Backing Up and Restoring in AccountEdge (New)

Background
Making an AccountEdge Backup
Restoring an AccountEdge File from Disk
Restoring an AccountEdge File from Dropbox
Video Instructions for Backing up and Restoring
A Note on Time Machine

Background

This support article has instructions for backing up and restoring files using AccountEdge 2012 and later. For earlier versions of AccountEdge please see this article.

PLEASE NOTE: This article has instructions for backing up and restoring through the AccountEdge software. While it is possible to use 3rd party solutions (automatic backups like Time Machine, Carbonite, or Windows Server syncing software) we do not recommend relying on those backups alone. Often those types of backup systems will attempt to backup the file while it is in use and those backups are unusable. Additionally, AccountEdge Support can ONLY help with backups made through the software.

AccountEdge has a backup feature built directly into the software that will allow you to create a compressed archive file that takes up less space. This archive file has a ".ZIP" extension.

In AccountEdge, the Restore command closes the company file you’re currently using, decompresses a backup file so you can use it, and then opens the backup file. Making and restoring a backup file requires single-user access.

Making an AccountEdge Backup

To create a backup of your company file in AccountEdge Basic, AccountEdge Pro and AccountEdge Network Edition you need to be the only person in the file. To backup:

  1. Open the Company File
  2. Select File from the menu bar in the the upper left corner of your screen
  3. From the drop down menu select “Back Up” which is the 8th option down
  4. You have two backup option types:
    • Select "Back up all data" to create a backup of your company file, custom forms, letters, reports, etc. This process does not back up documents you have attached to your file
    • Select Backup Company File only to create a backup of just the company data file (this is is generally the best option for end of Fiscal Year and Payroll year backups as it is slightly simpler to restore)
  5. You have two further options to deal with data verification:
    • Select Check Company File for errors to Verify the company file's integrity before creating a backup (recommended if you do not do this often)
    • Select not to check for errors if you would prefer to skip the verification process
  6. Your final selection will be where to back the file up to:

Notes

  1. Backing up to a Disk: Whenever we are referring to disk in terms of AccountEdge we are just talking about your computer's hard drive or any attached drives. For instance, you could backup to disk and have it backup directly to your Desktop. Once you've backed up a file it is generally a good idea to put it on some sort of external storage media (like a USB drive, External Hard Drive, or CD).

  2. Backing up to Dropbox: Beginning with AccountEdge Pro 2012 for Canada, AccountEdge customers have the ability to save backups of their company directly files to their Dropbox account. Prior to saving a backup to Dropbox, you will need to have created your Dropbox account, and linked it to your company file. If you haven't already linked a Dropbox account to your company file, just follow the instructions displayed when you attempt to use the Dropbox folder to save the backup file.

Company files backed-up to Dropbox will be saved in the /Apps/AccountEdge/Backups/ folder on your Dropbox account. The backups are saved with pre-defined names with a format of:

Backup MM-DD-YY [Filename].zip

Where MM is the month, DD is the day and YY is the last 2 digits of the year.

  1. While backing up to Dropbox is an excellent safety precaution storing your file directly in dropbox is not. Please see this article for further information.

Restoring a Backup File from Disk

These instructions are for restoring a backup of a company file that you've made using AccountEdge's backup utility.

Please note - when you restore and open a backup file that backup file will now be the last file you opened. If you need to go back to your current file from the "Welcome to AccountEdge" screen you will need to click on "Browse" and point to it.

Restoring on Windows

  1. Open AccountEdge to the "Welcome to AccountEdge" screen
  2. Select "Company File Maintenance" in the lower right hand corner
  3. Click Restore From a Disk
  4. A window appears called Choose a backup file, please browse to where your zipped backup file is located.
  5. The zipped backup file will be in the format of the following; the word Backup, a date, the name of the company and .zip such as Backup 2017-08-02 WidgetsCoffeeCo.zip
  6. Highlight the backup file and click Open
  7. A window called Save As appears, please browse to the location of where you want to save the backup file, change the name of the company file if you would like and click Save
  8. You will get the message of The backup was successfully restored, Would you like to open the restored file? Click Yes
  9. You are now logged into the backup file

Restoring on Mac (Pro or Basic)

  1. Open AccountEdge to the "Welcome to AccountEdge" screen
  2. Select "Company File Maintenance" in the lower right hand corner
  3. Click Restore From a Disk
  4. A window appears called Open, please browse to where your zipped backup file is located.
  5. The zipped backup file will be in the format of the following; the word Backup, a date, the name of the company and .zip such as Backup 2017-08-02 WidgetsCoffeeCo.zip
  6. Highlight the backup file and click Open
  7. A window called Choose a Folder appears, please browse to the location of where you want to save the backup file and click Choose
  8. You will get the message of The backup was successfully restored, Would you like to open the restored file? Click Yes
  9. You are now logged into the backup file

Restoring on AccountEdge NE

  1. Open AccountEdge to the "Welcome to AccountEdge" screen on the HOST MACHINE
  2. Select "Company File Maintenance" in the lower left hand corner
  3. Click Restore From a Disk
  4. A window appears called Open, please browse to where your zipped backup file is located.
  5. The zipped backup file will be in the format of the following; the word Backup, a date, the name of the company and .zip such as Backup 2017-08-02 WidgetsCoffeeCo.zip
  6. Highlight the backup file and click Open
  7. In the Restore Company File Browser, indicate the name you would like to save the Company File as, and select this machine (the host) on the left
  8. You will get the message of The backup was successfully restored, Would you like to open the restored file? Click Yes
  9. You are now logged into the backup file

Restoring an AccountEdge File from Dropbox

These instructions are for restoring a backup of a company file that you've made using AccountEdge's backup utility and choosing the "Backup to Dropbox" method.

Please note - when you restore and open a backup file that backup file will now be the last file you opened. If you need to go back to your current file from the "Welcome to AccountEdge" screen you will need to click on "Browse" and point to it.

Restoring a file located in Dropbox on Windows

  1. Open AccountEdge to the "Welcome to AccountEdge" screen
  2. Select "Company File Maintenance" in the lower right hand corner
  3. Click Restore From Dropbox
  4. A window appears called Choose a backup file, please browse to where your zipped backup file is located.
  5. The zipped backup file will be in the format of the following; the word Backup, a date, the name of the company and .zip such as Backup 2017-08-02 WidgetsCoffeeCo.zip
  6. Highlight the backup file and click Open
  7. A window called Save As appears, please browse to the location of where you want to save the backup file, choose a name for the Company File, and click Save
  8. You will get the message of The backup was successfully restored, Would you like to open the restored file? Click Yes
  9. You are now logged into the backup file

Restoring a file located in Dropbox on Windows

  1. Open AccountEdge to the "Welcome to AccountEdge" screen
  2. Select "Company File Maintenance" in the lower right hand corner
  3. Click Restore From Dropbox
  4. A window appears called Open, please browse to where your zipped backup file is located.
  5. The zipped backup file will be in the format of the following; the word Backup, a date, the name of the company and .zip such as Backup 2017-08-02 WidgetsCoffeeCo.zip
  6. Highlight the backup file and click Open
  7. A window called Choose a Folder appears, please browse to the location of where you want to save the backup file and click Choose
  8. You will get the message of The backup was successfully restored, Would you like to open the restored file? Click Yes
  9. You are now logged into the backup file

Video Instructions for Backup and Restoring

Below, you'll find a video that demonstrates the backup and restore process. Please note - that if you are using Windows in a networked environment or you are using AccountEdge Network Edition the restore process should be done on the host machine.

A Note on Time Machine

Time Machine is an automatic backup that's built right into your Mac OS X. If you have set up Time Machine to backup your AccountEdge or AccountEdge Network Edition Company File, you should know that Time Machine does not backup open files. If you rely on Time Machine for backing up your accounting information, make sure you close your AccountEdge or AccountEdge Network Edition before the scheduled backup.

If you have included your Company File in the Time Machine automated backup, your file will be backed up even if no changes have been made as long as the company file is closed.