Keep your data! How to set up an automatic backups in QuickBooks 2013:
The fact is – bad things do happen to good people. Man and machine are not perfect and mistakes, even catastrophes happen. One such catastrophe for small businesses are computer crashes.
The business data is the heart and soul of the business, it goes hand in hand in the operation. Loss of data, even if the data is just temporarily inaccessible, can lead to profit loss, hurt your reputation, and even lead to litigation.
Even though most of us business owners know that we need to do regular automatic backups, the fact is that many, if not most, don’t do it. So let’s take a moment how to perform these backups on a regular basis using your QuickBooks 2013:
QuickBooks offers 2 different automatic backups
- IDP – Intuit Data Protect (online automatic back-up – subscription based)
- Local Backup – automatically backup your data when you close your QuickBooks company file.
The following will show you how to backup your QuickBooks company file locally and set up a recurring backup, so you can trust that your data is always backed up.
How to setup QuickBooks to automatically protect data locally
Follow these instructions to have QuickBooks back up your company file daily or on specific days and times. You can schedule an automatic backup to a network drive, USB flash drive, or Zip disk.
Important: For a scheduled automatc backup to take place, the computer you use to run QuickBooks must be on, but the company file you want to back up cannot be in use. Be sure to schedule your automatic backups accordingly.
First, browse to File->Back Up Company->Create Local Backup to open the backup wizard.
Click Options to set your backup defaults (such as where you want to save your local backup) and then click OK. The backup defaults you set when you click Options are for manual and automatic backups only. You will set your options for scheduled backups in the steps that follow.
Select Next, then make sure to select ‘Only schedule future backups” and then click Next.
Under “Back Up On a Schedule” click New.
If you don’t want to keep a lot of backups so you can conserve space on your hard drive, click the checkbox to limit the number of backups and enter a number in the field provided. For example, if you choose to keep three backups, QuickBooks deletes the earliest backup when it goes to save the fourth backup. If you don’t specify a number, QuickBooks saves all of your backups.
Next, enter a Description for your scheduled backup. This name appears in your list of scheduled backups so you can easily find it later. The description is mainly used by bookkeepers that have multiple company files. Then, click Browse to select the folder where you want to store your backup copies. This can be on a network drive or on portable storage media such as a USB flash drive or Zip disk.
Then, you’ll select the time, weekly frequency, and day(s) for the backup to take place. For example, if you want to run your backups daily, select every day of the week and run the task every “1″ week.
After you’ve set the frequency, click Store Password and enter the requested Windows login information. QuickBooks requires the Windows login information so it can run the scheduled backup. If you don’t enter login information for the backup location you selected, the backup fails due to a Windows permission failure.
Click OK to return to the previous window. The backup appears in the list in the Backup on a schedule section of the window. Click Finish to close the wizard.
Note: Scheduled backups will automatically include the date and time the backup was created in the file name. The date and time stamps are necessary for QuickBooks to manage the number of scheduled backups to retain on the system.