Overview
Warning
Your data is YOUR responsibility. Alterity does not make nor store copies of your data or database backups. Please review the information below in its entirety and develop a backup routine if you do not have one in place.
Backing up your Acctivate and QuickBooks data should be an integral part in the life of your business.
Your data is valuable and it is important to the security and continuity of your business that your data be protected. Alterity strongly recommends that you establish a formal backup program and stick with it.
Acctivate utilizes Microsoft SQL Server as its database engine and makes use of the SQL Server backup function. When a backup is made, an existing backup file will be overwritten.
Alternatively, you can choose to append a backup file with a backup set. A backup set is a complete backup of your database added to your backup file as a restorable point.
Backup Acctivate
To create a backup, do the following:
- Login to Acctivate.
- Open the Backup Company Data window by going to File → Backup Company.
- Optionally enter a backup description.
- Click Start Backup.
- When asked if you wish to proceed, click Yes.
See the backup window fields below for a full explanation of field options and definitions.
Backup window fields
The Backup Company Data window (File→ Backup Company) contains the following information:
| Field | Description |
|---|---|
| Backup File | The Backup File name will automatically default and use the naming convention of Acctivate$YourDatabase.bkf. You do not need to edit this, but if you wanted to make a backup file by a different name, you can manually override the name prior starting the backup. If you use the default name (or a backup file that already exists) the backup you create will add a backup set to this file. |
| View Sets... | The View Sets... button allows you to see all the existing backup sets that are contained in this backup file. |
| Overwrite existing sets | If the Overwrite existing sets checkbox is checked (default), the backup you make will overwrite the existing backup file (unless you've entered a new, unique backup file name). If unchecked, the backup file is appended with a backup "set". To better help manage your backup file size and data, when a backup will cause the backup file to contain more than 10 backup sets, Acctivate will prompt you with the option to rename the existing backup file and create a new backup file with the new backup set. This allows you to preserve your 10 sets in a new backup file without needing to overwrite them. |
| Backup Description | Optionally, you can enter a Backup Description which may help if you need to restore to a specific point. |
| Set Grid | When you click the View Sets... button you will see a list of the Set number, Description, Date, and the Database. |
| Backup Path | The Backup Path defaults to the standard SQL Server backup directory. The path displayed is the path on the server where Acctivate is installed. You cannot edit this path here, however there are options to change the Backup Path. |
Backup Routine
As previously mentioned, it's strongly recommended you create a backup routine. A backup routine includes:
- Deciding what should be backed up.
- Defining who is responsible for making backups.
- Securing backups.
- Testing backups.
What to Backup
In the event of a disaster, there are only three things needed to restore your Acctivate/QuickBooks system back to a previously functioning state:
Acctivate Database
The Backup utility in Acctivate (see steps above) creates a backup of the entire Acctivate database. In the event of a disaster, Acctivate can be re-installed and your backup can be restored. You do not need to backup Microsoft SQL Server files or Acctivate system files. Using a third-party backup tool that scans the Acctivate and SQL Server directories for changes to files and automatically backs them up can cause performance issues. Those folders should be excluded from any automatic backup utility routine. Instead, it's a much better practice to use the Acctivate/SQL Server backup utility to create a backup, your backup utility can save a copy of the backup file though. The backing up of Acctivate can be automated, but it's critical that someone verify the process is being executed successfully.
QuickBooks Database
If an event occurs that requires restoring Acctivate and QuickBooks, it is ideal that you restore backups for both programs from the same time period. To ensure this, your backup routine should involve backing up Acctivate and QuickBooks at the same time. Refer to QuickBooks support for any questions on backing up.
Who should back up
Someone or several individuals within your organization should be responsible for ensuring data is backed up regularly. If a SQL Server database backup has not been made in 7 days, you will receive a prompt when logging out of Acctivate which asks if you'd like to backup.
No recent backup of your Acctivate data has been made.
Would you like to backup now?
[Yes] [No]
If you have a backup process in place on your server and you are still getting this prompt in Acctivate, that means you are not performing a SQL specific backup. When presented with this message, it's strongly suggested that you confirm you wish to make a backup. Any user that sees this should communicate with the individual within your organization that is responsible for managing the backup routine so that they can be aware that recent backups have not been made.
The individual responsible for creating backups should ensure they have regular and recent QuickBooks and Acctivate backups.
Securing backups
Creating Acctivate and QuickBooks backups is not merely enough. When creating a backup, it's often saved on the same computer where the data is. Something that could cause loss of data, such as equipment failure, theft, or ransomware attacks, would likely affect your backups as well. Instead, backups should be secured and stored offsite. The best practice is to secure your backups with multiple redundancies such as copying the backup files to portable media and/or also upload them to a secure cloud storage system. Backups should not be stored in the same location as the original data. For example, moving the backups to a disk drive and then leaving it at the office would not be effective in the event of a fire or theft.
Testing backups
You should develop a formal procedure for regularly testing backups. Several recent backups should be kept and on occasion, you should restore a backup to verify that the backup was successful.
Restore a Backup
From time to time, you may need to restore a backup of your Acctivate company file. All users will need to log out of Acctivate in order to restore a backup. To do this:
- On the server, open Acctivate Database Maintenance by going to the Start Menu → Programs → Acctivate → Acctivate Database Maintenance.
- Browse to Database → Backup / Restore.
- Select the Restore option.
- Choose a company name from the Company drop down menu to select the Acctivate company you would like to restore. By default, the backup file will be populated as "ACCTivate$YourDatabase.bkf".
- If your Backup file has a different name, click the magnifying glass button to navigate to the proper .bkf file location. This step can only be done from the server computer.
- After choosing a backup file, click the View Sets button to see a list of backup sets within the backup file.
- Select the backup set to restore, then click the Start Restore button.