This article will describe how to do a backup with the TRS Backup Data Sender
Backups of your database are very important and should be done daily. A computers hard drive can crash at anytime and you don't want to be caught without a backup. Often we are asked if it is ok to do backups once a week or once a month. It is not a good idea to do backups this far apart because if your computer crashes on the 6th day or the 29th day you will lose that much data. It is also a good idea to keep a copy of your backups off site so that if a catastrophe happens at the store then you still have a backup of your irreplaceable data off site. An easy free way to do this is to take the backup home with you on a memory stick and create a folder on your hard drive at home called TRS Backups, then copy the backup file from the memory stick to the folder and then take the memory stick back to the store the next day. Once a month copy the contents of the TRS Backup folder to a CD and label it with the Month and Year of the backups and keep it in a safe place then delete all the backups out of the folder and start over again for the next month. Not only is this important because of keeping an off site backup but if you keep past backups and there is every a reason for needing to know something that was going on as of a certain date (such as an audit) you would be able to pull the backup and look at it.
Here are the steps to perform a backup.
1. Backups can only be preformed from the TRS Server, if using the TRS Backup Data Sender then backups can be performed while TRS is running.
2. Put a memory stick into the computer, you will need to know the letter of the memory stick. Normally the computer tells you when it pops up a window asking what you want to do with the memory stick, if this window pops up on your computer note the letter of the memory stick and tell it you do not want to do anything with the memory stick.
3. Run the TRS Backup Data Sender Program, click on Start then click on Programs or All Programs, next click on Total Retail Solution (make sure to click on the one for the current version you are running, if you click on an older one then you will backup your old database) and then click on Backup Data Sender.
4. When Backup Data Sender starts at the top of the window it will say what version it is for such as TRS10 backup, make sure that it matches the version you are currently running.
5. In the TRS Backup Data Sender program under Select a database to backup up:, click on the database to be backed up, most store will only have one selection.
6. Under password type in the password you use to start TRS, if you have not changed it from the default then it will be masterkey.
7. Under the Backup Drive/Path put in the letter of the memory stick such as E:\
8. The Backup Filename will already be filled in with the current date. Click on Backup Now.
9. Depending on the size of your database it can take a short amount of time or a long amount of time to run the backup. Anywhere from 30 seconds to 30 minutes. After clicking on the Backup Now button a black window will appear, it will not appear to be doing anything you will need to wait. Once it has finished the black window will go away and the backup will be zipped up and placed on your memory stick. When it is all done you will get a message that says Backup Complete! Click on OK and exit the Backup Data Sender program.
10. Make sure to safely remove your memory stick, if you do not know how to do this please refer to the instructions that came with your memory stick.
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