QuickBooks has gradually become one of the leading accounting applications in recent times an integral part of organizations worldwide. The company files created and stored in QuickBooks contains vital information while the backup files contain data till a particular date. Any user and business entity that uses QuickBooks to manage its finances must be aware of the steps to backup a file as it ensures that your data is secured.
There are certain scenarios where after the backup of the company file is made, they have to be moved on another computer or to a different location on the same system itself. Since the data involved is extremely sensitive and important, the right steps have to be followed; else the file may get overwritten or deleted permanently.
Read this article till the end if you want to know the necessity of having a backup file, the process of creating a backup file and moving it to a location that is convenient for you.
Why do You need to Have Backup Files in QuickBooks Desktop?
There are many possible scenarios in which the user may require Backup files in QuickBooks Desktop and move them to a different location. Some of these possible situations are:
- The system running the QuickBooks product may have crashed.
- You have to undo some recent changes on your company data file.
- You have purchased a new computer and wanted to transfer your QuickBooks product to the new system.
- You have to share your company file or related data with another computer.
- You wish to ensure that the data remains safe even if it gets damaged, lost or somehow tampered.
What are the Steps to Backup a File in QuickBooks?
For backing up a file in QuickBooks, you have to follow the steps mentioned below-
- Log in to the QuickBooks company file of which the backup is to be created.
- Open single – user mode by first clicking on the file menu and then selecting Switch to Single User Mode. Click OK when a QuickBooks popup appears on the screen.
- From the File menu, click on Backup Company and then on Create Local Backup.
- Now, select the Local Backup option and click ‘Next’.
- Click Ok on the popup message and click Save.
How to Move the File on Your Local Computer?
Follow the below mention steps to move the file on your local computer:
1. Using the File Manager:
- You can use the File Manager for uploading or downloading files on your computer by following the steps mentioned below-
- Download the File Manager and log in. Choose the destination folder from the column on the left.
- Click on the blue Up arrow. Choose the file or files to be uploaded from the file selector.
- Click the Add button and choose the files that you want to upload select the file and click Open.
- Now click on the Upload button.
- Click on the Close button when the upload is complete.
- Downloading the file
- Downloading the file
- Choose the file that you want to download from the left side of the menu.
- After that, click on the blue ‘down’ arrow at the top of the interface.
- Choose the location where the file has to be downloaded.
2. Moving the Company File to Another Computer
- Install QuickBooks Desktop on the computer to which files are being moved.
- Follow the steps mentioned above to create a backup file on the computer you used previously.
- Provide the backup file with an easily identifiable name as it also prevents overwriting of the file accidentally.
- Make sure you save the backup file at a location where it can be easily located.
- Use an external device or a flash drive to move the backup file to the new computer. You can also share the company file if both systems are on the same network.
- Restore the backup file on the new computer.
PRO TIP- It is recommended to download the latest tax table after the file has been moved.
3. Moving the Company File to a Different Location on the Same Computer
- Create a backup company file using the steps mentioned above.
- Make sure that the backup company file is given a unique name before saving so that it could be identified easily.
- Save the file at a location like the desktop so that it is easier to locate. The backup should be saved on the local hard drive of the computer if the company file is present on the network.
- Now restore the backup file to the newly created folder / location.
4. By Moving the QuickBooks Data Folder Entirely
This alternative is used when the user does not want to create a backup company file.
- In QuickBooks, open the company file that has to be moved.
- Press the F2 button. This will open the Product info window.
- Check the File information section. This tells you the location of the company file on the hard drive.
- Click on the Windows Start button and open the File Explorer.
- Locate the folder in which the company file is present.
- Right click on the company file and choose Copy.
- Now open the external device where the files have to be moved. Open the new location on the hard drive if you have to move the files here.
- Right – click and select the Paste option.
In conclusion, you have learned the various ways you can protect the data of your organization by creating a backup. You have been equipped to enable other computers to become an asset to your daily accounting needs by transferring your files to them.
Will my Data be Affected if the Backup is in the same folder as the Company File?
Your data may get overwritten if the backup file and the company file are in the same folder. To prevent that, ensure that the names of both the files are different from each other.
Where will the File get Downloaded if I do not Choose the File Location?
If you do not choose the file location or the file manager doesn’t prompt you to choose one, the file will get automatically saved to the downloads folder on your system.
If I Move my Company File to Another Computer, will it Affect my Product License?
No, your product license remains unaffected when you move your company file to another computer.