I finally have an opportunity to start sharing with you the things I have learned about Peachtree and QuickBooks. I will mainly concentrate on Peachtree since QuickBooks does a great job of providing free information to its users. Peachtree does an adequate job, however, it seems that there is not as much free information out there from other locations. Today I am going to talk about backing up your data. It may seem trivial, but I do get a ton of questions on this topic from day to day.
When you have completed what you wanted to complete in your company, you can make a back up for yourself, or to be forwarded to your accountant for further work. Providing your accountant uses Peachtree to echo your work.
To save a back up:
Select File
Select Back Up Ctrl+B
You will get a pop up box.
You can backup online if you wish, however, you pay for that service. Most people and accountants prefer to back up to a disk, Flash Drive, or a separate hard drive.
I prefer to have the company name in the backup file name. You do not need to include archives in the back up-it only makes the file bigger.
There is also a reminder to remind you to back up at a selected frequency. I have it turned off here, however, if you are pretty busy it’s hard to remember to back up, so the reminder is a great way to keep track of you back up schedule and keep you on track.
At this point click back up.
You will get the save box. Obviously if you have ever saved anything you know that you can select where you want to save the file. Use the “Save In” selection to save the location of the file you wish to save in. For a disk, select the drive, for a flash select the flash location. You can even select your desktop to save the file if you wish. You can e-mail the file to your accountant if you wish, so note the location of where you saved the file so you can attach it later.
When you have selected the location of where you want to save the file. Click Save. You may get the message below if you did not select a hard drive location. Peachtree has not updated its backup function to recognize that most of us no longer use 3 ½ in floppy disks. So, if you don’t use a hard drive location it thinks you are going to use the floppy disk and it will divide the file out if it is too large. If you get a message that the file requires more than one disk then you need to cancel and save to your hard drive. Then copy the file from that location to your flash or CD. My message would not prompt a need to do anything special, so I will just save.
The file will just back up. If there are no issues. You will return to your Peachtree screen. Congratulations! You just made a back up!
If you want to e-mail the file, simply open an e-mail, address it, add any message you want, and attach the file to your e-mail. Keep in mind that most e-mail services only allow 10KB to be sent on attachments, anything larger than that will need to be put into a Zip file, or you will need to try a service that allows larger files to be sent.
Some accountants even have a way for you to sign in to their system and upload the file if you wish.
If you like what you see here and are in the Milwaukee or South-Eastern part of Wisconsin? I am available and am willing to work with your company on QuickBooks and Peachtree as well as meet your Accounting needs.
Feel free to e-mail me at davidchermak@gmail.com. I will be happy to start a conversation with you and get you connected with a partner at my firm to see what we can do.
