Accounting
Company File in QuickBooks holds a very important place as it carries all the crucial company-related data. Therefore, to run the business smoothly, keeping the business data secure is essential. Considering this, it is suggested to have a backup QuickBooks company file. Doing so will generate a duplicate copy of the original one, which you can use to restore the accounting data in case of any accidental failure. This informative guide has covered all the information to help you with the smooth backup process. Let’s begin reading!!
How to Backup Company File in QuickBooks Desktop Smoothly?
The backup QuickBooks company file can be generated in two different ways. You can either schedule automatic backups or do them manually.
Phase 1. Generate a Backup Company file in QuickBooks Desktop
As soon as you back up the data file in QuickBooks, it will create a backup of all the accounting data. These accounting data might comprise templates, letters, logos, images, and related files. But, herein, you must verify that it won’t generate the backup for the payroll forms.
Read More- How to Update QuickBooks Company File?
Conducting the Automatic Backup
Automatic backup is one of the easiest and most convenient ways to generate a backup of a data file. Once you set up automatic backups, your backup will be created regularly on its own. For that, you must use the step-by-step instructions outlined below.
- From the QuickBooks application, head to the File menu > Switch to Single-User Mode option.
- Return to the File menu again and choose the Back Up Company followed by the Create Local Backup option.
- When the new window opens, switch to the Local Backup and move to the next step.
- Now, tap on the Browse option and choose to save the backup company file to a secure location.
- Next, opt for the Complete Verification tab from the Online and Local Backup section. As a result, it will run a test to ensure that your backup file is in good shape before saving.
- Once the necessary changes are done, hit OK and then choose Save it now and schedule future backups. Otherwise, if you wish to save the backup file presently, opt for Only Schedule future backups.
- On this page, you must mark the checkbox next to the option that says, “Save backup copy automatically when I close my company file.” Later, you must pick the total number of backups you wish to create.
- To establish a schedule, opt for the New option and complete the data fields to generate a backup schedule. You may also pick a specific date or day of the week to generate the backup.
- Once you set the backup schedule, hit the OK tab. Then, QuickBooks will prompt you to mention the Windows login password accurately. As soon as you provide the password, QuickBooks will allow you to run the scheduled backups instantly.
- As a result, QuickBooks will create a backup and will also schedule the future backup. Once the backup part is over, you will obtain a Confirmation message.
Learn More- QuickBooks Cannot Communicate with the Company File
Generating the Backup Company File Manually
If you don’t prefer to back up the company file automatically, you can also do it manually. For that, you must follow the below-given steps closely.
- Initially, launch the QuickBooks File menu and tap on Switch to Single-user Mode.
- Following this, choose the File tab again and choose the backup company > Create Local Backup.
- Thereon, you must opt for the Local Backup > Next and move further.
- Now, from the Local Backup Only section, tap on the Browse tab and select a suitable location to save the backup.
- Eventually, it will run a test to assure that your backup file is in good condition.
- Once you save the backup company file, hit the OK tab for confirmation.
- Complete the process by choosing the Save it Now and then the Next tab.
- With this, you will experience QuickBooks generating the backup company file. Later on, once you are all sorted and creating the backup file, you will eventually receive the confirmation message.
Phase 2. Making Adjustments With the Backup Settings
If you want to check when you have done the last backup, then move to the File menu > Backup Up Company. Then, it will represent you with the date and time right at the top of the menu.
To make necessary modifications to the backup set, do as follows:
- Primarily, the users must browse to the File menu and then hit the Back Up Company tab.
- After that, choose the Create Local Backup option and tap on Options to move further.
- Once you have made the necessary changes, hit the OK tab for confirmation.
Related Blog- QuickBooks Company File Needs to Be Updated
Restoration of the QuickBooks Company File
The QB accesses the backup data file whenever you restore it to establish a new company file.
- To begin with, launch the QuickBooks Desktop application on your PC and head to the File menu.
- Afterwards, choose the Open or Restore Company and then hit Restore a backup copy.
- Moving onwards, click the Next tab and start looking for the backup data file. Later, you will observe that your restored data file will appear in the format “[Your company name].qbb.”.
- Soon after this, choose the appropriate folder to save the restored company file and then opt for the Open menu.
| Note: If you use the backup through the same folder carrying the company file, it might overwrite your data. However, to avoid overwriting, you have to give a new name to the existing company file; else, you can save the backup file to a different location where you are comfortable. |
- Finally, when you are done making the necessary changes, tap on the Save menu. If you see any messages related to data overwriting, select the suitable option according to your choice. Also, verify that you won’t overwrite the data unless you have any information regarding it.
- Finally, it will generate a new data file, which you can use to handle daily business operations.
Discussing What Data You Can and Can’t Backup in QBO Advanced
There are certain data that you can’t back up in the QuickBooks Online Advanced. Herein, we have provided you with a list of data that you can and can’t back up. So, let’s have a look at them closely.
1. Data that you can backup
- Transaction Data
- Invoices
- Sales
- Estimates
- Receipts
- Payments
- Deposits
- Transfers
- Refund receipts
- Journal Entries
- Credit memos
- Bills and bill payments
- Purchases and Purchase Orders
- Vendor Credits
- Time activities
- List Data
- Accounts
- Terms
- Vendors
- Employees
- Customers
- Departments
- Customers
- Currencies
- Items
- Budgets
- Classes
- Tax codes and tax rates
- Tax agencies
- Payment Methods
- Accounts
- Other Data
- Attachments
- Exchange Rates
- Preferences
- Entitlements
- Intuit payroll info backups as journal entries
- Inventory shrinkage and adjustments backup as journal entries
- Company Info
You may also read- Create QuickBooks Portable Company File
2. Data that you can’t backup
- QuickBooks Online Payments Info
- Custom form templates
- Account-based billable expenses
- Bank feeds and their links to transactions and bank rules
- Reconciliation reports
- Audit log entries
- Recurring transactions
- Delayed credits and charges
- Item-based billable expenses with markup
- Custom reports
Know More About the Data That You Can’t Restore
Every time you schedule the backup of the company file, you can restore everything except the following:
- Budgets– All you require is to export the budget in the form of a CSV file.
- Tax rates using expense accounts– The online backup and restore app will let you recover them within the liability accounts.
- Inventory– You can’t mention the inventory history and inventory adjustments.
- Data backup using the personal cloud archive feature– You will see that the data is saved within the .cab format on your cloud personal cloud account.
Switch on the Online Backup & Restore app for your data
- Firstly, you must tap on the Settings icon.
- After this, head to the Back Up Company option.
Switch off the Automatic Backup Feature
If you don’t wish to generate the backup of your company, then switch it off with the steps below.
- Initially, launch the Settings icon and then hit the Back Up Company option.
- After that, look for the company for whom you wish to switch off the automatic backup feature.
- Now, click on the Action drop-down arrow and then tap on the Turn Off backup option.
Read More- QuickBooks Can’t Find Company File
Enable the Automatic Backup Settings
To schedule the automatic backup of the data file, switch the automatic backup feature using the steps below.
- Primarily, switch to the Settings icon, and from there, choose the Back Up Company tab.
- After that, begin searching for the company for whom you wish to disable the automatic backup feature.
- Thereon, hit the Action drop-down arrow and then opt for the Turn on the Backup menu.
How Do I Backup my Company File in QuickBooks Online Advanced Company?
If you are looking for the proper procedure to backup company file in QuickBooks Online Advanced company, then use the steps instructed below.
Generating the One-Time Backup
If you ever got stuck in the middle of some crucial task and wish to save everything, then you don’t need to worry any longer. This is so because you can save every business data manually anytime by performing the steps below.
- Starting the process by hitting the Settings icon and then choose the Back Up Company option.
- Afterwards, you must browse to the Add Company menu and click the drop-down arrow beside the Search for a Company option.
- Thereon, pick the company for which you wish to back up the data and hit the Next > Connect tab.
- Once again, start looking for the company that you wish to backup and hit the Action drop-down arrow. Later on, choose the Run Full Backup option.
Saving the Backups to Google Drive
You can store your backups to the Google Drive while linking with your account. Below, we have describe the complete procedure to save the backup file to the Google drive.
Linking of the Google Drive Account
- In the first stage, move to the Settings icon and then opt for the Backup Company option.
- Afterwards, you must pick the User menu and then choose the location for saving the backup.
- Thereon, browse to the Link Google Drive option to move further.
- Later on, carry on with the instructions given on the screen, which enable QuickBooks to generate backups.
Restoring Your Data from a Backup
You can utilize the backup copy of the data file from a specific date and time. Restoring the backup may consume some time, depending on the file size.
- Primarily, the users must move to the Settings menu > Back up Company option.
- Afterwards, start looking for the company for which you wish to restore the backup.
- Thereon, hit the Action drop-down arrow and then opt for the Restore option.
- Now, from the Date field, choose the date you wish to restore.
- Later on, pick the appropriate time for you to restore it and hit the Next tab.
- Following this, go through the instructions given on the screen to complete the process.
- Conclude the entire process by hitting the Start Restore tab.
Summing It Up!!
By generating the backup QuickBooks company file you can create a duplicate copy of the file which you can use when the original file is hampered. Thus, it will help you regain access to your crucial business data to accomplish your day-to-day business operations smoothly. If you still require any additional help, then have a direct conversation with our QB professionals.
