problems like data corruption, virus
attack, abnormal shutdown of the PC, hard disk crash and so on.
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You can
take backup of data either on the hard disk or a removable disk or on FTP
Server. To take backup for a company, the Company menu provides the Backup
option.
·Click the Backup Data option. On
clicking the Backup Data option, a Select Company for Backup window
appears that lists down all the existing companies.
·Select the company for which you want
to take backup and click the Select button. Next, an Authority Check
window appears asking for a valid user name and password for the company. Enter
the user name and password and click the OK button.
In
the Company Backup window, there are two options and one data field. The
data field and options are:
·Normal Backup
·FTP Backup
·Select Fin. Year
Normal Backup
Select
this option if you want to take Backup on hard disk or any other removable
disk. On selecting this option, a Normal Backup group gets activated. In
this group, there is one data field. The data field is:
·Path For Backup
Path for Backup
In this
data field, enter the path where you want the backup data to be stored. The
path can either be on the hard disk or a removable disk such as a floppy disk
or a CD. If you have specified a path for taking backup on individual days in
the Administration > Configuration > Backup Configuration
option then by default that path appears in this data field. For example, if
you are taking Backup on Monday and in the Administration > Configuration > Backup Configuration
option, you have specified path for taking Backup on Monday as C:\Backup\Monday
then C:\Backup\Monday will appear in this data field.
You
can set path for taking Backup on individual days by using Administration > Configuration > Backup Configuration
option.
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You can also give a path that is not yet created. Let us
understand with the help of an example. You specify the Path for Backup as
C:\Backup. The Backup folder is not created as yet. In this case, BUSY will
ask you that do you want to create the specified folder as it is not yet
created.
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If you are working on a Client - Server model and you are taking
Backup from Client machine then an additional data field, Shared Folder
Path also appears.
In this case, in the Path
for Backup data field, you can specify the path for only that folder to
which you have access rights. The folder can be on any computer on the
network but you must have the rights to access that folder. The Backup copy
will be created at the path specified in the Path for Backup data
field.
In the Shared Folder
Path data field, you have to specify the path of the folder which must be
on the Server machine and it should be a shared folder. First the backup copy
will be temporarily created in this folder and then it will be finally saved
in the folder as specified in the Path for Backup data field.
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FTP Backup
Select
this option if you want to take Backup on FTP Server. Taking Backup on FTP
Server means that your data is stored on the internet server. FTP Server
provides more security of data. For example, there is a fire in the office of
Smart Clothing company. In such a case if the company has taken backup on
internet server then the data of the company will not get lost and company can
easily restore it. Another benefit of taking FTP Backup is that data is store
on an internet server and any authorised person can use that data. For example,
one of your company's branch is in America and you want to immediately send
data there. Now if you send data through courier then it will take 2 to 3 days
or if you send it through Email then the size of the data is restricted to
certain extent and also heavy E-mails usually do not reach the destination. In
such a case taking FTP Backup is very useful. You have to simply take Backup on
the Internet server and has to provide user name and password of the server to
America branch which will then restore it easily.
On
selecting the FTP Backup option, a FTP Backup group gets
activated. In the group, there are various data fields. The data fields are:
·Server Name
·User Name
·Password
·Backup Folder
Server Name
Specify
the name or IP Address of the Internet Server on which you want to take Backup.
User Name
Specify
the user name of the Internet server on which the backup is to be taken.
Password
Specify the
password for the user name specified in the User Name data field.
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If you have specified the Server Name, User Name and Password in
the Administration > Configuration > Backup
Configuration option then by default those details appear
here.
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Backup Folder
Specify
the backup folder name in which the backup of the data has to be taken. This
folder is created on the internet server. Creating separate folders is
beneficial if you want to take backup of different companies in different
folders or if you want to take backup for individual days in separate folders.
If you have specified folder for taking backup on individual days in the Administration > Configuration > Backup Configuration
option then by default that folder appears in this data field. For example,
if you are taking Backup on Monday and in the Administration > Configuration > Backup Configuration
option, you have specified folder for taking Backup on Monday as Monday-Backup
then Monday-Backup will appear in this data field.
Select Fin. Year
In this
data field, you can specify whether you want the backup for all the Financial
Years or a particular Financial Year. The options available in this data field
lists all the financial years separately.
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All the information provided for FTP Server is case sensitive.
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·After specifying the required
information, click the Ok button to start the backup process. A Start
Backup message box appears informing you that the backup process is about
to start.
·Click the Ok button and BUSY
will take the backup for the company. A Backup Successful message box
appears informing you that the backup has been taken successfully.
·Click the Yes button in the
message box to create another copy of data, if you do not wish to make more
copies then click the No button.
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