Making a backup: Which backup to make when

Backups are important as they are a compact file containing a copy of the payroll system data files or the entire payroll system. The only way to return to a previous period or to retrieve payroll information, should current data become corrupt or the computer containing the payroll system be stolen, is to restore a backup.

Backups can be made to the local disk, network, cloud (such a OneDrive) or CD. It is recommended to make a backup to the local disk or network and then copy it to a CD or external location as well. Create a folder on your C: drive and give the folder a name that you will easily be able to identify, example VIPBACKUP. When making the backup, browse to this folder on your C: drive. The backup file will be saved in the selected folder from which the file can then be copied to another storage device. 

What type of backup should be made when?

Backup Option

Explanation

When to use

Data for This Company

Data files for the current company will be included. This option is ideal for keeping separate backups for each of your companies.

  • Before a global increase or global activation is done.
  • Before importing and updating batches that contain a large amount of data.
  • Before copying methods and reports to other companies. Make a backup of the target company.
  • After all input was done for the current period.
  • Just before starting a new processing period

Data for All Companies

Data files for all the companies in the VIP directory will be included.

  • If one backup containing all companies in the VIP directory is required.
  • When the company is licensed for the Equity or Skills modules, this type of backup must be made instead of a Data for This Company backup.

Data Files and Programs

All the data and program files in the VIP directory will be included.

It is advisable to use the Full System Backup option instead of this option, since this option does not include any sub folders.

Data Files and Programs (Incl All Sub Folders)

All the data and program files in the VIP directory, as well as all the sub folders in the VIP directory, will be included.

  • Before a system update or enhancement is loaded.
  • At the end of every tax year. SARS requires that you keep a full system backup for at least five years.
  • At the end of your company’s financial year. This backup can then be used to print the 12 Months report for the financial year. This report is useful for auditing purposes.

Data Files for Selected Companies

This option allows you to select the companies that must be included in the data backup. A selection screen is available with a list of all the  companies in the VIP directory. From the list you can select the companies to include.

If you wish to create one backup file which includes the data files for specific companies and not all companies in the VIP directory.

Full System Backup

All the data and program files in the VIP directory, as well as all the sub folders for additional modules such as SI and ODBC, will be included.

  • Before a system update or enhancement is loaded.
  • At the end of every tax year. SARS requires that you keep a full system backup for at least five years.
  • At the end of your company’s financial year. This backup can then be used to print the 12
  • Months report for the financial year. This report is useful for auditing purposes.
  • For step by step guidance on how to make a Data Backup on Sage Classic and Premier, click here
  • For step by step guidance on how to make a Data for all companies Backup on Sage Classic and Premier, click here
  • For step by step guidance on how to make a Full System Backup on Sage Classic and Premier, click here
  • For step by step guidance on how to make a Backup on Sage 200c VIP, click here