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Yes,YOU Need To Back Up Your Accounting Data

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The "cloud people" back up my data

Microsoft, Google, and Amazon do not back up their infrastructure for customers, but for their own reasons. You should either use your application's own backup system or pay for extra backup services. Extra backup services will appear as a separate item on your bill. If you don't see it, you don't have it.

A conventional backup is enough

This statement is incorrect. You need to use both the built-in backup systems of your accounting application AND a conventional backup method. Without using their own backup systems, QuickBooks and Sage cannot fully restore your data.

Decision Digital is doing it for me

Absolutely not true. We perform our own image backups at the infrastructure level, which let us restore the system to a previous state. We can't perform application-level backups because we do not have the admin credentials required to access the software applications that store your data, such as accounting or SQL.

File Corruption Is Serious

The number one reason for corruption: not exiting from QuickBooks or Sage. You should NEVER, EVER leave your accounting software open at the end of the day. NEVER!

  • Always completely close QuickBooks or Sage every day.
  • Always Log Out of your desktop (do not disconnect).

Contact QuickBooks or Sage support immediately if:

  • You notice strange or malformed data within your accounting file.
  • You click on data and the application stalls or locks up.
  • You open QuickBooks or Sage and it wants to rebuild.

Don't wait! QuickBooks data recovery takes 7-10 business days!

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For Virtual and On Premise Desktop

QuickBook Desktop

QuickBooks is a client/server database that consists of several files with different extensions: .QBW, .TLG, .QBB

The main file that stores your QBs database structure is the .QBW file. When you enter data into QBs (also known as transactions), they are not directly saved into the database file; instead, they are stored in a temporary file called the translog. This is a deliberate feature that makes it easier to recover or correct individual transactions. The translog file has the .TLG extension.

The translog file is combined into the structure file ONLY when you perform a backup within the QuickBooks application. This process DOES NOT occur when you use a conventional backup method for a folder on a server.

If you do not run the QuickBooks backup, you will face these problems:

- The translog file keeps growing larger, putting your data at risk.
- The structure file (.QBW file) does not contain all the transactions, resulting in data loss.
- The daily backups of the .QBW file only include the structure file, and none of the transactions

In other words, the data you have entered into QuickBooks is stuck in the translog file and not in the main file (which is bad). This causes performance issues and leads to database corruption and data loss.

Therefore, YOU must create a QuickBooks Backup (.QBB file) to fully protect your data.

We recommend doing this at least ONCE A WEEK and saving it to your local PC.

HELPFUL LINKS:

Sage Desktop

Sage is a client/server database system that uses seven critical files with these extensions: .SAJ, .SKO, .SKP, .SRD, and .PTB.

  • The data files store your company details, all record types, and processing information.
  • The transaction attachments store the documents attached to supplier invoices and credits.
  • The report files store the custom reports and changes you have made.
  • The layout templates store the custom report layout settings you have applied.
  • The record attachments store the documents attached to customer/supplier records and bank reconciliation.
    The image files store any images you have attached to any records.
  • The company archive stores the historic data files that have been created through the archiving process.

These files are ONLY combined when you perform a Sage backup from within the Sage application. A regular backup of a folder on a server DOES NOT combine the data.

If you do not run the Sage backup, you will face these problems:

- Recovery from backup may result in data loss because the links between the files may break.
- The files may grow too large and cause issues.

Therefore, YOU must create a Sage Backup (.PTB file) to fully protect your data.

We recommend doing this at least ONCE A WEEK and saving it to your local PC.

HELPFUL LINKS:

For Cloud Accounting

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QuickBooks Online

Users assume that Intuit will be able to restore any lost data if needed. Unfortunately, that’s not the case.

QuickBooks Online states: "Because we update your records with every change, we can't restore your file to a previous point in time".

You should investigate a third-party solution such as REWIND or REDSTOR to perform this task. LEARN WHY HERE

Xero Online

Xero, while powerful, doesn't offer any built-in backup feature and actively recommends users to maintain their own backups.

Per their own Terms of Use: "You also may have occasional access issues and may experience data loss, so backing up your data is important“.

You should investigate a third-party company such as REDSTOR to perform this task.

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