Your MYOB data is essential to the smooth running of your business.
Data can be lost for any number of reasons including computer crashes, hard disk failure, virus attacks, etc. Keeping a backup copy of your data is therefore critical to ensure the continuity of your business.
There are 2 ways that you can backup your data:
- External backup
This uses an external software (i.e. not MYOB) to periodically make a copy of your data file. There are a number of solutions that offer this, including some that provide backup to cloud.
- MYOB backup
Using MYOB to create a backup of your data file.
How to backup your MYOB data file.
|If you are using MYOB Premier, you need to ensure that no one else is using the data file.|
To backup, start MYOB and open your data file.
|Next, click on File at the top, then Back Up|
|In the next screen, there are 2 options to select from:
|In the next screen, select the location where you want to save your backup file.
Select your preferred location and make a note of where you are saving it to.
|Where you save the backup file is important as you will need to know where your backup files are located when you need to restore.|
Naming the backup file
In this step, you should also name the backup file.
By default, MYOB names the file “PRMmmdd.ZIP” or “MYOBmmdd.ZIP”, where “mm” is the current month, and “dd” is the current date.
For example, if you do a backup on 16th Jan 2015, the file will be named “PRM0116..ZIP” or “MYOB0116.ZIP”.
|While this is alright for most cases, after a while, especially if you have multiple companies, it will not be clear the backup is for which year, and more importantly, for which company.
We recommend that you change the file name to avoid confusion. The format we recommend is as follows: abcyyyymmdd.zip
In our experience, when you name your backup file with the above format, you will know which company the backup belongs to and also the date you backed up your data file.
Using the “yyyymmdd” in the file name sorts the list of backup files you have according to the year first, then month, then date. This makes it easy for you to quickly find the backup you are looking for.
When you are ready, click the Save button, and MYOB will start the backup process. When it completes, you will be taken back to the MYOB command centre.