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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.
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.
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