To make a backup

The company file you wish to back up should be open.

1. Be sure you've made all the accounting entries you want to include in the backup.
2. Choose Backup from the File menu; the Back Up MYOB AccountEdge Data window opens.

Select Back up all data if you wish to back up your Forms folder/custom forms, Custom folder/custom reports, Spredsht folder/spreadsheets, Letters folder/letter templates and Graphics folder/graphics (if applicable) in addition to your company file.

Select Back up Company File if you wish to back up only your company file.

Click Continue. If you've chosen to check your company file for errors during the backup process, continue to step 3. If you've chosen not to check your company file for errors, skip to step 4.

Note: If the backup process doesn't work

When you installed AccountEdge, special software used for the backup process was also installed. If an alert message appears when you try to use the Backup command, this software may have been removed from the location where it needs to exist. You'll need to reinstall AccountEdge.

3. MYOB AccountEdge will begin the process of checking your company file for errors. (For more information about the AccountEdge data verification feature, see Verifying company files.)

Note: Data verification will take some time

The process of checking your company file for errors is complex and time-consuming. Depending upon the size of your company file, the process may take several minutes.

When the data verification process is complete, a message will appear, describing the results of the test. If the process was successful, click OK and continue to step 4.

If the process discovered errors in your company file, we recommend that you optimize the damaged file using the MYOB Optimization Assistant. Although the Optimization Assistant is designed to make your company file more efficient, it also is capable of fixing certain types of data errors that can occur in company files. See Optimizing company files to learn more about optimizing your company file.

Once you've optimized the file, perform the data verification procedure again to determine whether the data errors have been repaired. If errors continue to be discovered, you should strongly consider restoring the most recent backup of your company file and using that company file instead. (We recommend that you check that company file for errors, as well.)

4. A dialog box appears, allowing you to enter a name and select a location for the backup file you're about to create.
5. Enter the name you want to assign to the backup, or accept the default name (which includes the date), and select the location you want to create the backup.

IMPORTANT! Please note that the backup will be stored in a folder called Backup. If you decide to store your backup in another location, make a note of the name and new location so that it will be easy for you to find the file if you want to restore it at a later time using MYOB AccountEdge.

Warning: Select the correct location for your backup

A location for your backup is automatically displayed in the dialog box. If the location that appears automatically isn't the location where you want to save the backup, select a different location.

For example, if you want to store the backup on a removable disk or in another location, be sure to select that location.

Use the pop-up menu at the top of the dialog box to choose the hard disk drive or removable disk where you want the backup to be located. If you want to store the backup in a folder on the drive choose the folder you want from the list of folders that appears in the middle of the dialog box.

6. Click Save to create the backup.