Q: Backing up and restoring information

It's important to regularly back up your information so that you can revert back to an archive should your computer malfunction or the data in your software becomes corrupt and unusable.

When you back up depends on how often you add new information to your software and when you perform tasks for all your employees. As a guideline, we recommend that you back up:

• After processing each pay period, but before updating your records.
• After updating your records.
• Before making global changes.
• Before starting your tax year end.
• After you complete the tax year end.

When you create a backup, you can choose what type of information to include:

• Default Files - Creates a backup of the Defaults folder that was created when you installed your software.
• Data Files - Creates a backup of anything that has been entered, updated or saved in your software. For example, your employee details and year to date information. You should always back up this type of information.
• RTI Files - Archives your RTI submission history. You should always back up this type of information.
• Report and Picture Files - If you've created your own reports or included any photos of your employees in their employee record, you may want to include these in your backup.
• Template Files - Creates a backup of the template layout files that are stored in the Templates folder of your installed software.
• Document Files - If you use the Document Storage option in your software, you may want to include stored documents in your backup.

Yes. However, many CD writers don't allow you to back up directly to a CD. You must create the backup file first, then transfer the file to CD-R using the CD writer's software.

To do this, run the back up wizard and ensure that you back up to a location on your C drive. Once the backup is complete, the file may be transferred to a CD using the software provided with your CD writer. Exact procedures may vary between manufacturers so please refer to the user documentation provided with the software.

There are a number of reasons why a backup can't be restored:

• It was taken in an earlier version of your software, and is too old to use in your current version.
• It doesn't contain Sage 50 Payroll data.
• You don't have the correct access rights to use the Restore option.
• If you can't find your backup, it may be because the Windows access rights on your computer or network are stopping you from accessing the file.
• The backup, or media on which the backup is stored, may be damaged or corrupt. If this is the case, you must find an alternative backup.
• The location you're trying to access is incorrect, or the selected file is not a valid backup.

The backup process needs access to all your payroll information, so you can't use the software until the process is complete.

Yes. File > View Backup & Restore Log. You can use the options at the top of the window to save the file in another format, print the report, amend the page setup and email the report.