- Created by admin, last modified by ErikV on Oct 29, 2015
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This information applies to MYOB AccountRight version 19. For later versions, see our help centre.
https://help.myob.com/wiki/x/AxGc
ANSWER ID:9202
The alternative is to back up your company file when you're finished using it on one computer (perhaps in the office), then restore that backup when ready to work on it on another computer (perhaps at home). This results in a continual cycle of backing up and restoring the company file. This page explains how this process works and should be read in conjunction with the following pages:
Backup and restore your company file (AU) | NZ
Backup and restore your company file - MAC
Transferring a company file from one computer to another
This involves 3 basic steps:
- Back up your company file on computer #1 and save the backup file on a portable storage device (such as a USB stick).
- Archiving the current working company file on computer #2. An archive folder will need to be setup for this step. The current working company file is the company file being updated or replaced.
- Restore the backup from computer #1 on to computer #2.
As backing up and restoring company files is covered by other pages (see above), this page concentrates mainly with the second step - archiving the current working company file. This will 'clear the way' for the third step - restoring the backup on to computer #2.
The purpose of creating an archive folder on both computers is to safely store the current working company file on that computer. It may be necessary to refer back to that company file at a later date.
- Simultaneously press the Windows
and E keys on your keyboard (the Windows key is between the Ctrl and Alt keys). The contents of your computer are displayed. - Locate and double-click your MYOB program folder, for example C:/Premier19.
- Go to the File menu, choose New then choose Folder.
- Name the new folder "MYOB Archive" or similar.
This involves 2 steps:
- Rename the current working company file.
- Move the renamed current working company file to the MYOB Archive folder.
Before going any further, we need to look at some rules that govern the way files are stored, restored and moved between folders.
- Neither Windows nor Apple Macintosh operating systems will allow two files with the same name to be stored in the same folder.
- When naming files, it is advisable to only use letters and numbers. Also, where possible, keep file names to 8 characters or fewer.
- Company files restore to the same folder they were backed up from. Assuming your company file is stored in your MYOB program folder on both computers, then by default, your company file will restore to the same folder on the other computer. The company file that is being restored cannot retain its original name if a file with the same name (the current working company file) already exists in that folder.
- For the restored company file to retain the same name throughout the cycle of backing up and restoring, the current working company file on computer #2 will need to be moved to the MYOB Archive folder.
If a copy of each archived current working company file is to be stored, then prior to moving it to the MYOB Archive folder, rename it so that it won't override the one that was last archived. One way to do this is to use the date when renaming it, for example 151107.myo being November 7 2015. Using the date format YYMMDD, allows files in the folder to be listed chronologically.
- Simultaneously press the Windows and E keys on your keyboard (the Windows key is between the Ctrl and Alt keys). The contents of your computer are displayed.
- Locate and double-click your MYOB program folder, for example C:/Premier19. The contents of this folder will be displayed in the right hand panel. The example below shows the contents of the Premier19 folder.
- Right-click the current working company file and choose Rename.
- Type in the new file name and then click on a vacant part of the window. The current working company file will now be renamed.
- Right-click on the current working company file and choose Cut.
- Right-click on the MYOB Archive folder and choose Paste.
- Double-click the MYOB Archive folder to check that the current working company file has been successfully moved there. See our example below.
In this example, Clearwater.MYO was renamed 121107.MYO and moved from the Premier19 folder to the MYOB Archive folder.
After archiving the current working company file, what's next?
The last step of the process is to restore the backup from computer #1 on to computer #2. As the current working company file on computer #2 has been archived, the restore function will allow the restored company file to retain its original file name and location.
Data can now be entered into your company file on computer #2. The whole process is then reversed to move the updated company file from computer #2 back to computer #1.