A Bad Day

It doesn’t take an earthquake or a tornado to ruin a person’s day. Sometimes things just go wrong.

A client called the office today in a bad mood. He was trying to prepare an invoice to send a customer but was having “computer trouble.” He uses QuickBooks for his bookkeeping software but today his QuickBooks was behaving in an uncooperative way. Every time he tried to enter the area of the software needed to prepare his customer an invoice, the program would crash.

Potts & Company has two of the best QuickBooks consultants in the area. One of the two, Terra, set what she was doing aside and immediately went to this client’s business location to see if she could sort out the trouble.

Terra quickly diagnosed the problem as a corrupt data file. She tried several basic maintenance type operations and decided it would be best just to restore yesterday’s backup of the data file. When she asked for the most recent file backup, the client looked back at her with a blank stare. He had no idea when or where the last backup could be found. What could have been an easy problem to fix just became much more difficult and costly.

It is easy to be lulled into feeling that everything is alright when nothing has gone wrong for a long period of time. Potts & Company has used QuickBooks for more than a decade and has never had a corrupt file or a reason to need the backup file. But our QuickBooks file is backed up daily. I can almost guarantee our client will be motivated by his corrupt file and from this point forward will back up his QuickBooks data file obsessively.

Every computer user, especially a business user, should have a regular routine to backup their important data files. There are many different strategies and methods. But here is a simple way QuickBooks users can backup their data file. If you are new to QuickBooks or have never backed up your QuickBooks data file inside the QuickBooks program, follow the instructions below.

A simple way to save the day.

A simple way to save the day.

  1.  Insert a flash drive into the USB port on your computer. Open QuickBooks and your company file.
  2. From the File menu click Backup Company, then click Create Local Backup.
  3. A new window will open and you will be given an option to select either Online Backup or Local Backup. Select Local Backup then click Next.
  4. You will be asked, “When do you want to save your backup copy?” Do yourself a favor and select save it now. A window will open where you will select in a drop down box the location of the flash drive. Click the save button at the bottom of the window. In a few minutes you will have a backup copy of your company’s data file.

This simple task may one day save your day from needless frustration and days of lost time rebuilding your bookkeeping records.