Backup and restore your company file - MAC

Answer ID 9198   |    Published 06/06/2006 05:19 PM   |    Updated 29/01/2014 11:10 AM
How can I backup and restore my AccountEdge or FirstEdge company file?

Backing up is the copying of a company file to a storage medium, such as a CD, external hard disk, or other data storage media. To ensure your backup file is as small as possible, the backup function in your software creates a compressed archive file (with a .sit file extension).

The Restore feature of your software is used to decompresses a backup file so you can use it.

Notes:

  • Apple replaced their MobileMe service with iCloud. iCloud is not a general purpose cloud location for the storage of backup files. As a result, iCloud does not support the storage of AccountEdge backup files. However, in the latest versions of AccountEdge (AccountEdge Pro v12, AccountEdge Basic v1, and AccountEdge Network Edition v12) you are able to backup to Dropbox as described in this support note.

  • Using OS X 10.9 "Mavericks"?  When you create an AccountEdge backup, the filename will default to "Untitled". As such, you'll need to specify an applicable filename for your backup when saving.

Precautions when backing up

Try to avoid the following common mistakes which can cause backups to be lost:

  • Don't store backups on the same hard disk as the currently used company file. A single disaster can wipe out all your records.

  • Make separate backups. A disk failure can corrupt your data in such a way that you may not notice it during a session. If you accidentally copy some corrupted data over your previous backup file, that backup is no longer valid. Without a valid backup, you would need to re-create your company file. You can reduce this risk by making separate backups to protect your company data, for example at the end of each business day.

  • Store backups offsite. Store monthly and yearly backups in a safe place, preferably away from your office. Except for daily rotational backups, do not re-use media.

  • To ensure your backup is created successfully, make sure your company file name doesn't exceed 25 characters (including spaces).

  • Using OS X 10.9 "Mavericks"?  When you create an AccountEdge backup, the filename will default to "Untitled". As such, you'll need to specify an applicable filename for your backup when saving.

Making a backup of your company file

  1. Open your MYOB software.

  2. Go to the File menu and choose Backup. The Company File Backup window is displayed.


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  3. Select the type of backup you want.

  • If you want to backup your company file and templates, select Back up all data.

  • If you want to backup only your company file, select Backup Company File only.



  1. Choose whether or not you want your company file to be checked for errors before making your backup.

  2. Select a location option for your backup:

    To backup to your local disk, to different hard disk, or to other media, for example a zip disk, select To a Disk.

    Note: Apple replaced their MobileMe service with iCloud. iCloud is not a general purpose cloud location for the storage of backup files. As a result, backups can no longer be saved using the To MobileMe option, and iCloud does not support the storage of AccountEdge backup files.

    In AccountEdge Pro/Network Edition v12 and AccountEdge Basic v1 you can choose the option To Dropbox to save your backup online. See below for more information.

  3. Click Continue. If you selected the Do not check Company File for errors option, the Back Up window appears. If you selected the Check Company File for errors option, the verification process may take several minutes.


  4. When the verification process has finished, click OK in the window that is displayed. Note that this window appears whether or not errors have been found in the company file. The Save window is then displayed.

  5. Specify where you want to store the backup file.


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  6. Click Save. A default filename is assigned using in the format "Backup dd-mm-yy <your company name>".

    Note: If using OS X 10.9 "Mavericks", the filename defaults to "Untitled" so you'll need to specify an applicable name for the backup.


  7. [Optional] You can change the name of the backup file. Note that you need to name all your backups with enough information to tell you when they are from and where you were up to in data entry, for example 'Wednesday, 12.05.10' or 'Backup as of 12.05.10'.

  8. Click Save. The backup process begins.

  9. If you are storing the backup file on a removable storage device, label all your backups with enough information to tell you when they were done and where you were up to in data entry, for example 'Wednesday, 11.05.10' or 'Backup as of 11.05.10'.

Backup to Dropbox (AccountEdge Pro/Network Edition v12 and AccountEdge Basic v1 only)

With AccountEdge Pro v12, AccountEdge Network Edition v12, and AccountEdge Basic v1 you can backup your company file and related data to a free Dropbox account. To backup to and restore from Dropbox, you must have a Dropbox account. To get a free Dropbox account, go to dropbox.com. Once you have received your Dropbox account, you must link your company file to your Dropbox account.

 

To link your company file to your Dropbox account

  1. Go to the File menu, choose Backup and then choose the To Dropbox option and click Continue. A message will appear stating a Dropbox account is not linked to the company file you are currently logged into.

  2. Click Link Dropbox Account. The Device Manager window appears.

  3. Enter the Dropbox account and password, click Link.

  4. Click Close.

 

To backup to Dropbox

  1. Go to the File menu, choose Backup and then choose the To Dropbox option.

  2. Click Continue. When the file backup process is complete, a message will appear stating, “Your backup file was added to your Dropbox folder. (click to view).”

Restoring a company file backup

There are 2 options for restoring a backed up company file, depending on where it was backed up:

Restore from a disk

Restore from Dropbox (AccountEdge Pro/Network Edition v12 and AccountEdge Basic v1 only)

Note: Apple replaced their MobileMe service with iCloud. iCloud is not a general purpose cloud location for the storage of backup files. As a result, iCloud does not support the storage of AccountEdge backup files.

Note: If AccountEdge won't open after trying to restore a Windows (PC) company file backup, see our support note AccountEdge v9/9.5 not opening after restoring a backup.

 

Restore from a disk

  1. Open your MYOB software.

  2. Open the sample company file and go to the File menu, choose Restore then choose the From a Disk option.

    In AccountEdge Pro or Network Edition v12 or later:  you can access this function from the Welcome window under the Company File Maintenance dropdown list.

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    The Open window is displayed.


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  3. Locate the backup file you want to restore, select it then click Open. The Choose a Folder window is displayed.


  4. Select the destination folder for the restored company file.

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    For AccountEdge Network Edition v12 or later:  Select the Host, enter the desired file name in the Save As field, then click Save.

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  5. Click Open (or Choose). A message is displayed showing the file name and location of the company file being restored.


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  6. Click OK. The Sign-on window is displayed.

 

Note: When you restore a file that has not been activated, the Company File Activation window appears. If you do not need to enter transactions into the restored file, select the option I want to mark this file as Read Only then click Continue to open the file in read-only mode. If later you need to activate the read-only file, go to the Help menu and choose Activate Company File.

Note - Restoring from CD or DVD: If you are restoring a backup file from a CD or a DVD, the file will be read-only. To read data from the file, you need to change the file's attributes. To do so, locate the restored file using Finder and click the file to select it. From the File menu, choose Get Info and deselect the Locked option.

 

Restore from Dropbox (AccountEdge Pro/Network Edition v12 and AccountEdge Basic v1 only)

  1. Go to the File menu, choose Restore and then choose the From Dropbox option. The Open window appears displaying the location where you can find your backup file.

  2. Select the file you want to restore and click Open. The Choose a folder window appears.

  3. Select a destination folder for the restored company file.

  4. Click Choose. A message appears showing the file name and location of the company file.

  5. Click Yes to open the restored file. The Sign-on window appears.

Where are my customised forms, reports, spreadsheets and letters restored to?

If you restore a backup that included all data, AccountEdge will create folders containing your customised templates in the same location you restored your company file to. To access these restored files you will need to copy the particular templates to the relevant folders.

For Example: If you open the folder where you restored your company file you will see a Custom, Setup, Forms, Spreadsheets and Letters folder. Note that if you restored your company file to the AccountEdge folder, these folders will have already existed so the restored folders will be called Custom 1, Setup 1, Forms 1, etc. You need to copy the contents of these individual restored folders into the folder with the same title located within the AccountEdge folder.

To do this:

  1. Open the AccountEdge folder on your Hard Drive.

  2. Double-click on the folder you need to copy files into, for example Forms.

  3. Leave the Forms folder open.

  4. Open the restored Forms folder. You may need to open a second Finder window to do this.

  5. Go to the Edit menu and choose Select All.

  6. Click and drag the highlighted files from the restored Forms folder into the AccountEdge Forms folder.

  7. If prompted, click Replace to replace the existing files in the destination folder.

  8. Repeat steps 2 - 7 to copy the contents of all the restored folders into their respective AccountEdge folders.

Related support notes

Backup and restore your company file - Windows

Backup and restore company files in AccountRight 2011 and later

Backup principles

Restore Errors

Backup / Restore - M-Powered Services




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