Backing Up Data

The following information is covered in this chapter:

• Why back up?
• Automatic Backup
• Program Backup
• Manual Backup

Why back up?

As in any computer program, the data contained in each of your employee files should be backed up frequently. This will ensure that none of your payroll information is lost should you encounter problems with your hard disk. This data should be backed up every time you run payroll.

A point to consider when deciding how often to back up. How may days worth of information do you want to re-enter into the computer should a hard disk failure occur?

There are three ways to back up your payroll records.

• Automatic Backup
• Program Backup
• Manual Backup

If you have SAM (Symantec AntiVirus for Macintosh) installed on your computer, the SAM? Intercept Suspicious Activity Alert dialogue will appear when you use Automatic Backup or Program Backup. After selecting Allow, Deny, or Remember in the Alert dialogue, the Backup dialogue won't be redrawn. Don't worry about this because it does not interfere with the backup process.

Automatic Backup

The program defaults to automatic backup. This means that whenever you print or edit a check, you are prompted to back up when you quit the program. There is always the possibility of hard disk failure or damage to your data due to a variety of causes. Therefore, always keep a backup of your data. The automatic backup procedure is controlled in the Program Preferences.

Backing Up automatically

1. Select Edit > Preferences from the File menu. Alternatively, click the Preferences button in the Company tab window.

The Program tab window is on top by default. If it is not, click the Program tab to access it.

2. Mark the checkbox next to Automatic backup if checks are printed or edited.
3. Click the OK button.

Program backup

You can also back up your data at any time from within the payroll program. These instructions will step you through the process.

Backing Up in the program

1. In your payroll program, open the company you want to back up.
2. Select File > Back Up .

Version 16 users: The application automatically backs up your data. No further input on your part is required.

Version 14.x users: A Backup Options dialogue will display. Follow the rest of these instructions for versions 14.x and previous.

If the option Automatic backup if checks are printed or edited is selected in Program Preferences , the Backup Options dialogue will appear when you quit the payroll program.

3. In the Backup Options dialogue, select the backup option you want.

Hard disk, network disk, tape drive, or other

This option places your backup files on external disk drives, network servers, or removable media. Selecting this option spawns an Open File (or Getfile in OS 9) window in which you specify the backup destination.

Aatrix Payroll backup folder (on this computer)

With this option, a folder containing your company backup files is created and placed within the Aatrix Payroll folder.

4. Click the Backup button.

The amount of time the backup takes to complete depends on the size of your company payroll files.

Manual backup of files to external media

To manually back up your files, you can use a Recordable-Rewriteable CD-ROM disc (CD-RW) if your computer has the appropriate type of drive installed or attached, an external drive such as a ZIP or jump drive, or, if you have an older Macintosh, a floppy diskette.

Backing up files to external media

1. Quit out of your payroll program if it is running.
2. Insert the backup disk into the disk drive.
3. Open the Aatrix Payroll ƒ folder.
4. Hold down the option key while dragging your Company folder, Defaults ƒ folder, and the Shared ƒ folder to the backup disk.

This will make a copy of these folders on the backup disk.

5. After manual backup is completed, eject the disk, label it appropriately, and store it in a safe place.

Restoring from a backup

The program offers a broad array of choices for file restoration. From an individual file, to a category (e.g., Register Files, Employee Evaluations), to a full install, you can tailor the restoration process to fit for your needs.

Restoring from a backup

1. Select File > Restore.

2. From the Backup sources pop-up menu, select the source of the backup files from which the data will be restored.

Restore from other...

This option opens a Getfile dialogue in which you specify the location of the backup files.

MM/DD/YYYY

By default, the program will automatically display the most recent backup made (if available to the system or on a local drive).

1. (Optional) Under Options in the upper right corner of the window, select an install option.
2. Mark the files you want to restore.

Checkmarks ( √ ) appear next to the file names of marked files.

Individual Files

To restore an individual file or group of files, mark your choices by moving the mouse pointer over the filename you want and then clicking.

All Files

To restore all the files, click the Mark All button.

Mark by category

Use the pop-up menu to select (or de-select) a specific category of files to restore (e.g., pay history files, time card logs).

The number of files and the total file size of your selections display in the Files to restore box in the lower right corner.

3. When selections are made, click the Restore button.

Install options

Again, the Restore feature offers a fully customizable array of choices for you to make, from the most basic, as described in the instructions above, to the more exact and customized, we cover next.

Clean install

This is an excellent choice to make if you're not certain which files were corrupted, damaged, or accidentally deleted and emptied from the Trash.

When this option is marked and you click the Restore button, an alert message will appear informing you that a clean install will delete everything in the existing Employees ƒ folder. If you have data in this folder that is up to date and you know for sure is not damaged or lost, do NOT perform a clean install.

Install to a new folder

When you mark this option, a dialogue appears with the following options.

Just make a backup of the "Employee Files ƒ" folder

Selecting this option creates a duplicate/backup Employee Files ƒ folder, called Employee Files ƒ.1, using the most recent data. The program places this new folder in the company folder of the currently open company.

Create a whole new company and call it...

If you choose this radio button, fill in the name of your new company in the text box, then click the OK button. In the Restore Payroll Files window, make sure all the files are selected before clicking the Restore button.

An alert dialogue will inform you a new company has been created when the process completes.

After restoring, access the Company tab window and make sure that the original company information is intact. If you created a new company name, edit fields as needed to match. Likewise, in the Liabilities tab window, the check register and pay history records are also intact as of the last backup date.