Create a backup of your database
Backup files are compressed encrypted versions of your database stored within your Backups folder. Backup files are generated with the following naming scheme – BGRbackup1000.bak, BGRbackup1001.bak etc.
The highest numbered file within a folder is the last one created.
Business users will normally exchange backup files with their Accountant by email. This is secure (provided the access password is not included with the email containing the backup file). The database is encrypted and cannot be opened without the access password. Any passwords stored within the Password Vault cannot be viewed by anyone who can open the database i.e. they can only be viewed by the owner of the vault on entry of their secret password.
Since they are encrypted backups can be safely stored in an email account with ample storage e.g. Gmail.
Backup files are usually created as follows:
1. A backup is always taken following initial registration of Budgets Get Real.
This file is usually named BGRbackup1000.bak, however it may not be if you registered from a free-trial version and previous backups existed. Restoring from this backup can be useful if you wish to get to know the program and completely delete your test data before starting again with your real data.
Please Note: Budgets GetReal incorporates copy protection mechanisms to prevent the database being copied and used to circumvent our license provisions. Unauthorised duplicates will result in the random de-activation of both the original database and any illegally created copies.
2. You can elect to automatically backup your database before statement import.
If you are going to import several statements it is suggested that (as a minimum) you take a backup before you preform a the first import and a backup after you have categorised all your transactions – say when you close Budgets GetReal.
3. You can manually force a backup at any time. Simply select the main sidebar menu Miscellaneous >> Backup dBase option
4. Each time you close Budgets GetReal you will be offered the option to backup your data.
Backup frequently & copy your backups off your computer
It is important to backup your database frequently. Unfortunately a bump to a computer, unexpected power surges or loss of power can cause you to lose your database. Periodic backups are useful in restoring your data following failure. To be 100% certain you should take precautions to avoid the following other sources of failure.
Computer failure
Your hard disk can fail at any time and with it all your data. We suggest that you periodically copy your backup files to another computer, burn to CD, or email as an attachment to yourself etc. no less frequently than every 3 months.
How frequently you make off computer backups depends on how long your bank keeps your statement data. If it is only for 2 months you should make an off-computer backup more frequently than 2 months.
In the worst case you would be able to restore your backup and download the current statement files without losing much. You may have to categorise some transactions, and you may lose some data, but it shouldn’t be catastrophic.
Progressive failures
Sometimes disks fail in subtle ways. A disk may fail and corrupt a segment of your database and may not be noticed. Frequent backups + frequent copying off-site or to another computer gives better protection.
Backup other files
The main problem you will have should a progressive failure occur is in getting the statement data to restore your records. Maintaining backups of downloaded statements is an essential element of your backup strategy.
Business users should also ensure that they take adequate backups (plus clearly identified local and off-site copies) for the following events:
1. The data used for submitting each BAS or VAT return
2. Annual tax returns
3. Other backups as necessary to validate the business accounts
There is no necessity to backup the program files or contents of the Bonus, BrowserCache and Update folders. Your program files and bonuses can be always be downloaded, free of charge, at any time.
Restoring your database following failure
In this context a missing or renamed database file does not mean a database failure. See the Knowledge Base article My database is missing or has been renamed.
A database failure is indicated by the following screen when you attempt to open Budgets GetReal.
Error numbers will vary with the type of error and whether you are operating on Windows or Mac OS X. Use the link Budgets GetReal Web Help to open your web browser at our main resources page. Submit a support request clearly quoting the error number and the circumstances in which it occurred.
To restore your database following failure:
1. Ensure that there are no hardware issues that may be contributory. The Budgets GetReal program uses an incredibly robust high performance database and has not exhibited any recorded failures with the Budgets GetReal application or with other high traffic applications (with which Informed Choices has been associated) over the last 8 years of its use. Accordingly you should check that you do not have disk errors or insufficient disk space. Insufficient disk space is a distinct possibility when operating from small capacity USB keys with little free space.
2. Ensure you have a copy of your database, all backups, statement files and other essential files off your computer before rebuilding a disk drive.
3. Rename your database file BGRdata.vdb to something like BGRdata_suspect.vdb.
4. Restart your Budgets GetReal application. It will complain and display the message shown in the article . Keep trying to restore from backups starting with the latest backup and proceeding until a backup file is successfully restored.
5. Carefully examine the restored data. You will need to then import and categorize all missing transactions.
Once your BGRdata.vdb file is re-created we suggest that you rename your existing Backups folder to reflect that these files were created prior your restore. Move the BGRdata_suspect.vdb to this renamed folder. Create a new Backups folder and copy the backup file used to restore your database as the first file in the Backups folder.
Using backup files to see financial results for previous years
You can use this technique to open and view the contents of any backup file. Simply rename your BGRdata.vdb file and reconstruct it from the appropriate backup. Restore your original BGRdata.vdb file when finished.
