This option will backup your data onto a removable disk (or your hard drive) in a tcBackup.exe file. This option uses Pkzip to compress (or zip) the size of files contained in the backup file.

Backup files are used to Restore a Set of Books to the set of data from which the Backup File was created. TurboCASH also allows you to create a backup file and send it directly via e-mail.

Backups are copies of your data that you make on a regular basis. You will need backups in case of a file corruption caused by power interruptions, hardware failures and other errors. Backups are also critical in case of fire or theft of your computer. It is therefore a good idea to store your backup disks in another location. (Take them home).

It is also recommended that you complete a BACKUP in the following instances:

• Prior to performing any major processes, such as Delete a Set of Books and Data Re-Index from the File Menu and Global Processes (Clear / Reset, Do Year End, Transfer Balances) on the Tools menu.
• Old data on your previous version of TurboCASH or other accounting package (Pastel 5.2 or Quick Books) prior to conversion to TurboCASH.
• On a regular basis: Depending on your need and volume of work. The following minimum is recommended:
  • 2 - 3 sets daily - re-used weekly or every 3rd to 4th day.
  • 2 weekly sets - re-used every 3rd week.
  • 12 Monthly sets - done at the end of each month and re-used each year.
  • One set prior to rolling over year-end and kept permanently off site in a secure environment.

The very same backup disks, or backup files on your hard drive, are used to restore your data to your Set of Books. If you do not make regular backups, you may have to re-enter thousands of transactions and general ledger, debtor, creditor and stock information.

To Make a Backup:

1. Click on the File→Backup / Restore menu option, or click on the Backup / Restore icon.
   - Keyboard Access: Press the Alt+F+B keys on your keyboard.
   If a Set of Books is open on your system, TurboCASH will automatically close the Set of Books and the Backup Set of Books screen is displayed:
   
   
2. Click on the Backup icon, if not already displayed.
3. Select the Name of the Set of Books you wish to Backup.
4. The name for the Backup file will be displayed by default as tcBackup. Over type this filename with any other file name.
   - The date and time of your operating system is automatically inserted into the filename (e.g. tcBackup2007031510443) after the default tcBackup file name. (In this example, the date and time format is YYYYMMDD followed by the Hour and Minutes. – The format may differ if your operating system’s short date style or format is set differently). It is recommended that this date and time not be over typed if you choose to change the name for your backup file.
5. If you need to create a backup file onto your system, make sure that the Backup to E-mail option is not selected. If you need to send the backup file via e-mail, select the Backup to E-mail field. For Internet, E-mail security purposes and possible firewall settings, you need to remove the tick in the Self-extracting.exe field. TurboCASH will then create the backup file in the .zip file format. These Zip files are an acceptable file format for transfer across the Internet.
6. If you select the Backup Reports option when making a backup of the Set of Books, layout files (installed with TurboCASH) as well as any other layout files created, or edited, and saved with the Report Designer in the Bin/Reports directory of the TCASH3 or TurboCASH installation directory, will be included in the Backup file. When you restore the Set of Books, the layout files will then also be restored in the Bin/Reports folder. It is recommended that you select this option, if:
   1. You have created your own layout files for documents, or if you have edited existing layout files, and you wish to uninstall TurboCASH and install another version of TurboCASH.
   2. If you need to restore the Set of Books on a different machine, and you wish to use your own, or the edited layout files for documents.
7. Select the Drive to Backup to. The default backup path (drive or folder) for a Set of Books as set in the Setup→Preferences→Backup Path menu option will be displayed. If you have not set the default backup path, the default system drive (normally this would be the A: Drive) will be displayed. If you wish to select any other available drive or folder on your system, you may click on the Folder icon on the right-hand side of the Backup To field. The Browse for Folder screen will be displayed on which you may select any other backup target folder on your hard drive.
   - Remember to insert a formatted, removable Disk if you have selected a removable device as the Backup target. Click on the Backup button and the process will start. If the Drive is full, TurboCASH will prompt you to insert the next disk until the backup process is completed. TurboCASH also allows you to backup to a Re-Writable CD, provided that you have a CD writer installed and formatted disks on your system. Plug-in USB storage devices may also be used for backups.
8. Click on the Backup button to start the backup process.
   While the Backup process is running, the files that are being backed up and added to your backup disk (or location on your hard drive or network drive), will be displayed. When the backup process is completed, the following information screen is displayed:
   
   
9. Click on the OK button.
10. Click on the Cancel button on the Backup Set of Books screen. You may also press the Esc key on your keyboard to close or exit the Backup Set of Books screen.