Data Backup Preferences
It is very important to make sure that your Data File is backed up regularly. This lesson details how to set the Preferences for your data backups. If you want restore from a backup see the lesson Restore From a Backup File.
Here are some strategies for ensuring that a backup file is available in the event that one is needed:
- Scheduled backup (This is the primary topic of the lesson below): We recommend scheduling a backup to occur at least once a day. Typically the best time to do this is overnight (or some other time when everyone is out of the system).
- Backup before posting transactions: This is a good way to make sure that you always have a current backup available. There is a check box available on the Post Transactions screen that you can mark to run a backup when posting. However, if you often post individual records using the Action Menu, then additional backup strategies become even more critical.
- Backup before importing data: Backup before any import of data is attempted in AcctVantage. If you're using the Import Wizard, the system will automatically prompt the user to backup the database. If you're using a different import tool, see the next bullet point about performing a one-off backup.
- Perform a one-off backup: Backup the database at any point in time when you want to.
- Implement company-wide backup procedures: Most companies have standard backup procedures in place for their computer systems. We do not intend for any of the above procedures to replace any company-wide procedures. We highly recommend implementing and/or continuing any procedures for routinely backing up all company data.
Notes:
- The built in AcctVantage ERP backup scheduler will backup your AV data file to the designated location.
- This does not take the place of a general system wide backup.
- Your staff or 3rd party IT support should have backup plans in place in case of a hardware or other failure.
- All user activity is paused while the backup routine is in process. When the backup routine is finished, users will be able to continue using the system.
It's a best practice to mirror your backup folder offsite using a 3rd party backup tool. We don't have a specific recommendation, but services like Google Drive, DropBox, Microsoft OneDrive, iCloud, etc. can be used. There are many other options available.
To mirror your backup folder, follow the instructions in this article to create an AcctVantage backup schedule, then have your 3rd party backup tool mirror the backup folder (where the 4BK files are).
1. Enable Scheduled Backups
Via the AcctVantage Server admin window:
- Select the Maintenance tab.
- Click the Settings button.
1.1. Scheduler
We recommend to backup at least once daily.
The time setting uses a 24-hour clock. The default time 00:00 = midnight.
1.2. Configuration
- Check the Data File box only.
- UNcheck Structure and User Structure if they're currently checked. These files are not necessary to back up.
- In the Attachments section, you can select the 4DIndx although it's not necessary. This file will be rebuilt if a backup needs to be restored.
- If you have the AcctVantage Documents and Pictures folder stored outside of the data file you can add those folders here too.
- Select your Backup File Destination Folder
We recommend to set your Backup File Destination Folder to a directory other than where your live AcctVantage database is stored. Ideally the backup would be saved to a different partition or different physical drive.
1.3. Backup & Restore
At minimum, we recommend to keep 1 week's worth of backups. The rest of these options can be left at their default settings.
After you're done, click OK to save the backup settings!
The system will immediately perform a database backup after the new backup settings are saved.
2. Backup Before Posting
Navigate to General Ledger -> Post Transactions.
If the Backup Before Posting setting is checked, AV will perform a database backup prior to the posting session occurring.
3. Backup prior to importing data
If you're using the Import Wizard, it's a good idea to run a backup before importing new data. The system will automatically prompt the user to perform a backup before the import routine begins.
4. Perform a one-off backup
If you want to perform a one-off backup (aside from your scheduled backups) prior to importing data:
- Navigate to Administration -> Backup.
- Click OK at the prompt to Execute database backup?
5. Company-wide backup procedures
As stated at the beginning of this article: None of these 3 backup techniques are meant to replace your existing company-wide backup procedures. We highly recommend implementing and/or continuing any procedures for routinely backing up all company data.