Making a Backup

About Backups

Backups must be taken at least once every processing period.

 

If the current data becomes corrupted, or if you want to return to a previous period, a backup is the only way to retrieve this information. Data can become corrupt as a result of computer viruses, hardware problems such as a damaged hard disk, or power failures while working on VIP.

 

Tax year-end backups must be kept for at least 5 years.

 

 

Backup Options

Data for this Company:

Data Files of the company in which you are currently working in are backed up.

This option may be used for regular backups.

This option is ideal for keeping separate backups of separate companies.

 

Data for All Companies:

Data Files for all your companies (in your VIP directory) are backed up.

This option may be used for regular backups.

This option is ideal for keeping backups for all companies together.

This option is recommended if you are using a Flexi General Ledger when licenced for the General Ledger Module, or if you are licenced for the Employment Equity or Skills Development Modules.

 

Data Files and Programs:

All Data and Program Files are backed up.

This option is essential before and after loading Updates, Enhancements and at tax year-end.

 

Data Files and Programs (Incl All Sub Folders):

All Data and Program Files including all Sub Folders are backed up.

When this option is selected, a backup will be made of all data and program files including all the sub folders in the VIP directory, such as the ODBC sub folder, the SIR sub folders, etc.

This option is recommended for VIP ODBC and SIR users.

 

Data Files for Selected Companies:

Data Files for selected companies are backed up.

This option will allow you to select the companies that should be included in the backup.

Once you have selected the destination for the backup and the file name, the Company Selection Screen will be displayed. Select the companies that you want to backup. Click on <Close> to continue.

 

Full System Backup:

When we refer to making a Full System Backup in any of our Installation Instruction Notes, this is the option to use.

This option will make a backup of everything in the VIP directory, including sub folders within the VIP directory.

 

How to Access the Backup Screen

Accessing the Backup Screen from the VIP Main Menu:

  1. Click on Utilities.
  2. Click on Backup.
  3. Click on the required backup option.

 

How to Make a Backup

Backups may be made to various mediums, e.g. hard drive, network drive, CD, flash disk, etc.

 

In this help file, we will look at making a backup to a network drive.

 

For a detailed explanation of making backups to all different mediums, visit the Customer Zone on the VIP website at www.vippayroll.co.za.

 

 

Example:

Make a Full System Backup to the H drive (network drive).

 

Solution:

 

  1. Click on Utilities.
  2. Click on Backup.
  3. Click on Full System Backup. 
  4. The Backup Data Screen will be displayed.
  5. The From Directory field will default to your current VIP Premier directory, e.g. C:\Premier, in which you are working.
  6. Click on <Browse> in order to locate the correct location to use for the backup. Locate the destination path, by clicking on the required options, e.g. H drive. The destination will be displayed in the To Directory field.
  7. The Backup File name will default, but may be altered. Example of a default file name: C001_20120930_20120925_1024, where C represents the Drive Letter where the current VIP System is located, 001 the Company Name, 20120930 the Period End Date, 20120925 the Computer Date 1024, the time in hours and minutes. See other examples below.
  8. Click on <Continue>.
  9. A warning message will be displayed. Take note of this message and click on <OK>.
  10. A Backup SUCCESSFUL message will be displayed if the backup has been successful. Click on <OK>.
  11. A Backup FAILED message will be displayed if the backup has not been successful. Click on <OK> and redo the backup.
  12. Check the destination of where the file was created and ensure that the file exists.

 

 

Depending on the Type of Backup selected, the File Name will default as follow:

 

Data for This Company:

DCoNr_periodenddate_computerdate_time

e.g. D001_20120930_20120925_1610

 

Data for All Companies:

DALL_periodenddate_computerdate_time

e.g. DALL_20120930_20120925_1610

 

Data for Selected Companies:

DSEL_periodenddate_computerdate_time

e.g. DSEL_20120930_20120925_1610

 

Full System Backup:

FULL_periodenddate_computerdate_time

e.g. FULL_20120930_20120925_1610

 

Data Files and Programs:

DFP_periodenddate_computerdate_time

e.g. DFP_20120930_20120925_1610

 

Data Files and Programs (including All Sub Folders):

FULL_periodenddate_computerdate_time

e.g. FULL_20120930_20120925_1610

 

In the event of a Multi Company Backup, the Period End Date used in the default Backup File Name will always be the date as per the company the backup is created from.

 

The Comment field of the Backup Files include a reference to the VIP Payroll System in which the Backup is created. This will aid the Consultants in restoring Backups received from clients into the correct System, ensuring quality support to client queries.

The Comment reads as follows: Release Sx.xy e.g. P4.3a

where:

S Refers to the System (P = Premier, C = Classic, E = Essentials), and

x.xy Refers to Release Number and Version.