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QuickBooks Pro 2010 Essential Training
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Backing up your company file


From:

QuickBooks Pro 2010 Essential Training

with Bonnie Biafore

Video: Backing up your company file

If you back up all the data on your computer regularly, you might not need QuickBooks' backup feature. If your hard disk crashes or you delete a file by mistake you can restore your company file from your regular backup. But QuickBooks backup is great, when you want to try something you are unsure of in your QuickBooks file or you want to save hours of work that you've done without waiting for your next full-blown backup. You can set options for how you want to backup your company file and where, so QuickBooks knows what to do for the backups it creates, and in QuickBooks you can create a backup immediately or you can setup a schedule so that QuickBooks creates backups for you. Regardless whether you want to set up backup options or create backups, on the File menu choose Save Copy or Backup. The Save Copy or Backup dialog box opens.
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  1. 8m 19s
    1. Welcome
      52s
    2. Editions of QuickBooks
      3m 24s
    3. QuickBooks bookkeeping basics
      2m 46s
    4. Using the exercise files
      41s
    5. Disclaimer
      36s
  2. 9m 12s
    1. Opening a company file
      2m 4s
    2. Using the QuickBooks menus and home page
      2m 49s
    3. Touring the Customer, Vendor, and Employee Centers
      2m 32s
    4. Navigating between QuickBooks windows
      1m 47s
  3. 10m 50s
    1. Gathering the information you need
      2m 4s
    2. Creating a company file
      5m 33s
    3. Converting from another program
      3m 13s
  4. 8m 19s
    1. Naming and numbering accounts
      3m 36s
    2. Creating an account
      2m 26s
    3. Making an account inactive
      2m 17s
  5. 14m 50s
    1. Creating a customer profile
      3m 40s
    2. Adding customer information
      4m 33s
    3. Creating a job
      2m 18s
    4. Making customers inactive
      1m 39s
    5. Creating a vendor
      2m 40s
  6. 43m 35s
    1. Why use QuickBooks items?
      2m 59s
    2. Creating a service item
      4m 26s
    3. Setting up time tracking
      2m 53s
    4. Entering time
      4m 19s
    5. Tracking mileage
      4m 34s
    6. Creating an inventory item
      6m 7s
    7. Creating a non-inventory item
      3m 34s
    8. Setting up sales tax
      6m 59s
    9. Setting up discounts and charges
      3m 46s
    10. Creating a group of items
      2m 16s
    11. Making items inactive
      1m 42s
  7. 30m 46s
    1. Creating a purchase order
      3m 8s
    2. Entering a bill
      4m 37s
    3. Recording inventory you receive
      3m 47s
    4. Paying bills
      4m 5s
    5. Handling a credit from a vendor
      5m 2s
    6. Writing a check for expenses
      3m 17s
    7. Paying with a credit card
      1m 40s
    8. Paying with cash
      2m 53s
    9. Paying sales tax
      2m 17s
  8. 35m 5s
    1. Understanding invoices, statements, and sales receipts
      2m 23s
    2. Creating an invoice and filling in header fields
      2m 55s
    3. Adding items to an invoice
      5m 7s
    4. Adding billable time and cost to an invoice
      5m 57s
    5. Using subtotals, discounts, and other charges
      3m 6s
    6. Creating an estimate
      2m 49s
    7. Handling a customer credit
      4m 57s
    8. Creating a statement charge
      3m 7s
    9. Producing a statement
      4m 44s
  9. 14m 44s
    1. Setting up print options
      4m 13s
    2. Aligning forms with printer paper
      3m 0s
    3. Printing one or more forms
      4m 29s
    4. Emailing a sales form
      3m 2s
  10. 14m 8s
    1. Receiving a payment
      3m 49s
    2. Assessing finance charges
      4m 9s
    3. Creating a sales receipt for a cash sale
      2m 39s
    4. Depositing payments
      3m 31s
  11. 10m 37s
    1. Preparing to reconcile a bank account
      1m 50s
    2. Reconciling transactions to your bank statement
      3m 14s
    3. Correcting discrepancies
      5m 33s
  12. 9m 51s
    1. Using the Report Center to find reports
      3m 0s
    2. Running a report
      3m 45s
    3. Printing or saving a report
      3m 6s
  13. 6m 8s
    1. Why use journal entries?
      3m 3s
    2. Creating a general journal entry
      3m 5s
  14. 13m 39s
    1. Creating a new user
      4m 58s
    2. Backing up your company file
      6m 10s
    3. Restoring a company file
      2m 31s
  15. 27s
    1. Goodbye
      27s

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QuickBooks Pro 2010 Essential Training
3h 50m Beginner Feb 24, 2010

Viewers: in countries Watching now:

In QuickBooks Pro 2010 Essential Training, author Bonnie Biafore shows how to most efficiently use this popular business accounting software to manage business finances. The course covers core QuickBooks features that business owners need to know, from recording typical bookkeeping transactions like bills and invoices, to reconciling accounts and managing company files. Exercise files accompany the course.

Topics include:
  • Establishing a company file and Chart of Accounts
  • Creating purchase orders and paying bills
  • Invoicing customers
  • Tracking time, mileage, and other non-inventory items
  • Monitoring sales and inventory
  • Paying sales tax
  • Reconciling accounts and bank statements
  • Running and printing reports
Subjects:
Business Accounting Finance
Software:
QuickBooks
Author:
Bonnie Biafore

Backing up your company file

If you back up all the data on your computer regularly, you might not need QuickBooks' backup feature. If your hard disk crashes or you delete a file by mistake you can restore your company file from your regular backup. But QuickBooks backup is great, when you want to try something you are unsure of in your QuickBooks file or you want to save hours of work that you've done without waiting for your next full-blown backup. You can set options for how you want to backup your company file and where, so QuickBooks knows what to do for the backups it creates, and in QuickBooks you can create a backup immediately or you can setup a schedule so that QuickBooks creates backups for you. Regardless whether you want to set up backup options or create backups, on the File menu choose Save Copy or Backup. The Save Copy or Backup dialog box opens.

QuickBooks selects the Backup Copy option, so leave that as it is and click Next. To set the backup options you want QuickBooks to use, click Options. In the Backup Options dialog box, click Browse to pick the folder you want to use to store backups. If you backup your company file as an intermediate precaution, you can choose a folder on one of your hard disks. But you can also choose a CD or DVD drive if you want to make a backup to take off-site.

QuickBooks automatically turns on the Add the date and time of the backup checkbox. That way each backup file has a unique name even if you make backups within a few minutes of one another. To limit the amount of disk space you chew through with backup files, you can limit how many backups QuickBooks keeps. It's set to 3 initially, but you can increase the number to 99 to keep more copies. Turn on the Remind me to back up when I close my company file check box and then add a number to the box.

That way QuickBooks reminds you to create a backup every so often. QuickBooks automatically selects the Complete verification option, which verifies the backup file. It's a good idea to keep this setting even though it takes a little longer. QuickBooks make sure that the backup file isn't corrupt so you don't find out that it doesn't work when you try to restore it. When you've selected all your options, click OK. QuickBooks reminds you if you've chosen a location on your hard disk but if that's what you want, click Use this location.

Back in the Save Copy or Backup dialog box, you can continue to create a backup. To save the backup on your computer, select the Local backup option and then click Next. To save the back up right away, leave the Save it now option selected and click Finish. When you see the message "the backup is complete," click OK. You can also schedule a backup to occur at a regular interval.

To do this, in the Save Copy or Backup dialog box, select the Backup copy option and click Next. Select Local backup and click Next. Then select Only schedule future backups. If you want to create one backup immediately and schedule future backups, you can select the Save it now and schedule future backups option. To create the schedule, click Next. On the screen for scheduling backups, the top section is Back up automatically.

You can tell QuickBooks to create a backup behind the scenes without any action on your part whatsoever. It's a great precaution. Turn on the checkbox and type the number of times you want to close the company file before the program creates the backup. It's set to 3 initially, which is usually fine. QuickBooks includes the letters ABU in the file name so you know that the backup is one that the program made automatically. It stands for Automatic Backup.

To setup a scheduled backup, click New. The Scheduled Backup dialog box opens. Type a description for the backup, such as weekly, click Browse to select the folder you want to use, and click OK. To keep a specific number of scheduled backups, turn on the Number of backups check box and type the number. QuickBooks sets the number to 3 initially which is usually fine.

A lower number means you don't use up as much disk space; a higher number gives you more protection. Select the time of day you want to create the backup. Late at night when people aren't working is a good time. Remember 12 AM is midnight. So to avoid any confusion, choose a time like 1 AM so it's clear. To run a backup every day, keep 1 and then Run this task every weeks on box. Turn on the checkboxes for the days of the week.

For a weekly backup, turn on Friday for example. To back up the file every other Friday, type 2 in the box, or choose it from the dropdown list. To run the backup when you aren't around, you can click Store Password. Then you type in your Windows username and password so QuickBooks can run the backup. When you've got the schedule set, click OK to save the schedule. Type it in.

QuickBooks takes over and creates the backup for you when you tell it to. Click Finish to save the Backup Schedule and click OK to confirm. Remember, by creating backups, you can restore your company file if you ever run into any trouble.

Find answers to the most frequently asked questions about QuickBooks Pro 2010 Essential Training.


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Q: I have QuickBooks Pro 2011. Will this course work for me?
A: Yes. The changes in QuickBooks Pro 2011 are minor, and all the information in QuickBooks 2010 Essential Training applies to QuickBooks 2011.
 
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