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H
HAM9
July 20, 2024
Question

Some Backup Questions

  • July 20, 2024
  • 1 reply
  • 0 views

I want to understand more about QBO Backups that is a new feature in QBOA/Advanced.

 

Who can perform the company's backup or who has the rights - ordinary user, or higher level user or Admin..?

 

Also I have seen in the article on Backups that there is data that can and can't be backed up. During a restore of older backup I would like to know (a) what data gets restored, (b) what data gets deleted and or (c) what data is left untouched? 

 

Does restore overwrite the entire database such that data such as recurring transactions would have to be recreated again..?

 

What happens for instance if a backup is done (let's call it backup Z) and then a new customer is created and then a recurring transaction that involves that customer is created e.g. recurring invoice. Then one restores the backup Z to the live database. In such a case what would be the implication on the recurring transaction which had the newly created customer e.g. the recurring invoice?

 

Can one create a test database for the company using one of the backups? (In On-premise non ERP systems you can have live and test databases usually portable and in ERP systems there is live, production and test databases for all to play around with).

 

I want to understand the integrity of backups and also so many other things on this feature. What resources are available. 

 

Backups and Restore in on-premise systems work differently hence I am interested in understanding how they work in QBO and cloud systems.

1 reply

E
ErwinQ
July 21, 2024

I'm here to help you with how company backup works in QuickBooks Online, HAM9.

 

Yes, the option to create a backup of a company file is currently available on the Advanced version of QuickBooks Online.

 

Please know that you should log in to your QBO Advanced as an admin to back up and restore your accounting data.

 

When you restore your company file, any transactions from your current file, such as recurring invoices, will be overwritten and replaced with the new information being restored. This means that the existing transactions will be deleted and replaced with the restored data.

 

Yes, it is advisable to create a backup of your data and recommended to restore it to another account or computer. Avoid restoring it to the same file account to prevent confusion between the original and backup files.

 

When the Online Backup and Restore app is turned on, QuickBooks automatically backs up your data. After the backup is complete, it will track any changes made to your company data, allowing you to restore a backup at any point in time.

 

These are the transactions that can be restored in QBO: Transactions Data, List Data and Other data.

 

Here's how to set up automatic back up:

 

  1. Access your QBO Advanced account.
  2. Head over to the Gear icon.
  3. Select Back up company.
  4. Find the company with the automatic backup you want to turn off.
  5. Select  from the Action column, then select Turn on backup.

 

Additionally, you can take a look at this article to learn more about back up feature and the transactions that can and can't be restored in the Advanced version: Back up and restore your QuickBooks Online Advanced company.

 

Need to check on your data through reports? You can take a look at this article to help us familiarize the Reports feature: Run reports in QuickBooks Online.

 

If you have additional questions or concerns regarding with QBO Advanced Back-up feature, don’t hesitate to leave a comment below. I'm always here to help. Keep safe.

H
HAM9Author
July 21, 2024

@ErwinQ Are you saying that after restoring a backup, things that cannot be backed up like Recurring transactions, Custom Forms, Reconciliations, etc done in the past will be wiped out or blanked out entirely after the restore?

S
ShangY
July 21, 2024

Hello, @HAM9. Allow me to provide some information about how back-up works in QuickBooks Online Advanced (QBOA).

 

In response to your question about whether the data will be entirely wiped out after the restore, the answer is yes. For more information, you can check out this article: Find out what data you can and can't back up. Since this data will be overwritten and replaced with the restored data, you have the option to export the transactions and download them to your computer. 

 

Here's how:

 

  1. From the Gear icon, select Export data.
  2. Head to the Reports tab and set the date range.
  3. Add or remove items from the Reports and Lists by switching the button on or off.
  4. Choose Export to Excel. 
     

Once the process is done, you'll be prompted with confirmation that the data has been exported. For other non-posting transactions that are not included in Reports and Lists, check out this guide on how to export them: Export non-posting transactions and attachments.

 

I'm also adding this article to guide you on efficiently managing your reports inside QuickBooks: Run reports in QuickBooks Online.
 

If you have further questions about how back-up works in QBOA or any other concerns within the program, please add them in the comments below. Our team is always ready to help. Have a good one.

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