Frequently Asked Questions
- How do I Backup ?
- How do I Restore ?
- Which Database is right for me ?
- What are the system requirements ?
- Is it possible to correct a one legged entry in Crystal Accounts
How do I Backup ?***IMPORTANT - BACKUP OPERATIONS***
Backup operations in Crystal Accounts are critical. You must understand the naming concept for files and the Backup procedures to be able to handle data files.
Backup is a 2 stage process. Both stages are important and should be effected.
Stage 1 backup involves making a copy of the database to a directory on the hard disk.For every Payroll Run there are 2 backups done.
- Before Payroll Run Backup
- After Payroll Run Backup
The "Before Payroll Run Backup" is a picture of the database just before running the payroll. Its main function is to allow us to go back , make modifications to the data file and rerun the Payroll if need be.
The "After Payroll Run Backup" is a picture of the database just after running the payroll. Its main function is to allow us to go back and generate reports for any given period if required.
Both Backups files ( Before and After ) are kept in a directory specified in Company Defaults.
Every backup File has an eight digit character code structured as below
X = "b" if it is a Before Payroll Run File Backup
X = "a" if it is an After Payroll Run File Backup
YYYYYY = the period for which payroll was run ( e.g. 012001 is January, Year 2001)
Z = an alphabet running from "a" to "z"
"a" is the first sub period run within a main period
"b" is the second sub period run within the same main period etc up to "j"
"z" always the last main payroll run backup
All the codes above are system managed. Once you click the Specify Backup button Crystal Accounts knows the files name to use though you have to reconfirm this name and the directory to ensure that what Crystal Accounts suggests is correct. If it is wrong you must call Datatronics immediately.
Stage 2 backup involves copying files from the hard disk to a removable media. This process copies the following files:
- Crystal Accounts raw application directory
- Crystal Accounts installed application directory
- Crystal Accounts Backup Files Directory
- Other Critical Directories
The exact process for effecting this backup depends on the utility software being used. Datatronics recommends BackupExec as its default software for effecting Hard disk to External media Backup.
Stages 1 and 2 of the backup process are complementary and must be followed religiously.
How do I Restore ?***IMPORTANT - RESTORE OPERATIONS***
Restore operations in Crystal Accounts is critical. You must understand the naming concept for files and the Restore procedures to be able to handle data files.
The first and most important issue in Restore Operations is to note that it is a destructive Operation.
- You must not Restore unless you really have to Restore
- You must not Restore if you do not understand which file to Restore
- You must not Restore if current database in not backed Up
A simple error during a payroll process ( e.g. a staff being over paid or under paid ) is not enough a reason to undertake a restore operation. The error should just be corrected in the next payroll period using Monthly Variation . If however a significant number of staff are involved then Restore and Re-Run can be considered.
Deliberately, the restore operation is not menu driven to state how critical this operation is. It is done from the command line and the procedure is as shown below:
- Decide which file to restore ( Write down the file name )
- Go to a DOS window and to the backup directory
(e.g. cd\ to go to the root directory, cd c:\payroll\backups to go to the backup directory)
- Issue the Command Expand filename (destination directory)
(e.g. expand b012001z.cmp c:\payroll\payroll.mdb)
The above command will restore the Before Payroll Run File taken in January 2001 and being the main payroll backup file to the current application directory which is c:\payroll.
Note: Under no condition must the client restore from the External Tape Backup. This is the point of last resort for Datatronics Nigeria Limited
Which database is right for me ?
Since Crystal Accounting will run on 3 platforms, a common question of which database is right in different situation is common. The first consideration should be your company's standard on database and what database you already have installed. Obviously, this will maximise the use of your existing resource. The second consideration is file size. Our experience suggests the following:
- MS Access : if application is to stand alone and staff number less than 1000
- MS*SQL or ORACLE for multi-user environment with more than 1000 staff
Note: While Access Database is free and will be supplied with the application, MS*SQL and ORACLE are not free and must be sourced separately
What are the System Requirements ?
The minimum System Requirements for Crystal Accounting installation and run are:
- 64 Mb RAM
- 400 MHz processor speed
- 100Mb Hard disk space
(Any improvement in the specifications above will result in significantly better runtime)
- Any Windows (98, ME, 2000, NT W/S) on the front end machine or single machine installation
- Any Windows NT, UNIX on the backend in a net work environment Either Access database single user or MS*SQL /ORACLE 8i multi-user