The backup procedure allows you to take a secure copy of your payroll system before a key process is performed. Key processes are:-
Payroll year end
Loading a software upgrade
Note: It is not necessary to use yourself the backup procedure option daily or before each other payroll period end since the payroll system should be backed up nightly either by the payroll system or the main accounting system.
To access the Backup procedure:-
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the System maintenance option.
The PR SYSTEM MAINTENANCE menu is displayed.
Select the Upgrade menu option.
The PAYROLL UPGRADE menu is displayed.
Select the Backup procedure option.
The Backup procedure - BACKUP form is displayed.
A dialog box with various options is displayed when you select the Backup procedure option from the PAYROLL UPGRADE menu. To back up your payroll system:-
Contact the environment software support team if you have had one or more new payroll companies created during the last PAYE year
First ensure that all users are logged out of the payroll system. To achieve this make use of the System utilities menu, Prevent / allow access option to prevent users logging into the KPay system (or just the Employee Records, Payroll and Human Resources modules if the payroll system is based on the main accounts system and not a separate environment known as Stand Alone Payroll or KPay) and the System utilities, Display users option to determine who is left on the system
Ensure a payroll back up tape and not one of the regular daily or weekly back up tapes is placed in the computer tape drive
Log in as a priority 8 payroll user and enter the payroll module selecting any payroll company and any payroll type. To take a manual payroll back up, enter the Payroll, System maintenance, Upgrade menu, Backup procedure option and select the Payroll option. Contact the environment software support team if you do not have a Payroll option
Click OK
Click Continue
Click OK when prompted that the Backup completed OK. Press RETURN to resume. Contact the environment software support team if you are shown a message other than Backup completed ok. Press RETURN to resume
Clearly label the tape as a pre upgrade or pre year end backup as relevant and write the date the tape was created on the tape label. Keep the tape for eight years if possible
Proceed to use the View security logs option to check the backup
Note: A Backup is a spare copy of a file, file system or other resource for use in the event of failure or loss of the original. The term is most commonly used to refer to a copy of all the files on a computer's disks which is made periodically and kept on magnetic tape or other removable medium (also called a dump). This essential precaution is neglected by most new computer users until the first time they experience a disk crash or accidentally delete the only copy of the file they have been working on for the last six months. Ideally the backup copies should be kept at a different site or in a fire safe since, though your hardware may be insured against fire, the data on it is almost certainly neither insured nor easily replaced.
