Return to QuickBooks Backup – Best Practices

QuickBooks Backup – PART I – Introduction

Most of us take insurance for our life. But most of the QuickBooks users do not care to take PROPER backup, neglect taking PROPER insurance (backup) for the QuickBooks File (life). In fact by insuring our life we can’t get back the life but in case of backup, original QuickBooks working file (.qbw) can be created in a few steps. Thus backup protects the most precious asset of your business—data.

The backup files are marked with extn .qbb. A backup files contains all data needed to re-create a ‘replica’ of a working file in a compressed file format. Yes, we have deliberately used the word ‘replica’. Backup copy is exactly the same as the original working file. That includes supporting files like templates, letters etc.
1. When the working file is damaged/can’t be open then latest backup file can be made use of. Note that transactions entered after the backup file was created had to be re-entered.
2. If the file needs to be moved to a different system backup file has to be restored on the new machine.
3. If you receive a backup file from your CPA then it has to be restored and to be worked on. However note that it is always advisable to send an Accountant’s Copy to your Accountant rather than a .QBB
so that data entered by you after ‘Dividing Date’ and also changes made by your Accountant prior to ‘Dividing Date’ are also saved.
Frequency depends on factors like size of the file, number of uses and your attitude. But do remember that backup frequency can never be too frequent.

It is easy and simple. Unless you are irrationally determined not to take backup, QuickBooks provide every conceivable provision to make the process easy, fast and self-driven. It is important to note that copy of the working file will not serve as a backup file work and that a backup file needs to be restored only through QuickBooks Restore Wizard. Further data for a particular date range can’t be backedup.

1. From the File Menu Choose Save Copy or Backup
2. Choose Backup Copy
3. Choose Online backup or Local Backup – Choose Local Backup
4. Click Options, Browse for suitable location for storing QBB file
5. Don’t uncheck the box ‘Add the date and time of backup to the file name’
6. Don’t ‘Uncheck Complete Verification’ box and OK it
7. Come to When do you want to save your backup copy
8. Choose Save it now
9. In the Save Backup copy window browse for suitable location to store .QBB and SAVE it
10. .QBB is done. You are done. Your most precious data is insured.

We can schedule backups as per a Schedule. In the ‘When do you want to save your backup copy?’ check ‘Only schedule future backups’ you can choose frequency depending on the number of time the file is closed and the number of backup copies to be retained.

Please follow all the steps till Step 7 in the Manual Backup
8. In the ‘When do you want to save your backup copy’ choose Schedule future backups
9. In the ‘When do you want to backup company file?’ In the upper part of the window backup can be scheduled depending on number of times the .QBW is closed
Alternatively a systematic schedule can be setup. Choose Description by clicking New, Choose the location for the .QBB file, Number of Backup copies, Select the time, and Days of the week.
10. Windows Password: At this stage Windows will prompt for the Windows Password if one is set for the Windows QuickBooks confirms BACKUPS HAVE BEEN SCHEDULED AS SPECIFIED

If you wish to go for online or remote backup please visit QuickBooks icon/advertisement available on this site.
QuickBooks does charge fee for this service.

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