Sage Timberline Office a.k.a. Sage 300 Construction and Real Estate allows construction and real estate firms an opportunity to streamline workflow and processes between departments to improve accounting efficiencies. This blog will provide information on the office tools within Sage Timberline.
You can use office tools throughout the day to make backup files of Timberline data. To create a backup file, click the “next” button. It will prompt you to back up the entire folder or individual files. I suggest always selecting the folder instead of individual files because you can miss a crucial file that will break up the data. Select a destination where you want to save the backup file. I recommend always saving it to the same path where other data files are saved so they are consistently located and easily found later.
It’s very important to make sure all lights on the validation window are green. Any red lights mean another user is in the system. In that case you will need to find out who is using master files that are preventing you from backing up the file. It’s best to ensure all other users are out of the file(s) you want to back up prior to beginning your process. When finished, you should get a message the operation was successfully completed. This confirms there wasn’t a power surge/outage or some other problem encountered during the backup process.
Backup files can be used to restore data and files if there was an error that corrupted the master file in the system. You can go into the backup file and select “restore” instead of “copy.” A warning will pop up letting you know that a file will be overwritten. You have to force the program to override the file if you are restoring it.
It is good practice to back up your file prior to closing the month or year. This is a critical process within the system, and if interference or failure occurs at the time these tasks are being completed it will be impossible to restore the information without the backup file. You can also copy files from their current folder to a new “test” database so you can test items without affecting the “live” data file. This is important if you have something you want to try or test to see how it affects the information in the system. You can create a copy whenever you want.
Backing up a file is worth the few minutes it takes prior to doing something that is going to physically change your data file. As the saying goes, “better safe than sorry!”Written by: Annie Terracciano TGG Accounting