Steps to Backup
(applicable only for organizations with the School Accounting System installed
locally or using the School Accounting System-Online version with the
regular database configuration)The backup database function makes an encrypted backup file of the database at a specific point in time. Since all the data in the School Accounting System resides in one database, the backup database function backs up all modules including Accounts Payable, General Ledger, Payroll, Fixed Asset Inventory, Human Resources, Negotiations, Report Writer, and Accounts Receivable. For organizations using the School Accounting System installed locally or using the School Accounting System-Online version with the regular database configuration, the backup database function is accessed by clicking the Backup icon on the main screen of the School Accounting System or the Backup option listed under the Check Cycle menu in Accounts Payable and Payroll. For organizations using the School Accounting System-Online version with the updated database configuration, the backup database function is not available as the software uses a continuous backup feature instead with the ability to restore to a point in time within the past 14 days.
For organizations using the School Accounting System installed locally or using the School Accounting System-Online version with the regular database configuration, when making a backup in the School Accounting System, the backup file of the database is created in the backup folder in the SQL Server instance and an additional backup copy can be saved to a different location, such as to a flash drive or a location on the user's local hard drive, if desired. The backup files in the backup folder in the SQL Server instance are retained based on the values entered in the Number of Days to Keep Backups field and the Minimum Number of Backups to Keep field in the System File, while the additional backup copies can be stored for longer periods of time.
Steps to Backup
(applicable only for organizations with the School Accounting System installed
locally or using the School Accounting System-Online version with the
regular database configuration)
Tips for organizations using the School Accounting System-Online version with the regular database configuration:
A nightly backup is automatically made and the nightly backups are retained for two weeks.
If needed, the previous night's backup file is readily available to be restored by contacting Customer Support for assistance to access it; if a nightly backup other than the prior night's backup is needed, there may be a fee to access it (as that nightly backup file is stored offsite).
Tips for organizations using the School Accounting System-Online version with the updated database configuration:
The Backup icon on the main screen of the School Accounting System and the Backup option listed under the Check Cycle menu in Accounts Payable and Payroll are not available (do not display), as the continuous backup feature is utilized instead.
If needed, to restore back to a point in time within the past 14 days, contact Customer Support for assistance; if restoring to a time prior to 24 hours, there may be a fee to restore.
Tips for organizations with the School Accounting System installed locally:
Be sure to make a backup prior to updating files in the School Accounting System (for example, make a backup prior to updating a check cycle).
In addition to making backups prior to updating files, be sure to make regular backups of your database in the School Accounting System (such as a weekly or a daily backup); and develop a schedule for all users for when to make backups and establish a procedure for storing the backups in a safe place away from the office in case of a fire or other natural disaster.
The School Accounting System can be set up to complete daily backups of the database, if desired. To set up the system to make a daily backup, complete the fields on the Backup Options screen in the System File (refer to Steps 1, 4, and 5 of the Completing the System File topic). When making a daily backup, the backup file is only created in the backup folder in the SQL Server instance (an external copy is not made). If desired, view the tutorial below demonstrating the Complete Daily Backup field in the System File. In order to view the tutorial, you must have an active Internet connection, along with a sound card and speakers installed on your computer.
Complete Daily Backup Tutorial
