#TipTuesday - Backing Up and Performing File Integrity Checks on Large Reckon Accounts Hosted Files

Datarec

It's time for @#TipTuesday.

Backing up large files on Reckon Accounts Hosted can be a hassle, often taking too long and interrupting your work. But don't worry! This guide will show you a way to back up and check your files using Reckon Accounts Enterprise on your local computer. Follow these steps to keep your data safe and your business running smoothly.

Problem:

 Backing up very large files on the Reckon Accounts Hosted platform can be time-consuming, sometimes exceeding the inactive session timeout threshold of around 1 hour. 

Note: For more information on how sessions work in Reckon Accounts Hosted, visit this link.

What is considered a 'large' file?  For this example, a file is considered large if it is at least 500 MB. Files between 1GB and 2GB+ will definitely experience a lengthy backup process.

Solution:

Download a copy of your company data file (QBW file) from the Reckon Accounts Hosted platform to your local computer. Use a locally installed Reckon Accounts Enterprise (Single-user licence) desktop software, which is functionally equivalent to the Hosted application, to perform the backup and file integrity check.

Steps to Prepare Reckon Accounts Enterprise on Your Computer:

1. Acquire a Reckon Accounts Enterprise Single-User Desktop License:
   • Contact the Reckon Customer Service Team to request a licence which is included as part of your Hosted subscription.
   • Provide your Customer ID, Hosted User ID, or Hosted Username, company name, and the primary contact's email address.
   • You will be provided with the Installation Key Code (IKC) and a download link.
   • Contact via email: onlinesales@reckon.com.au (subject: "Accounts Hosted: Enterprise Desktop Licence request") or call 1800 RECKON (1800 732 566).
2. Download the Reckon Accounts Business 2024 Installer:
   • Visit this link.
3. Install and Activate the Reckon Accounts Enterprise Software:
   • Follow the installation guide by visiting this link.

Steps to Perform Backup and File Integrity Check:

1. Download Your Company Data File (QBW):
   • Locate the correct company data file and note its location on the Q: drive folder.
   • Use the Floating Toolbar method or the New Platform Experience method on Hosted.
     • Visit this link for details on using the Floating Toolbar tool on Hosted
     • Visit this link for details on using the My Files tool on the new Hosted platform
   • We recommend that for each copy of the QBW file you download, that you organize your downloaded files in a structured manner, such as in nested folders
     • e.g., D:\Backups\2025 May\Week 1
       • D:\Backups\2025 May\Week 2
2. Perform Backup and Verification:
   • Perform a backup of the data file with the complete verification option enabled, visit this link for more details.
     • If no errors are detected, continue using the original file on the Hosted platform.
     • If errors are detected, stop work on the original file and perform a Rebuild Data operation.
       • Perform the Rebuild Data operation
         • · Click on the File menu
         • · Select Utilities
         • · Then select Rebuild Data to perform the rebuild operation
         • · Change the backup Options to "No verification"
     • Follow up with another Verify Data operation to ensure no residual errors.
       • Perform the Verify Data operation
         • · Click on the File menu
         • · Select Utilities
         • · Then select Verify Data to perform the verify operation
         • · Then click OK when the process has been completed
     • If successful, upload the rebuilt file back to the Hosted platform replacing the original file that still has errors.
   • For more details on verifying or rebuilding a data file, visit this link.
     • If errors are detected, perform a Rebuild Data operation as per above.
     • Follow up with another Verify Data operation.
       • If successful, upload the rebuilt file back to the Hosted platform.
       • If there are still errors, contact the Hosted Technical Support Team and log a support ticket.
3. Upload the Rebuilt File:
   • Rename the original file on the Hosted platform.
   • Upload the rebuilt file to the same folder location.
   • Use the Floating Toolbar method or the New Platform Experience method to upload.
   • Log back into the company data file to use it as normal.

We hope this guide makes backing up and checking your large Reckon Accounts Hosted files a little bit easier. By following these steps, you can keep your data safe and your business running smoothly. If you have any questions or need further assistance, don't hesitate to reach out.