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					Microsoft Office
Accounting 2008

      Chapter 2


    BACKUP
PROCEDURES AND
DATA PROTECTION
                                              Table of Contents
Objectives & Course Information ....................................................................................... ii
Small Business Accounting CPE Course Outline .............................................................. iii
Introduction ......................................................................................................................... 1
Learning Objectives ............................................................................................................ 2
Creating a Backup Plan ....................................................................................................... 3
Backup Methods ................................................................................................................. 4
Selecting the Right Media ................................................................................................... 4
Choosing a Media Rotation Scheme ................................................................................... 6
Other Considerations .......................................................................................................... 8
Data Backup Using Microsoft Office Small Business Accounting .................................... 9
     Restoring a Backup File ............................................................................................ 14
     Using Accountant Transfer ....................................................................................... 16
Importing Data .................................................................................................................. 29
Importing QuickBooks Data ............................................................................................. 31
Importing Data from an Exported File.............................................................................. 39
Exporting Data .................................................................................................................. 42
Data Utilities ..................................................................................................................... 45
     Deleting a Company ................................................................................................. 46
     Rebuilding a Company File ...................................................................................... 48
     Repairing a Data File ................................................................................................ 49
     Detaching a Data File................................................................................................ 50
     Attaching a Data File ................................................................................................ 51
End Notes .......................................................................................................................... 52
Glossary of Terms ............................................................................................................. 53
References ......................................................................................................................... 54
Study Questions Answers & Reinforcing Responses ....................................................... 58




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Microsoft Small Business Accounting                                                    Continuing Professional Education
Objectives & Course Information
Learning Objectives              The objectives of this chapter are to educate and to provide
                                 guidance and understanding to CPAs on the process of backing up
                                 critical financial data in Microsoft Office Small Business
                                 Accounting 2006, to provide CPAs with the information they need
                                 to better educate and assist their clients with the data backup
                                 process, and to educate CPAs on the data import and maintenance
                                 facilities built-in to Small Business Accounting.

Course Level                     Overview

Pre-Requisites                   No prerequisites are required.

Advanced Preparation             Before taking this course, the student should first install Microsoft
                                 Office Small Business Accounting 2006. Students are expected to
                                 practice with the product as they study these materials.

Delivery Method                  Self-study materials, product screen shots, examples, case studies,
                                 study questions, and final exam materials.

Recommended CPE Credit           This chapter is part of a 24-chapter CPE course featuring Small
                                 Business Accounting. The 24 chapters are divided into three equal
                                 parts of 8 chapters each. Each of the three parts is recommended
                                 for 8 hours of CPE credit, for a total of 24 hours of CPE credit.

Course Development Date          May 2005. Revised June 2006

                                 AdvisorCPE is registered with the National Association of State
                                 Boards of Accountancy (NASBA) as a sponsor of continuing
                                 professional education on the National Registry of CPE Sponsors.
                                 State boards of accountancy have final authority on the acceptance
                                 of individual courses for CPE credit. Complaints regarding
                                 registered sponsors may be addressed to the National Registry of
                                 CPE Sponsors, 150 Fourth Avenue, Nashville, TN, 37219-2417.




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Microsoft Small Business Accounting                            Continuing Professional Education
Small Business Accounting CPE Course Outline
Microsoft is pleased to provide CPAs with the following CPE series to help you get up to
speed quickly with Microsoft Small Business Accounting. This chapter is part of three
separate 8-hour CPE courses focusing on the Small Business Accounting product. An
outline for all three courses is presented below:

Part I – Setting Up Small Business Accounting
(8 Hours of CPE Credit)
     1 New Company Setup
     2 Backup Procedures & Data Protection
     3 General Ledger & Journal Entries
     4 Customer, Vendor, and Employee Setup
     5 Inventory Setup
     6 Inventory Pricing, Receipts & Adjustments
     7 Financial Reporting I
     8 Financial Reporting II

Part II – Using Small Business Accounting
(8 Hours of CPE Credit)
     9 Purchase Flow
    10 Sales Flow
    11 Cash Flow Projections
    12 Customization
    13 Month End & Year End Procedures
    14 New User Setup & Security
    15 SBA Office Integration
    16 SBA Excel Integration

Part III – Small Business Accounting Advanced
(8 Hours of CPE Credit)
    17 Banking
    18 Budgeting & Planning
    19 Sales Taxes
    20 Managing Customers
    21 Job & Project Costing
    22 Time & Billing
    23 Payroll
    24 Business Services




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Introduction
For the third consecutive year, information security is the number one issue identified in
the Top Technologies Survey of the American Institute of CPAs.1 One of the most
important aspects of an information security policy is regular backup of mission critical
financial data. Given our tendency to focus on more fashionable security systems such as
firewalls, intrusion detection and prevention, and anti-virus and anti-SPAM solutions,
just where does data backup fit in an effective information security strategy? Quite
simply, routine backup may be the most important element of all, because if these other
systems and strategies fail to protect our data, backup remains our last bastion of defense.
Simply put, data backup is an essential element of any internal control system and
disaster recovery plan. The first section of this chapter will examine data backup practice
and technology for application in a small office. It will cover backup planning and
processes, issues to be considered in implementing a backup plan, and backup media –
from streaming tape, CD, DVD, external hard disks, network attached storage, to online
backup.

The second section of this chapter deals with the importing and exporting of data from
Microsoft Office Small Business Accounting. Importing charts of accounts, customers,
vendors, or inventory items from an existing company can save considerable time and
reduce errors in the process of creating a new company. The use of the Convert from
QuickBooks Data Migration Wizard to import data directly from QuickBooks will be
fully covered. The final section of this chapter deals with database utilities. Small
Business Accounting has a full range of database utilities for managing company files.
Users can delete, rebuild, repair, attach, or detach files from MSDE, a free version of
Microsoft SQL Server 2000 that serves as the database engine for Small Business
Accounting 2006.




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Learning Objectives
The learning objectives of this chapter are to help CPAs understand the:

       Nature and complexity of the data backup process.

       Relative advantages and disadvantages of the different backup types, media, and
        media rotation schemes.

       Other issues that are related to the backup process, such as the desirability of
        redundant backups, and the need for offsite storage, data retention policy, and
        backup testing.

       Mechanics of data backup and restoration in Microsoft Office Small Business
        Accounting.

       Full range of data import facilities available in Small Business Accounting,
        including the use of the Convert from QuickBooks Wizard.

       Process of repairing, deleting, attaching, and detaching company data files from
        MSDE, the database that underlies Microsoft Office Small Business Accounting.




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Creating a Backup Plan
Backing up mission critical data is a process that requires a strategy or plan. For small
businesses, a backup plan should include what data to backup, when to backup, and how
to backup.

First, identify the data that should be backed up. All financial and transactional data
should certainly be a high priority to be backed up regularly. Other items that should be a
high priority for regular backup include important business documents, in electronic
form, that have been created or received, and electronic mail. Backup is viewed by many
to be a cumbersome, time-consuming process. By identifying and backing up only your
mission critical data, the process will be less frustrating, which in turn, will increase the
likelihood of regular data backup!

How data is organized on your hard disk – the folder or directory structure – can play a
significant role in the backup process. Data that is stored in a single folder or set of
subfolders within a single parent folder is much easier to backup than a folder structure
that stores data in numerous locations scattered across multiple folders. Microsoft
applications, including Microsoft Office Small Business Accounting, routinely store the
company file and backup data in a folder or set of folders within a single parent named
“My Documents.” The database itself is stored under “/Program Files/Microsoft SQL
Server”. So if you back up SBA using the backup tools within SBA (see below) and save
your backup in the default directory (under My Documents), it is easy to create a backup
plan now that all data is stored in a single location. Another critical factor is how often
the data changes. Data that changes frequently needs to be backed up frequently. Data
that changes less frequently can be backed up less often. Since operating systems and
applications do not change very often, full backups can be made less frequently.

Microsoft Small Business Accounting has a built-in facility for backing up all accounting
data entered into the system. The process is efficient and effective, and eases user
frustrations associated with regular data backup.

Second, make sure to coordinate your backup procedures with your business processes.
In most small businesses, data backup should be performed at the end of the business day
after business activity is complete. End of month and end of year backups should
coincide with the completion of write-up, adjustment, closing, and financial statement
preparation processes performed by your accountant. That way your final backups will
include and preserve accurate financial information.

As businesses grow and processes change, their backup plan should be reviewed and
updated annually. Additional hardware and software may be necessary to meet data
backup needs. A network-based, centralized backup procedure may become appropriate.
A change of backup media may be warranted. Whatever is needed, an annual review of
your plan will help keep your business data backup policies and procedures up to date.




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Backup Methods
There are three types of backups generally used by small businesses to protect their
mission critical data. The types of backup available are dependent upon the backup
software used. Among the commonly used backup types available include:

       Full Backup – A procedure that backs up all files stored on a system, including
        the operating system and applications.

       Differential Backup – A procedure that backs up all files that have been added or
        changed since the last full backup.

       Incremental Backup – A procedure that backs up all files that have been added or
        changed since the last backup, regardless of whether the backup was full or
        incremental.

Nearly everyone understands the meaning of a full backup. The difference between a
differential backup and an incremental backup requires elaboration. A differential backup
is a cumulative backup. It contains all files that have been added or changed since the last
full backup. An incremental backup is not cumulative. Each incremental backup only
contains the files that have been added or changed since the last incremental backup.

Let’s examine two examples to understand the difference between an incremental backup
and a differential backup. ABC Company produces a full backup at the close of business
each Friday. An incremental backup is produced at the close of each workday, Monday
through Thursday. ABC suffers a catastrophic failure of its primary server on Thursday.
In order to fully recover all of their data, ABC must restore the last full backup and each
of the incremental backups performed since the last full backup.

Alternatively, ABC produces a full backup each Friday and performs a differential
backup each day. To recover all of their data in this circumstance, ABC must restore the
last full backup and the last differential backup only. That’s because a differential backup
contains a cumulative backup of every file added or changed since the last full backup.

The difference between an incremental backup and a differential backup also has
implications for restoring single or multiple corrupted files. A differential backup
contains all files that have been added or changed since the last full backup. In order to
restore a file that has become corrupted in use, just restore the file from the latest
differential backup. If incremental backups were used, each backup would have to be
examined in order to determine the latest version of the file in question, because the latest
version of a file could be on any one of the incremental backups.


Selecting the Right Media
Many large businesses use streaming tape as a backup media. These tape solutions are
expensive to acquire, install and operate. More cost effective backup solutions for small


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businesses include CDs, DVDs, ZIP disks, external hard disks, server-based storage,
network attached storage, or online backup. Table 1 summarizes the relative advantages
of each backup media.

Note that 1.44MB diskettes are not included in the list. The size of today’s databases and
the limited capacity of diskettes render them less suitable for use as backup media. Zip
disks, which come in 100MB, 250MB, and 750MB capacities, have been popular as data
backup media for many years, but have recently fallen out of favor because of reliability
issues.

The most common permanent backup media in use today by small businesses is writable
CDs. Each CD can hold from 650MB to nearly 800MB of data. There are two types of
writable CDs – CD-R and CD-RW. CD-R can be written only once. CD-RW can be
written many times. In other words, data can be written to a CD-RW, erased, and then re-
written multiple times. The more times a CD-RW disk is written, the less reliable it
becomes for permanent backup storage. Most technicians recommend CD-R as a superior
backup media. CD-R disks are inexpensive and very reliable when good quality media
are used in the backup process.

DVD technology and reliability are similar to CDs, but each DVD can hold 4.7GB of
data on a single layer disk and nearly double that on a double layer disk. If you have large
amounts of data to backup, then DVDs may be a better solution.

External hard disks are increasingly popular for primary storage and for data backup.
Units are currently available in capacities up to 300GB with street prices less than
$US250. They can be connected to your PC via USB or FireWire interfaces. Most
support the higher transfer rates of USB 2.0. These units are true plug-n-play if Windows
XP is installed on the host. There are no drivers to install – just plug it in and go. The
external hard disk will automatically appear in My Computer.

                                          Table 2.1
                           Advantages of Each Backup Media Types

                                                         External
                                    Tape      CD/DVD                   NAS       Online
                                                          Disk
 Suitability for Backing Up:
   Data Only                            √        √           √           √          √
   Full System                          √                    √           √
 Backup Speed                                                √           √
 Restoration Speed:
   Full Restore                                  √           √           √
   Limited or Single File                        √           √           √          √
 Portability                            √        √                                  √
 Suitability for Archiving              √        √




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Network Attached Storage (NAS) can be used for backup in the same way as server-
based storage. Up until recently, NAS was relatively expensive for small businesses. In
the past year, several vendors have modified their external hard drive products to include
an Ethernet port for direct connection to a local area network. These single disk NAS
appliances have storage capacities that range up to 300MB with street prices less than
$US300. The storage is accessible as a mapped drive from any workstation desktop on
your network, very similar to the way a user would attach to a network server. The major
difference is that NAS appliances have lower costs and don’t require the infrastructure or
administrative overhead of a network server. These units are perfect for a small business’
network-based non-permanent file storage and backup needs.

The latest innovation in backup media is network-based online backup. Online backup is
similar in operation to a file server or NAS, but the file transfer speed is limited to the
speed of your Internet connection. A typical DSL connection will have about 1/100 of the
throughput of a LAN. That means that backup times will be considerably longer using
online backup than backing up to a file server or NAS. Because of the slow transfer
speeds, online backup is not well suited for full system backups, but is an excellent
choice for financial data and documents. The chief advantages of online backup are 1) the
backup is stored offsite, 2) the storage location is professionally managed and backed up,
and 3) the process is convenient because users do not have to deal with handling, storing,
or administering backup media. Prices range from as little as $10 per month for 4GB of
managed backup storage space. Plans typically include a backup application to schedule
periodic backups from your desktop.

Study Question 2.1 - A differential backup is a procedure that backs up all files that have
been added or changed since the last backup, regardless of whether the last backup was a
full backup or an incremental backup.

                                    TRUE or FALSE



Choosing a Media Rotation Scheme
Regardless of the media selected, a media rotation scheme must be chosen to facilitate
efficient and effective backup of your mission critical data. A rotation scheme is a
systematic backup plan that minimizes media usage while maximizing data protection.
There are several acceptable rotation schemes from which to choose. Among them are
Grandfather-Father-Son (GFS) and Tower of Hanoi.2

Grandfather-Father-Son is the most widely used and easiest to understand media rotation
scheme. An incremental or differential backup is made each day with a full backup made
at the end of each week and the end of each month. A three week version history is
preferred by information security professionals. That means that daily backups are not
overwritten for three weeks.




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Let’s examine a practical example. ABC Company is open for business five days per
week, Monday through Friday. ABC uses streaming tape with GFS and a three week
version history. It requires 12 (4 days x 3 weeks) daily tapes, up to 5 weekly tapes, 12
monthly tapes, and one annual tape for a total of 30 tapes. The daily tapes are labeled D-
1 trough D-12, the weekly tapes are labeled W-1 through W-5, and the monthly tapes are
labeled M-1 through M-12.

The tape rotation scheme for ABC Company is illustrated in Figure 1. Notice that Tape
D-1 is not reused until the first day of the fourth week in the rotation, in this case May
22nd. Tape W-1 is not reused until the following month, in this case on June 2nd.

                                         May - June 2006
                      Mon             Tue           Wed            Thu        Fri
                 1              2              3              4            5
                     Tape D-1       Tape D-2       Tape D-3       Tape D-4 Tape W-1

                 8              9            10        11        12
                     Tape D-5       Tape D-6  Tape D-7  Tape D-8 Tape W-2

                 15        16        17        18        19
                  Tape D-9 Tape D-10 Tape D-11 Tape D-12 Tape W-3

                 22        23        24        25        26
                  Tape D-1  Tape D-2  Tape D-3  Tape D-4 Tape W-4

                 29        30        31        1        2
                  Tape D-5  Tape D-6  Tape M-1 Tape D-8 Tape W-1


                                           Figure 2.1
                      Monthly Grandfather-Father-Son Tape Rotation Scheme

The monthly tapes, such as Tape M-1 used on May 31st, are taken out of the rotation and
are never reused until the following year. As can be seen from this example, a three week
version history means that three weeks of daily backups are produced before any tapes
are overwritten.

If the Grandfather-Father-Son rotation scheme is used, here are some simple rules to
make sure that your mission critical data is fully protected.

   1. The daily backups should not be overwritten for a period of at least three weeks.

   2. The weekly full backups should not be overwritten for at least one month.

   3. The monthly full backups should be maintained and not overwritten for at least
      one year.




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   4. The annual full backup should be maintained for at least seven years, or as
      mandated by local regulatory requirements. Annual backups should be catalogued
      and maintained off site in a data vault or a fire and waterproof safe-deposit box.
      Duplicate copies should be maintained at different off site locations.


Other Considerations
Redundant backups can be a useful technique. In other words, data could be backed up
daily to a separate hard disk, file server, or NAS, as well as to permanent storage, such as
CD-R or DVD. Having the same backup data stored in multiple locations provides an
additional level of safety through redundancy. The greatest advantage of this technique is
realized when it becomes necessary to recover a single corrupted file. Daily data backups
stored on high-speed media with ready accessibility provides users with the ability to
restore important files on-the-fly, without the hassle of finding and loading the latest
backup media. This is especially useful in situations where backup media are taken
offsite for storage. Daily backups to hard disk, a file server, or NAS should not be used
alone. Make sure to backup to permanent media and store the backups offsite for
maximum protection.

Offsite storage of backup media provides the greatest protection against unanticipated
disasters. If your office is flooded or burns, any backup media stored in your office is
likely to be destroyed or rendered unusable. Storing backups in the same location as live
data does not provide sufficient protection from data loss when disaster strikes. Backup
media should be stored offsite. Small businesses typically store backups at the home of
the owner or a trusted employee. A better practice would be to store your backup media
in a fire and waterproof safe-deposit box at your local bank.

Every business should develop a data retention policy as part of its backup plan.
Governmental entities and taxing authorities regulate the retention of certain types of
data. The Internal Revenue Service requires that financial and tax records be maintained
for seven years. Employee payroll, benefits, and HR records should be maintained from
three to seven years. Other federal agencies and some states require longer data retention
periods. Your data backup plan should accommodate the regulatory framework imposed
in your business location. At a minimum, long-term archive media should be generated
for month-end, quarter-end, and year-end financial records. At least two copies of each
archive media should be maintained, and the copies should be stored in different physical
locations. Natural disaster, mishandling of media, storage in inappropriate environmental
conditions, or misplacement of a single copy of critical data archives can put a company
at risk.

The data backup process is fraught with potential problems that could render your
backups unusable or incomplete. Media could be damaged, backup equipment may not be
properly maintained, or a defined backup routine may not include a newly installed hard
disk. Whatever the reason, backup is not successful unless you can get your data back! 3
The SANS Institute reports that one of the worst security mistakes made by IT
professionals is their failure to maintain and test data backups.4 Test the integrity of your

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backup process by doing trial restores on a regular basis. Only then can you be confident
that your backups will function in the event of hardware failure, data corruption, or
natural disaster.

Study Question 2.2 - Offsite storage of backup media provides the greatest protection
against unanticipated disasters.

                                    TRUE or FALSE



Data Backup Using Microsoft Office
Small Business Accounting
Microsoft Office Small Business Accounting has a built-in data backup facility accessible
from the main menu. This makes it easy to backup important financial data regularly. To
prevent accidental data loss, always back-up your company data to secure permanent
media, such as a CD, Zip drive, or USB thumb drive. If you are backing up to a CD or
DVD, Microsoft Office Small Business Accounting first saves the backup file to your
hard disk from which you can then burn the file to a CD. That will reduce the amount of
time required to backup the data out of Microsoft Office Small Business Accounting. The
CD burning process, which takes longer, can then proceed in the background while you
are working on other business tasks. Make sure to store the media in a different physical
location from your business office to guard against loss due to fire or natural disaster.

In addition, you may want to create a backup copy on your local hard disk, server,
external hard disk, or NAS for immediate access in the event that your company data
becomes corrupted and needs to be restored. For this purpose, online backup solutions
would be an excellent choice for most small businesses. Online backup is affordable,
easy to perform, and stores your mission critical financial data offsite in a professionally
managed data facility.

The backup utility in Microsoft Office Small Business Accounting can be used to create a
backup file to 1) protect your data 2) import template data into a new company file,
which will overwrite the data of new company, or 3) move Microsoft Office Small
Business Accounting to another computer.

Here’s how:

   1. From the menu, choose File, Utilities, Data Utilities, as shown in Figure 2.

   2. On the Basic Tools tab, click on Backup. If the Backup button appears dimmed,
      then you do not have sufficient access rights to perform a backup. You must have
      Owner, Accountant, or Office Manager access rights to perform a backup. For
      more information on setting user access rights, see Chapter 4 of this series, Users
      and Security.


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                                             Figure 2.2
                              Accessing Data Utilities from the File Menu




Accessing Data Utilities from the File Menu



   3. In the Create a Backup File dialog box, shown in Figure 3, a user can specify a
      backup location and file name, check to verify data integrity during the backup
      process, and assign a password to the backup file. We recommend that you
      always perform a data integrity check as part of the backup process to make sure
      that there are no internal inconsistencies in your database.




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            Figure 2.3 - Click on Backup to Open the “Create a Backup File” Dialog Box

       If you enter a password, a password will be required to restore the backup file. A
       password protected backup file may impact other business processes. For
       example, if a backup file is given to your accountant for end of month processing,
       make sure to provide your accountant with the password. If you store backup
       media offsite at the home of a trusted employee, a password protected backup file
       could provide additional protection from unauthorized use of your data.

   4. Click on Browse to specify a backup location and file name, as shown in Figure
      4. Microsoft Office Small Business Accounting populates the File name box with
      the company name.

       Caution! If you are making a temporary backup to your hard disk or file server,
       make sure to change the file name or you may overwrite the previous backup file
       with the current backup file.

       IT professionals recommend that backup file names include the company name,
       date, and time when the backup was created. For example, an acceptable naming

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       scheme for backup files would be “ABC Company 2006-03-15 5pm.” This
       naming process should be used on all media so that a particular backup can be
       identified quickly and with confidence if the need arises.

       In Microsoft Office Small Business Accounting, the default folder for storing
       backups is a subfolder of My Documents. This means that whenever a user backs
       up My Documents, a redundant backup of Microsoft Office Small Business
       Accounting data will also be created.




             Figure 2.4 - Specify a Path and Enter a File name in the Backup Dialog Box




           Office Accounting will now back up your database. This may take a few minutes.




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       When the company has been backed up, click OK in the Backup Completed dialog and
       Close the data maintenance dialog.



   5. Enter an appropriate file name and click Save. Click OK to create a backup file or
      Close to exit without creating a backup.




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Restoring a Backup File
   1. From the menu, choose File, Utilities, Data Utilities.

   2. On the Basic Tools tab, click on Restore. If the Restore button appears dimmed,
      then you do not have sufficient access rights to restore a backup. You must have
      Owner or Accountant access rights to restore a backup. For more information on
      setting user access rights, see Chapter 4 of this series, Users and Security.

   3. In the Database Restore dialog box, enter the name of the backup file to be
      restored and the file name to which the backup will be restored. See Figure 5. In
      most cases, you will want to restore the backup to your current company data file.
      If you protected your backup data with a password, enter the password.

       Caution! Your current company data will be overwritten and lost if you restore a
       backup file to your current company data file! If you just want to examine and
       compare your backup data to your current company data, make sure to enter a
       different file name in the Restore backup file to box. Microsoft Office Small
       Business Accounting will warn you if you attempt to restore a backup to an
       existing company data file.




                           Figure 2.5 - Database Restore Dialog Box




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Office Accounting will now restore your database. This may take a few minutes.




When the company has been restored, click OK in the Restore Completed dialog and Close the
data maintenance dialog.




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Study Question 2.3 - IT professionals recommend that backup file names include the
following information as part of the file name:

   A.   Company name.
   B.   Date the backup was created.
   C.   Time the backup was created.
   D.   All of the above.
   E.   None of the above.


Using Accountant Transfer
When an accountant assists his or her clients with end of month or end of year processing
and preparation of financial statements, the clients can create a copy of their company
data to send to the accountant. The Accountant Transfer can be found under the file
menu:




                              Figure 2.6 – Accountant Transfer




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Sending Your Books
To send your books to your accountant, select Accountant transfer, Send books on the File
menu. This will start the Accountant Transfer Wizard.




Accountant Transfer Wizard


Select the transfer method (Using Office Live, or Manually) and click Next. Your accountant has
to subscribe to Office Live collaboration services for you to be able to send the file online.




Select a cut-off date.
In order to share your books, you will have to decide which data to give to your accountant.
Typically you will hand over the data after the end of each month (or pay period) as well as
after the end of the financial year in order for your accountant to make sure your books
reconcile. The Wizard in Office Accounting will suggest that the accountant works with the
data until (and including) the last day of the previous month. This date is called the cut-off
date and while your books are with your accountant, you can no longer add or edit financial
transactions on or before the cut-off date (you can still view them), but you have no
restrictions after the cut-off date. Select an appropriate cut-off date and click Next.




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Select a file name and location and




click Next.
Set a password (if desired) and press Next.




Backup File

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Office Accounting will create a backup file in the case the accountant export should fail.
Select a file name, location and password and click Export.




Exporting the books

Office Accounting will now create a backup and export the books to the selected file. This
may take a few minutes depending on the amount of financial records in the company.




The financial data has been exported

You can now send your data to your accountant. Note that after you have exported your
financial data, the title bar of Office Accounting will change to indicate that your accountant
has a copy of your books.




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Clicking on Accountant Transfer Export will open up the Accountant Export wizard:




                             Figure 2.7 – Accountant Export Wizard

The next step is to create a file for export by selecting a file name and location:




                             Figure 2.8 – Accountant Export Wizard




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After the filename and location has been specified, the user can choose to specify a
password to protect the file similar to the regular backup:




                            Figure 2.9 – Accountant Export Wizard

Clicking export creates a copy for the accountant. The wizard is completed and will
remind the user where he or she decided to store the file:




                           Figure 2.10 – Accountant Export Wizard


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Microsoft will be providing a service using Microsoft Sharepoint® technology, where
you can share data with you clients using a secure internet connection.

Notice that after the export file has been created, the title of Small Business Accounting
changes, to indicate to the user that a copy is out:




                           Figure 2.11 – Accountant Transfer Exists

Caution! As a small business user, do not enter, edit, or void transactions while the
accountant is working on the backup copy. When the accountant transfer copy is
imported, any changes made to the company records in the interim will be lost.

To work with the company data, the accountant must have a copy of Microsoft Office
Small Business Accounting installed. To import the data, the accountant simply opens
Microsoft Small Business Accounting and selects import accountant data from the start
window (if a company is already open, this should be closed first):




                             Figure 2.12 – Import accountant data




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Receiving Your Books

After your accountant has reviewed and updated your books, you can receive the updated books
using the accountant transfer wizard. Select Accountant transfer, Receive books on the File
menu. Accountant transfer,




Accountant transfer, receive books

Select to receive your books using Office Live (if your accountant uses the Office Live
collaboration services) or to receive your books manually and click Next.




Select the import file

Browse to the file your accountant has sent you and click Next.




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Provide password

Provide       the   password   (if   your   accountant   used   a     password)   and   click   Next.




Backup file

Office Accounting will create a backup file in the case the Receive books wizard should fail.
Select    a    file    name,      location     and     password     and    click    Import.




Importing



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Office Accounting will now create a backup and import the changes from your accountant. This
may take a few minutes depending on the amount of financial records in the company.




Accountant changes has been applied

The import is now complete and has added any changes to the database made by your accountant.
All the transactions made by your accountant will have an “Acct:” prefix.




After selecting Import accountant data, the Accountant Import Wizard is shown:




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                            Figure 2.13 – Accountant Import Wizard

Notice that the same wizard is used, both for the accountant when importing the file from
the client and for the small business user, when the file is returned from the accountant.
First the accountant must select the file:




                            Figure 2.14 – Accountant Import Wizard
If the user specified a password for the export file, the password must be provided now:




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                           Figure 2.15 – Accountant Import Wizard

The accountant must then specify a company name. If a new company name is specified,
the accountant will be working on the data independently, rather than importing it into an
existing company:




                           Figure 2.16 – Accountant Import Wizard
Clicking on Import will import the data into the selected company:




                           Figure 2.17 – Accountant Import Wizard

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The accountant can now work on the database and export the data when the work is
completed.

To export the data to the small business user, the accountant uses the same menu as
shown above:




                           Figure 2.18 – Accountant Transfer, Export

After completing the wizard, the file can be sent back to the small business user, who
then uses the Accountant Transfer Import menu to retrieve the changes made by the
accountant. The only difference is that this time, the user should import into the same
company file, overwriting the old data (but note that Small Business Accounting creates a
backup before importing).

While the accountant transfer copy is out, the small business can decide to cancel the
export, e.g. if something happened to the exported file or if the small business decides to
switch accountant:




                          Figure 2.19 – Cancelling Accountant Transfer


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Importing Data
Microsoft Office Small Business Accounting allows users to import data from several
source files. Sources available for importing include company files from QuickBooks
Basic and Pro, files containing data that was previously exported from Small Business
Accounting, and backup files. The data import utilities are available from the main menu
by selecting File, Utilities, as shown in Figure 20.




                      Figure 2.20 - Utilities are Available from the File Menu

Importing data, such as a chart of accounts, can reduce the time necessary to setup a new
company file. For example, Alistair Cooke, a local attorney would like to use Small
Business Accounting in his practice. He contracts with you to do the setup for a fixed fee.
You have several attorneys as clients, and because of that, you already have a perfected
chart of accounts for attorneys. Rather than create the chart from scratch, you could
export the chart from an existing company and then import it into your new company file,
thereby reducing the amount of time spent on the engagement.

Notice that you can import files in multiple formats:




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                                Figure 2.21 – Import Formats




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Importing QuickBooks Data
Microsoft has created a tool where a new company file can be created from an existing
QuickBooks company file. The tool is available as a free download from Microsoft and
allows you to import all the data (including transactions) from the QuickBooks file.

The Transaction Migration Update can be downloaded for free on the following site:

                    http://sba.microsoft.com/MigrationDownload.htm




                        Figure 2.22 – The Transaction Migration Update

The tool is updated on a regular basis. Please note that the tool generally requires you to
have the latest Small Business Accounting service pack installed.

The import from QuickBooks will create a new company file, so in order to start the
import process, you will have to close any open companies and select Import Data from
QuickBooks in order to start the process:



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                                 Figure 2.23 – Start Window

This will launch the Convert from QuickBooks Wizard:




                        Figure 2.24 – Convert from QuickBooks Wizard

The Convert from QuickBooks allows you to choose between importing master records
and all data, including transactions:



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                        Figure 2.25 – Convert from QuickBooks Wizard

Notice that the wizard can only import all data if QuickBooks is installed on the
computer.

You must click on the browse button to pick the QuickBooks file (with a QBW file
extension) you want to import. If you have specified all data, the next page in the wizard
will now request you to allow access to the QuickBooks file:




                        Figure 2.26 – Convert from QuickBooks Wizard



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The Allow Access button will help you accomplish this by opening QuickBooks. Please
close QuickBooks after allowing access and press next to complete the conversion.

If you chose “Mater Records Only”, the wizard can import any of the following master
records from your QuickBooks company file:

       Chart of Accounts

       Customer records

       Vendor accounts

       Item records

       Employee records

       Support list information




                       Figure 2.27 – Convert QuickBooks Master Records

Before the import of the QuickBooks data, you have to set up your new company
information, just like you do when you set up a new company file:




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                                Figure 2.28 – Company details




                               Figure 2.29 – Define Fiscal Year

After the QuickBooks data is converted, the wizard will show a results page. This page
also contains a link to a log with the details of the conversion:



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                               Figure 2.30 – Import Completed

Make sure to play close attention to any master records that were not successfully
migrated. The log is written to a file that can be accessed for reference at a later time:

     C:\Documents and Settings\ [user] \My Documents\Small Business Accounting\Logs\

We recommend that you print a Trial Balance from within QuickBooks to compare with
the balances initialized in Microsoft Office Small Business Accounting during the import
process. Likewise, make sure to review the outstanding balances of each customer and
vendor and make sure that the total outstanding balances in the accounts receivable and
accounts payable subsidiary ledgers prove to the controlling accounts in the general
ledger.

Figure 31 shows a representative data migration log. All errors are identified in the log
with a tell-tale – ***ERROR***. Review the log to identify specifically which master
records did not migrate. Make sure to correct the problems in Small Business
Accounting.




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                                   Figure 2.7 - Data Migration Log

After you have reviewed the information transferred from your QuickBooks file, click on
Finish to complete the migration.

Figure 32 shows the chart of accounts immediately after a successful migration from
QuickBooks. Notice that all of the accounts are created just as in QuickBooks – with the
same account names, numbers, account types, and balances. The same process occurs for
Customers, Vendors, Items, Jobs, and Employees.




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                        Figure 2.8 - Chart of Accounts after Completed Migration




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Importing Data from an Exported File
Exporting data from an existing company file will be covered in a following section. The
following data elements can be exported: chart of accounts, items, customers, vendors,
jobs, and employees. Once the data is exported, it can then be imported into another
company file. This would be useful in cases where you wanted to create a new company
file from an existing company file, or reduce the amount of time spent on setup by using
some elements of an existing company file.

This process would also be useful for importing QuickBooks data into an existing
company file. Recall that the Convert from QuickBooks Data Migration Wizard creates a
new company file in Small Business Accounting. If you had already created a company
file into which you wanted to import some QuickBooks data, the Data Migration Wizard
cannot perform this task directly. But you could create a new company file from
QuickBooks data using the Data Migration Wizard and then export the desired data
elements to an export file. At that point, you could open the company in which you
wanted the QuickBooks data and import the exported file. Through this process, you can
import QuickBooks data into an existing company file. See Figure 33.

                           Use Convert from QuickBooks                                 Import data into existing
                           Data Migration Wizard to create                                 SBA Company
                                new SBA Company
 QuickBooks                                                  SBA Export
  Company                                                       File



                           New SBA                                                          Existing SBA
                           Company                                                           Company

                                                               Export desired data
                                                             elements to Export File


              Figure 2.9 - Process to Import QuickBooks Data into an Existing SBA Company



After you have exported the data from an existing Small Business Accounting company
file, open the company into which you want to import the data. Note that you have no
control over what data is imported in the import process. The data elements imported can
only be controlled through the data export process. In other words, whatever data is
present in the export file will be imported. If you want to import only the chart of
accounts from an existing company file, then export only the chart of accounts when
creating the export file.

   1. From the menu, choose File, Utilities, Import to open the Import Data dialog
      box.

   2. Click Browse. Locate the file, in .xml format, that you want to import. Click
      Open.


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   3. Set the import options by checking the appropriate boxes in the lower part of the
      dialog box:

       Stop data import when first error is encountered – Select this option to halt the
       import process when an error is encountered.

       Import duplicates (the names will be changed) – Select this option to import
       duplicate record names, such as accounts, customers, vendors, etc. Any duplicate
       record names will be renamed so that they can be distinguished from existing
       records. For example, if “Utilities” were an existing account, an imported account
       with the same name would be automatically renamed “Utilities1.”

       Match systems accounts – Select this option to match the System Accounts you
       are importing with the System Accounts already existing in the current company.

       System Accounts are special accounts created by Small Business Accounting.
       They cannot be deleted, but can be changed. To change System Accounts, select
       Company, Preferences…, System Accounts from the menu. System Accounts
       include Opening Balances, Accounts Receivable, Accounts Payable, Sales Taxes
       Payable, Cash Discounts Given, Cash Discounts Taken, Undeposited Funds, Bank
       Charges, Retained Earnings, Pending Item Receipts, Job Resell Account, and the
       Write Off Account.




                             Figure 2.10 - Import Data Dialog Box

   4. Click Import, as shown in Figure 34.


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       Any errors encountered in the import process will be documented in a log file
       saved in \My Documents\Small Business Accounting\Logs. The file name will
       have the form:

                        [Company Name] _Import_ [Serial Number].log

       Make sure to review the log before continuing.




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Exporting Data
To export data from an existing Microsoft Office Small Business Accounting company,
open the company file that contains the data elements that you want to export.




Open the information you would like to export.

On the toolbar click the Export picture. OR use File, Utilities, Send Books and follow
the instructions.




   1. From the menu, select File, Utilities, Export, as shown in Figure 35.




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                  Figure 2.11 - Select File, Utilities, Export from the Main Menu

   2. In the Export Data dialog box, shown in Figure 36, click Browse. Enter a path
      and file name. Click Open.




       Note the hierarchy of
       data export elements.

                            Figure 2.12 - The Export Data Dialog Box

   3. In the Data to export section, check the data elements to export. You can export
      the chart of accounts, items, customers and vendors, jobs, or employees. Note that
      there is a hierarchy of data elements. In order to export Items, you must also


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       export the Chart of Accounts. In order to export Jobs, you must also export
       Customers and Vendors.

       Click Select All to easily select all items.

   4. Click Export to export your data. The data is exported in XML format. Any XML
      compliant application, such as the Microsoft Office applications, will be able to
      read and manipulate the data.




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Data Utilities
Microsoft Office Small Business Accounting has a full range of data utilities for
managing company databases. Users can delete, rebuild, repair, attach, or detach
databases from the database instance used by Small Business Accounting. If you have
created multiple named instances of MSDE, you can select which instance to use with
Small Business Accounting.

To access the database utilities, select File, Utilities, Data Utilities… from the menu, as
shown in Figure 37.




                          Figure 2.13 - Select File, Utilities, Data Utilities…




Select File, Utilities, Data Utilities.


Technical note As mentioned in chapter 1, Small Business Accounting uses an MSDE
database (Microsoft Desktop Engine - the free version of Microsoft SQL server 2000), to
store the data.

When Small Business Accounting 2006 is installed, a named instance of the MSDE
called “[MACHINE NAME]\MICROSOFTSMLBIZ” is installed. This is the default
database server that will contain the databases for Small Business Accounting. MSDE is
installed under “\Program Files\Microsoft SQL Server\MSSQL$MICROSOFTSMLBIZ”.

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The “Data” directory contains the individual databases (with .sbd file extension) and the
corresponding database log files (with .sbl file extension).

All the data utilities, such as backup, restore, attach, detach and delete, operate on the
SQL server instance specified in Small Business Accounting (under Data Utilities,
Settings). If you want to run Small Business Accounting on the full version of Microsoft
SQL Server or on a network, this is where you specify the SQL Server instance.

A link to a detailed article on how to install Small Business Accounting 2006 on Small
Business Server 2003 can be found in the References section below.
The Small Business Accounting Data Tools dialog box has three tabs containing utilities
for data maintenance. The three tabs are Basic Tools, Advanced Tools, and Settings. On
the Basic Tools tab, you can backup, restore, delete, or rebuild a company file, as shown
in Figure 38. Backup and restore are covered earlier in this chapter.




        From the Basic Tools tab, you can
        Backup, Restore, Delete, or Rebuild
        SBA company data.

                  Figure 2.14 - The Basic Tools Tab of the Data Tools Dialog Box

Deleting a Company
If you want to delete a company for Small Business Accounting, you can use the database
utilities to delete the data file, and then manually delete the associated company file.
Another option is to close the company you are working in and the choose Delete a
company from the start menu. The data file (with an SBD file extension) contains the
actual database information. The company file (with an SBC file extension) is merely a


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shortcut pointing to the location of the data file. The company file is stored in the My
Documents\Small Business Accounting\Companies folder. You must have Owner access
rights to delete a data file. A data file cannot be deleted if the company is open.

Deleting a database would be useful in a situation where you had created a new company
file from an existing company. By deleting the old database file and removing the
company file shortcut, you can insure that no one will open and enter transactions in the
old database by mistake. Note that all transactions entered into the old data file will be
permanently deleted.

   1. From the menu, select File, Utilities, Data Utilities…. Click Delete. Note that
      you cannot delete the company that is currently open. In the Delete a Database
      dialog box, shown in Figure 39, select the company to remove, and then click
      Delete. Confirm your intention to delete the company file by clicking Yes.

       The process described above only deletes the database file. Deleting the company
       file requires an additional step. Navigate to the \My Documents\Small Business
       Accounting\Companies folder and delete the corresponding company file (with an
       SBC file extension).




                   Figure 2.15 - Select the Company File to Delete from the List




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Rebuilding a Company File
A company file is merely a shortcut to a company database file. It does not contain any
data. If you inadvertently deleted the company file, the Rebuild utility will create a new
one for you.

   1. From the menu, select File, Utilities, Database Utilities…. Click Rebuild. In the
      Rebuild Company File dialog box, select the company to rebuild, and then click
      Rebuild. Select a path and enter a file name for the company file and click Save.




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Repairing a Data File
On the Advanced Tools tab of the Small Business Accounting Data Tools dialog box,
shown in Figure 40, you can repair a data file, or attach or detach a data file from the
MSDE data server (or the current SQL Server you are using for Small Business
Accounting). If you encounter a processing problem with your company, or simply want
to check your company database for errors as a preventive measure, use the Repair
utility. The utility will attempt to repair any errors that it finds in your data file. You
cannot repair a data file that is open.

   1. Make sure that the data file that you want to repair is closed. If the data file that
      you want to repair is open, open another company or open a sample company.

   2. From the Advanced Tools tab, click on Repair.

   3. In the Repair Database dialog box, select the name of the data file to repair.

   4. Click Repair, and then click Yes to confirm the operation.

   5. Close and restart Small Business Accounting to use the repaired data file.




           From the Advanced Tools tab, you
           can Repair, Attach, or Detach SBA
           data files.




                Figure 2.16 - The Advanced Tools Tab of the Data Tools Dialog Box




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Detaching a Data File
Each of your company data files is associated with an instance of MSDE, a version of
Microsoft SQL Server, installed by Microsoft Office Small Business Accounting. If you
want to copy or move your data file, it must either be detached from the MSDE data
engine, or the SQL Server service must be stopped. You must have Owner access rights
in order to detach or attach a data file and administrator right on the computer to start or
stop a service. You cannot detach a data file that is currently open. Note that a detached
database can no longer be accessed by Small Business Accounting.

   1. Make sure that the data file that you want to detach is closed. If the data file that
      you want to detach is open, open another database or open a sample company.

   2. From the Advanced Tools tab, click on Detach.

   3. In the Detach a Database dialog box, select the name of the data file to detach.

   4. Click Detach, and then click OK to confirm. If the Detach button is dimmed, you
      do not have sufficient access rights to detach a data file. You must have Owner
      access rights to complete this process.




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Attaching a Data File
Once the data file (with an SBD file extension) has been detached, you can copy the file
or move it for use on another computer running Small Business Accounting. Before you
can use the data file on another computer, you must first attach the data file to the MSDE
data engine. You must have Owner access rights in order to attach a data file to MSDE.

   1. Copy the data file to the following folder: \Program Files\Microsoft SQL
      Server\MSSQL$MICROSOFTSMLBIZ\Data.

   2. From the Advanced Tools tab, click on Attach.

   3. In the Attach a Database dialog box, click Browse. Navigate to the folder
      identified in Step 1, above. Select the name of the data file to attach, and then
      click Open.

   4. Enter the name for the company data file in the Database name box, and then
      click Attach. Confirm the operation by clicking on OK.

Study Question 2.5 - In Small Business Accounting, which of the following data
maintenance processes can be performed on an open company:

   A.   Deleting a data file.
   B.   Rebuilding a company file.
   C.   Repairing a data file.
   D.   All of the above.
   E.   None of the above.




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End Notes
       1“
        Information security tops AICPA’s tech list for 2005,” Accounting Today,
       January 25, 2005, pp. 20-21.

      2
        For a more in-depth explanation of the Tower of Hanoi method, visit the
       following URL:
       http://www.dlttape.com/ThreeRs/Reliability/Rotation/Tower.htm.

      3
        “Practicing for Disaster: Trial Restores,”
       http://www.dlttape.com/ThreeRs/Recovery/TrialRestores.com.

      4
        “The Worst Security Mistakes,” The SANS Institute,
       http://www.sans.org/resources/mistakes.php, October, 2001.




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Glossary of Terms

      Data Retention Policy – A policy that stipulates how long specified types of data
       will be maintained in long-term archival storage in order to meet local, state, and
       federal regulatory record-keeping requirements.

      Differential Backup – A procedure that backs up all files that have been added or
       changed since the last full backup.

      Full Backup – A procedure that backs up all files stored on a system, including
       the operating system and applications.

      Incremental Backup – A procedure that backs up all files that have been added
       or changed since the last incremental of full backup.

      Media Rotation Scheme – A systematic backup plan that minimizes media usage
       while maximizing data protection. Grandfather-Father-Son and Tower of Hanoi
       are examples of commonly used media rotation schemes.

      MSDE (Microsoft Desktop Engine) – A free version of Microsoft SQL Server
       that is installed with Microsoft Office Small Business Accounting 2006. MSDE
       serves as the database server for Small Business Accounting.

      Network Attached Storage (NAS) – Mass hard disk storage that is attached
       directly to a network through an Ethernet port so that multiple users can save and
       retrieve files concurrently from different workstations.           Generally, an
       administrator can create a folder structure and assign rights and permissions to
       folders or individual documents. A NAS functions very similarly to shared
       storage on a network server, but with much lower costs and administrative
       overhead.

      Rebuild a Company File – Refers to the process of recreating a company file
       that has been inadvertently deleted. A company file is a shortcut to a data file that
       contains a company’s financial data.

      Repair a Data File – Refers to the process of checking a data file for errors and
       then repairing the errors uncovered.




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References
Backup School, SearchStorage.com
http://searchstorage.techtarget.com/originalContent/0,289142,sid5_gci951268,00.html

Gallagher, Michael J., “Centralized Backup,” The SANS Institute, July, 2001.

The Three R’s of Data Protection, DLTtape.com
http://www.dlttape.com/ThreeRs/

How to Install and Configure Small Business Accounting 2006 on Windows Small
Business Server 2003
http://go.microsoft.com/fwlink/?LinkId=62472




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                      Microsoft Office
                      Small Business
                      Accounting 2008
                        Test Questions
                                 Chapter 2
                           BACKUP PROCEDURES
                           AND DATA PROTECTION

                  Microsoft Small Business Accounting




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Test Question 2.1 - An incremental backup is:
Answer: B

A. A backup of all files and folders, including the operating system, settings, and
applications.
B. A backup of all files and folders that have changed since the last backup.
C. A backup of all the files and folders that have changed since the last full backup.
D. A partial backup consisting of data files and folders only.

Chapter 2, Backup and Data Utilities.

    _____________________________________________________________________
Test Question2.2 - For which types of records should you produce a backup of your
financial data and store backup files on archive quality media.
Answer: D

A. Month-end financial records.
B. Quarter-end financial records.
C. Year-end financial records.
D. All of the above.
E. None of the above

Chapter 2, Backup and Data Utilities.

Test Question 2.3 - Microsoft Office Small Business Accounting can produce backup
files to:
Answer: D

A. Protect your data.
B. Create an accountant’s copy to give to your accountant for month end processing.
C. Move Microsoft Office Small Business Accounting to another computer.
D. All of the above.
E. None of the above.

Chapter 2, Backup and Data Utilities.




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   ____________________________________________________________________
Test Question 2.4 - A media rotation scheme is:
Answer: B

A. A process used by a steaming tape auto-loader to rotate backup tapes so that multiple
offices can be backed up from a central location.

B. A systematic backup plan that minimizes media usage while maximizing data
protection.

C. A plan to rotate archive media among physical locations each month in order to
provide an additional level of data protection.

D. A means of doubling the rotational speed of a DVD-R so that more data can be stored
on the disk.

Chapter 2, Backup and Data Utilities.




Test Question 2.5 - Which type of QuickBooks master records can be imported directly
into an existing Small Business Accounting company using the Convert from
QuickBooks Data Migration Wizard?
Answer: E

A. Customers

B. Vendors.

C. Items.

D. All of the above.

E. None of the above.

Chapter 2, Backup and Data Utilities.




Backup Procedures and Data Protection                                               2-57
Microsoft Small Business Accounting                     Continuing Professional Education
Study Questions Answers & Reinforcing Responses
Study Question 2.1 -
Answer: FALSE

FALSE is correct, differential backup is a procedure that backs up all files that have been
added or changed since the last full backup. A differential backup may be thought of as a
special form of incremental backup that accumulates all changes since the last full
backup.

TRUE is incorrect, an incremental backup is a procedure that backs up all files that have
been added or changed since the last backup, regardless of whether the last backup was a
full backup or an incremental backup. A differential backup is a procedure that backs up
all files that have been added or changed since the last full backup.


_____________________________________________________________________

Study Question 2.2 –
Answer: TRUE

TRUE is correct, Backup media should be stored offsite. If your office is flooded or
damaged by fire, any backup media stored in your office is likely to be destroyed or
rendered unusable. Storing backups in the same location as live data does not provide
sufficient protection from data loss when disaster strikes.

FALSE is incorrect, fires and natural disasters, such as floods, can occur unexpectedly.
When backup media is stored in the same location as the live data, any disaster that
affects the live data will also affect the backup media. Under these circumstances, backup
would afford little protection from data loss. Backup media should be stored offsite.




Backup Procedures and Data Protection                                                 2-58
Microsoft Small Business Accounting                       Continuing Professional Education
Study Question 2.3
Answer: D

Answers A is incorrect, IT professionals recommend that the company name be included
in the backup file name, but also recommend that backup file names include the date and
time when the backup was created. This practice reduces uncertainty about the
characteristics of a specific backup file, especially if the backup needs to be restored.

Answers B is incorrect, IT professionals recommend that the date when a backup is
created be included in the backup file name, but also recommend that backup file names
include the company name and time when the backup was created. This practice reduces
uncertainty about the characteristics of a specific backup file, especially if the backup
needs to be restored.

Answers C is incorrect, IT professionals recommend that the time when a backup is
created be included in the backup file name, but also recommend that backup file names
include the company name and date when the backup was created. This practice reduces
uncertainty about the characteristics of a specific backup file, especially if the backup
needs to be restored.

Answer D is correct, IT professionals recommend that backup file names include the
company name, date, and time when the backup was created.

Answer E is incorrect, IT professionals recommend that backup file names include the
company name, date, and time when the backup was created. For example, an acceptable
naming scheme for backup files would be “ABC Company 2006-03-15 5pm.” This
naming process should be used on all media so that a particular backup can be identified
quickly and with confidence if the need arises.




Backup Procedures and Data Protection                                                2-59
Microsoft Small Business Accounting                      Continuing Professional Education
Study Question 2.4
Answer: B

Answer A is incorrect; an open data file cannot be deleted. If the data file that you want
to delete is the currently open data file, opening another company or opening a sample
company file will close the current data file and provide access to the Small Business
Accounting data utilities.

Answer B is correct, A company file does not contain data, but is merely a shortcut to an
associated data file. A company file that is associated with an open data file can be rebuilt
without closing the data file.

Answer C is incorrect, repairing a data file refers to a process that checks a data file for
errors and then attempts to correct any errors found. You cannot repair an open data file.
If the data file that you want to repair is the currently open data file, opening another
company or opening a sample company file will close the current data file and provide
access to the Small Business Accounting data utilities.

Answer D incorrect, while it is true that you cannot delete or repair an open data file, you
can rebuild a company file associated with an open data file. Recall that a company file
doesn’t contain any data, but is merely a shortcut to a data file.

Answer E is incorrect, while it is true that you can rebuild a company file associated with
an open data file, you cannot delete or repair an open data file. Recall that data files
contain your transaction data, and must be closed in order to be deleted or repaired.




Backup Procedures and Data Protection                                                   2-60
Microsoft Small Business Accounting                         Continuing Professional Education

				
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