iPOS Offsite Backup Services Instructions for Customers

 

iPOS offers our offsite backup services to our customers for the purpose of having offsite backups of your QuickBooks Point of Sale Desktop and QuickBooks Financial backups for disaster recovery.  It is always important to make sure that you have current backups of your data should the need arise for you to have to restore/recover your data.  There are various scenarios when this could come to pass.  Some of these scenarios are listed below.

  • Corruption of database(s)
  • Workstation or hard drive issues
  • Virus infection(s)
  • Physical damage to store location (ie: flood, fire, electrical)

We highly recommend that you have at least one offsite backup of your data (preferably two, one automated and one manual) to help you protect your business as it pertains to either QuickBooks Point of Sale Desktop or QuickBooks Financials.  The automated backup is a service like our offsite backup services or another product like Intuit Data Protect.  The manual backup would be using either an external hard drive or external USB flash drive to copy your data backups onto and take offsite.  It never hurts to have multiple copies of your data.

iPOS creates a folder on your workstation(s) named “QB Backup” at the root of your local hard drive “C:”.  iPOS configures your QuickBooks Point of Sale Desktop and QuickBooks Financial backups to be created in the folder previously mentioned.  This way, you can have a single point of location for backups of your QuickBooks data.  If you have more than one workstation running either piece of software, your data backups may be configured to be saved to a client workstation instead of the server workstation to provide you an additional level of protection.

Please go into the “C:\QB Backup” folder on your workstation(s) on a daily basis to make sure that backups are being performed for your QuickBooks Point of Sale Desktop and/or QuickBooks Financial company files.

You will have a specific quota as to the amount of data that you can have backed up at any single point in time (Minimum of 5 GB).  You may purchase additional blocks of data (5 GB a piece) to increase your quota should you require more space.  iPOS will email you when any of the three below items have transpired.

  • Your offsite backup jobs have not run for three consecutive days.
  • You have reached 90% of your quota (instructing you to delete your oldest data backups to make sure that you don’t exceed your quota.
  • You have exceeded your quota (instructing you to delete your oldest data backups so that your offsite backup jobs will run again once enough data backups have been deleted to put you well under your quota).

 

It is your responsibility to make sure that your “C:\QB Backup” folder does not exceed your quota.

Your offsite backup is typically scheduled between 10PM to Midnight local time.  The workstation(s) where the iPOS offsite backup job is installed on needs to be up and running at the above mentioned time.  If the workstation(s) is not on at the time when the offsite backup job is scheduled, it will not attempt to rerun the missed job and run the following day at the scheduled time.

When you delete a file that is being backed up by the iPOS offsite backup service, it is put into “retention” for a period of two days.  All files in retention ARE counted against your total quota for your offsite backup jobs.  After the retention period of two days has passed, the files are then deleted from the offsite backup system and are no longer counted towards your quota.  This is why we recommend that you go into your “C:\QB Backup” folder at least twice a week to delete the oldest data backups that you have.  If you only delete the oldest backups once every week or two weeks, the amount of files held in retention can be very substantial and can cause you to exceed your quota before those files are deleted from the offsite backup system.

Here we will break down the configuration of the two pieces of software as it pertains to backups of the data.

QuickBooks Financials (Pro, Premier, or Enterprise)

The QuickBooks Financial application has three types of backups for its data and they are listed below.

  1. Manual backup – This is accomplished by going to the File menu, clicking on Back Up Company, then clicking on Create Local Backup. Manual Backups are created using the following naming convention “CompanyFileName (Backup Date Time).QBB”
  2. Automatic Backup – This is configured by performing the same steps listed above, and then Scheduling Future Backups. Once there, you will be able to configure Automatic Backups that will take place every so many times you close your company file.  You also have the ability to configure how many copies of the Automatic Backups the software will keep before overwriting the oldest backups.  This helps keep your Automatic Backups in check so that you don’t end up with a large amount of files.  Automatic Backups are created using the following naming convention “ABU_#_CompanyFileName Backup Date Time.QBB”.
  3. Scheduled Backup – This is configured by performing the same steps listed above, and then Scheduling Future Backups. Once there, you will be able to configure Scheduled Backups that will take place at a certain day and time according to a schedule that you create.  Please note that you can create multiple schedules for these backups.  You also have the ability to configure how many copies of the Scheduled Backups the software will keep before overwriting the oldest backups.  This helps keep your Scheduled Backups in check so that you don’t end up with a large amount of files.  Scheduled Backups are created using the following naming convention “SBU_#_CompanyFileName Backup Date Time.QBB”.
  • Please note that QuickBooks Financials does not have to be running for the Scheduled Backups to run. However the workstation that the Scheduled Backups does need to be up and running for them to take place.

QuickBooks Point of Sale Desktop

QuickBooks Point of Sale Desktop has three types of backups for its data and they are listed below.

Note: Backups in QuickBooks Point of Sale Desktop can only be performed on the server workstation (backups can’t be performed on a client workstation).

  1. Manual Backup – This is accomplished by going to the File menu, clicking on Back Up Data, check the option for Back up to alternate location, then entering the following in the window “C:\QB Backup\CompanyFileName_POSBackup.qpb”, and then clicking the button labeled “Back Up”. Please insert your Company Name where it says “CompanyFileName” in the name of the file.  For example:if your Company Name is Bob’s Burgers, your backup file would be named as such “C:\QB Backup\Bob’sBurgers_POSBackup.qpb”.  If you want to have different manual backups, please change the file name accordingly to give you an idea as to what the backup was for.  For example: “Bob’sBurgers_POSBackup-before-inventory-import-on-xx-yy-zz.qpb”
  2. End of Day Backup – This backup is configured as a part of the End of Day process in QuickBooks Point of Sale Desktop. This way you can have a backup be performed at the end of your business day when you run the End of Day process.  The option in the End of Day process is labeled “Back up your company data now”.  Once you check the option box for this option, you will be presented with a drop down box for you to select the location of where you want the End of Day backup to be saved.  Please click on the drop down box and select the bottom entry which will be the location and name that you previously set up for the manual backup listed above.  Please note that the End of Day process backup will overwrite the existing file every time it is run.
  3. Scheduled Backup – This backup is configured in the Company Preferences and we highly recommend that this backup be scheduled just past the mid day point in your daily operating hours. Should you need to restore to a backup, if you only have the previous day’s End of Day backup you will lose all transactions performed since the previous day’s End of Day backup.  However, if you have a mid day backup for the current day and you must restore after that mid day backup was performed, you will only need to recreate any transactions since the mid day backup was completed.  To configure the scheduled backups, go to the File menu, then click on Preferences, then click on Company, then click on General in the left hand window pane, then go to the area in the middle window pane where it lists “Data Safeguard”.  Once there, choose the time just past the mid day point in your daily operating hours and then enter the following in the location “C:\QB Backup\” and then click the button labeled Save.
  • The scheduled backup will run at the scheduled time as long as QuickBooks Point of Sale Desktop is running and logged into on the server workstation. If QuickBooks Point of Sale Desktop is not running and logged into at the time of the scheduled backup, it will not run and inform you the next time that you open QuickBooks Point of Sale Desktop on the server workstation that the task was missed and give you the opportunity to run that task now.
  • The scheduled backup will create a new file each time the task is run. It will name the files in the following format.  “YYYYMMDDD000#.qpb”.  For example: If a scheduled backup was run on January 1st, 2014, the name of the file would be “201401010001.qpb”.  The final four digits of the file name is based on how many scheduled backups were performed that day.  Typically, it will always be “0001” if the scheduled backup is performed every day.  If a scheduled backup is missed and you run two in a day, then the missed scheduled backup will be “0001” and the normal scheduled backup will be “0002” for the final four digits.
  • Please note that the scheduled backups in QuickBooks Point of Sale Desktop will keep creating new files every time it is performed. It does not have the ability for you to configure the number of backups to keep (like QuickBooks Financials do) so that you don’t have to worry about removing the oldest backups.  This is very important as it pertains to the iPOS offsite backup services as you have a specific amount of data (quota) that all of your backups are accounted to.  If you exceed your quota with the iPOS offsite backup services, your offsite backups will not run until you have deleted enough files in your “C:\QB Backup” folder to put you well underneath your quota.  Once you are well underneath your quota, the offsite backup jobs will run once again.  iPOS will email you when you are reaching 90% of quota and also when you have exceeded your quota.  You are responsible for making sure that you are well within your quota as it pertains to your data backups of either your QuickBooks Point of Sale Desktop and/or QuickBooks Financials applications.
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