Backup and restore JustInvoices data
Backing up your data is an important process that should be done on a regular basis. Familiarising yourself with JustInvoice's backup process will make sure your valuable data is secure, and can be quickly restored if needed. This support note provides a thorough explanation of what is involved.
Before backing up your JustInvoices data
For added security, the following is recommended:
- Consider the storage media being used to store your backups. Due to the reliability and efficiency of the various high capacity storage media now available, we no longer recommend that floppy disks be used for secure backup purposes.
- Make multiple copies of your backed up data and store one or more copies of it off-site.
What information is stored when I backup my data?
Your working company file contains all your business accounting records, which is copied when backed up.
How often should I backup my company file?
Ideally, your company file should be backed up after each session, with the Session report printed before closing the file. Should something happen to your company file, you will be able to restore the backup of the last session and then use the Session report to enter the missing data.
Can I backup my MYOB data to a CD?
There are currently only two types of CDs available:
- CD-R - This is the most widely used type of CD. Please note that data can only be copied to these CDs by using the software supplied with the CD writer. JustInvoices cannot save data (backup) direct to a CD-R type CD. For information on copying data to a CD-R type CD, please refer to your CD writer's operating instructions. If using this type of CD for archiving data, backup your data to your hard drive and then use the CD writer software to copy the backup dbk file to a CD.
- CD-RW - This type of CD is known as a re-writable CD, as data can be both written to, and deleted from it. Software which is supplied with some CD writers allows for this CD type to simulate a hard drive. This means that data can be saved directly to the CD. If you are using a CD-RW type CD, and, your CD writer software includes this feature, then you will be able to backup your data directly to the CD (see the Note at step 3 of How do I backup my JustInvoices data?). You will need to refer to your CD writer's operating instructions on how to activate and use this feature.
How do I backup my JustInvoices data?
- With your company file open go to the File menu and choose Backup.
- Using the Save In field drop down arrow, select the destination drive for your backed up data. After selecting the drive, the folders of that drive will appear in the main panel.
- Double-click the folder icons to navigate to the folder where you would like your backup data to be stored. In some situations a network driver can be selected to save the back up. Note: If using CD-RW type CDs, and the software supplied with your CD Writer allows this type of CD to simulate a computer drive you should be able to select the CD writer when clicking the Save In field drop down arrow. Refer to the operating instructions of your CD writer software.
- Click Save. JustInvoices will then begin to backup your data to the destination drive/folder.
- If you have customised invoice print layouts and want to back these up too, click Yes to the prompt shown below.
How do I restore my backed up JustInvoices data?
If restoring or opening your data from a CD-R type CD
Please refer to How do I restore/open my backed up data from a CD?.
What happens when my data is restored?
When restoring data, JustInvoices reads the dbk file and then creates a duplicate of the company file(s) as it was when it was backed up. Once restored, JustInvoices will not open the company file. It must be manually selected by going to the File menu, choosing Open and selecting the new restored file. Please make sure to always save the restored ddb file on the local machine and not on the network. Any customised forms you have backed up will be restored to a folder called 'Designs' within the destination folder.
Before restoring your data
We recommend you use Windows Explorer to create a new folder on your hard drive into which your MYOB data can be restored. This will prevent the possibility of overriding your current working data.
- With your current company file open or with Aardvark the sample company file open go to the File menu and choose Restore.
- In the Select File to Restore window, click the Look In drop down arrow and select the drive containing your backed up data. After selecting the drive, the folders of that drive will appear in the main panel.
- Double-click the folder icon(s) to navigate to the folder where your backup data was saved. Note: If you are unsure of where your backup data is stored, use the Windows Search function to search for files with a 'dbk' file name extension. Please refer to Windows Help for information on how to search for files. The window below shows the Select File to Restore window. The MYOB Data Backup folder as shown in the Look In field, was created by the user for the purpose of storing their MYOB backup data.
- Identify and click the backup file to be restored, then click Open.
- Using the same principles of navigating through drives and folders, use the Save As window to specify the destination folder for the restored data. Note: The Restore to . . . window below shows the Restored MYOB Data destination folder, as displayed in the Save In field. This folder was created by the user for the purpose of restoring their MYOB data.
- By default, JustInvoices will use the name of the backed up company file as the name of the restored company file. To change the default name, place your cursor in the File Name field and over type it.
- Click Save. JustInvoices will then begin to restore your data including any customised forms to the destination folder.
Can JustInvoices backups be restored using another method?
There are two other methods that can be used to restore your data.
From the Windows Start Menu
- Open JustInvoices from the Windows Start menu.
- When the Welcome flash screen is displayed, click Open to display the Open window.
- Click the Files of Type field drop down arrow and select All Files (*.*). You can now follow on from step 2 of Restoring your JustInvoices data.
Using a third party application
JustInvoice's backup function uses a common industry compression technology, so your data can be restored by using most third party utilities including Pkzip and WinZip.
How do I restore/open my backed up data from a CD? CD-RW type CDs
If your CD writer software enables you to access a CD-RW type CD as an additional drive, then you should be able to both open and restore a company file from the CD writer.
If you are unsure whether or not your CD writer software provides this feature, then follow the below information for CD-R type CDs.
Restoring a company file
JustInvoices data that has been backed up (in a zip format) and copied to a CD can be restored directly from the CD by following the steps from the section titled Restoring your JustInvoices data (at step 2). At step 2, you should be able to select the CD from the Look In drop down list.
As JustInvoices cannot write to this type of CD, you will need to specify a folder on your hard drive into which the restored file will be saved (see step 3 of Restoring your JustInvoices data).
Opening a company file
JustInvoices writes data to company files when opening them. Because JustInvoices cannot write data to a CD-R type CD, when opening a company file directly from one of these CDs, an access error (usually an I/O error) will be reported.
The Read Only file attribute is applied to all files when copied to a CD and remains as Read Only when a file is copied back to the hard drive. When active, this attribute prevents data from being written to a file. Before JustInvoices can open a company file copied from a CD, the Read Only attribute will first need to be disabled. This is achieved by following these steps.
- Using Windows Explorer, copy your company file from the CD to your hard drive.
- Highlight the company file (on your hard drive) then go to the File menu and choose Properties.
- Deselect the Read Only option.
- Click Apply then click OK.
You will now be able to open your company file.