Note: The steps below to complete the backup database function are only applicable for organizations with the School Accounting System installed locally or for organizations using the School Accounting System-Online version with the regular database configuration. For organizations using the School Accounting System-Online version with the updated database configuration, the backup database function is not available (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 do not display), as the continuous backup feature is utilized instead.
From the School Accounting System screen, click the Backup icon.
Note: The Backup option can also be accessed by selecting the Check Cycle menu and then Backup from the Accounts Payable or Payroll screen if backing up prior to updating a batch of checks for Accounts Payable or Payroll. If making a backup as part of completing the Change Account Structure, Crosswalk Account Numbers, Purge Data, or Upload Database to SUI option, or installing an update, skip this step.
At the Backup Database screen, enter a description to explain the reason for making the backup in the Comment field. The description can be up to 1,000 characters long. For example, if making a backup prior to updating a batch of checks in Accounts Payable, enter Accounts Payable Checks Backup October YYYY in the Comment field. If applicable (such as when making a backup as part of completing an option or installing an update), leave this field blank to use a default description assigned by the system.
Select the Make an Additional Copy field to copy the backup from the backup folder (on the SQL Server instance) to a different location, such as to a flash drive or a location on the user's local hard drive, in order to retain the backup for a longer period of time (than what is stipulated on the Backup Options tab in the System File) or store the backup away from the office. A checkmark will appear in the box if the field is selected.
If the Make an Additional Copy field is selected, the Path for Additional Copy field will be enabled. Enter the destination location for where to make the additional backup copy in the Path for Additional Copy field, or click the Directory button to browse to the desired path and then click the OK button. The path last specified when an additional backup copy was made on your computer appears as the default, but can be changed.
Note: If a valid location was keyed into this field (rather than selecting the location using the Directory button) and the Edit Path to Shared Backup Folder option is not completed, the Edit Path to Shared Backup Folder screen will appear and should be completed at this time.
Click the Execute button to backup the database.
Tip: The name of the backup file will include the date and time the backup was made, using the following format: XX_####_OrganizationName_yyyy-mm-dd_hhmmss, with XX being the appropriate state abbreviation and #### being the customer ID number for the organization. The backup file created in the backup folder will have a file extension of .bak, while the additional backup file copied to the specified location (if applicable) will have a file extension of .gz.
Note: If the Make an Additional Copy field is selected and the Edit Path to Shared Backup Folder option is not completed, the Edit Path to Shared Backup Folder screen will appear and must be completed in order to continue.
Once the backup file (.bak file) has been created, the Backup Database screen will close. If an additional copy was selected to be made, the system will start creating the additional backup file (.gz file) after the screen closes and will continue working in the background. (Tip: If the additional backup file is being made on a removable drive (i.e. a flash drive), keep the removable drive connected until the additional copy has been completed.)
Note: The Backup Database screen will remain open until the additional copy (if applicable) was created if making a backup while installing an update to the School Accounting System or completing the Upload Database to SUI Support option.