Administration backup and rollover process

Backup and Rollover Process

Overview

The roll-over process is about rolling over from the current accounting period into the next accounting period and is also referred to as “closing off” a period or financial year. The rollover is permanent. The rollover process is to be done after the the month end processes are completed.

The steps are:

• Back up your data - this is essential just in case the roll-over process fails and we have to restore to a back up.
• The rollover process is a single user process - remove all users from JobBag except the person who is doing the roll-over
• Complete roll-over into new financial period.

1.0 Back Up Process

Step 1 Log into JobBag and click on ‘File / Administration / Backups’

Step 2 Enter the password for the back up process in the following screen.

Step 3 Highlight the Rollover back up process

• Roll-over: use for month end and end of year roll-overs

Step 4 Click on  to start the back up process

Step 5 The status of the backup will update when the job is complete. Note how long the process took last time, it will likely take the same amount of time or thereabouts.

2.0 Rollover Process - Remove All Users out of JobBag

Note: Performing the actual ROLLOVER is a single user process. You have to get all users out of the system.

Step 1 Do a back up of the database i.e. the process above .

Step 2 While the backup is happening, send an email/chat message to all users asking them to quit out of JobBag for a few minutes. Then check who hasn't logged out.

Step 3 Click on ‘File / Administration / Users Maintenance’

Step 4 Click on  in the following screen:

Step 5 In the next screen you have a list of all users who are logged in.

• Highlight and select users you want to log off and click on . The users will receive a message asking them to log out. This is the polite way.
• send them another reminder
• If they ignore previous messages, click on  - this option will log them out without any warnings

Step 5 Click on  when all users have logged out of JobBag

3.0 Rollover Process

Step 1 Click on ‘File/Preferences/Processing Date’

Step 2 Click on  in the screen below

Step 3 Either investigate and resolve the warning messages or ‘approve’ the warnings.

Step 4 Click on.

Step 5 A series of warning messages appear - either click on  or  .

Once you click on YES in the final confirmation message, the rollover process will run, it should only take a minute or thereabouts. It will take longer if you are a number of periods behind and there are a lot of transactions to process in the period that you are rolling into.

Once the process is complete, let other users know they can log into JobBag again.

Backups

The Database Maintenance window is designed to give you access to the Backup jobs for your database. You can do the following things:

• Run Job - this will initiate the backup job. This is a manual process and does not affect the schedule for a backup (if there is one).
• Reload - this will reload the list of jobs, and the results for each job.

The top list displays the backup jobs, the bottom list displays the results for the job that is highlighted in the top list.

Fields in the top list

• Name - the name of the job
• Next run - if this job is scheduled to run on a regular cycle, the date and time that this job will next run will be displayed.
• Last run - the date and time that this job was last run
• Last status - the result from the last time the job was run. The status is will be Successful (meaning it completed successfully), Aborted (the job was manually aborted) or Fail (the job did not complete successfuly).

Where the Last status shows FAIL, this should be reported to Instinct Systems for investigation, it means that the backup did not complete and you do not have a backup.

Fields in the lower list:

• Date/time - the date and time that the job was started.
• Duration - how long it took for the job to complete (this will be blank if the job failed or was aborted)
• Status - this will show the result of the job, either Successful, Aborted or Fail.