What is a data file
When you create a file for your business in VT Cash Book, you are creating a single file that to enter all the data entered for that business. This is just like the way a spreadsheet or word processing file works. However, unlike a spreadsheet or word processing file, transactions are automatically saved as soon as you click Save in a transaction entry dialog. There is therefore no Save command on the File menu.
Files can be stored in any folder which you have access to, including folders on network drives and cloud drives. However, only one user can open the same business file at the same time.
The maximum number of businesses you can create is limited only by the disk space available. On a modern PC this is unlikely to be a constraining factor.
It is easy to move a file between PCs using a USB memory stick or to share the file on a cloud drive. Files can be backed up as shown in Backing up data files.
Your data file and the VT Cash Book software are separate things. Data entered is stored on the data file and not within VT Cash Book itself. VT Cash Book merely displays and modifies the data in whichever file you have open at the time.
Create a data file for a new business
You can create a new business data file by choosing the New Company command from the File menu in VT Cash Book. You can open an existing file by choosing the Open Company command. The most recently opened files are also listed at the bottom of the File menu and in the Recently Opened Files window (Display menu) in VT Cash Book. You can also open an existing file by double clicking on it in the folder in which it is saved.
Saving the data file
When you create a data file, you are asked to save it. The default folder is the Documents folder in your local C: drive (C:\Users\User\Documents). However, it is recommended to choose a folder in a cloud storage drive (e.g., Dropbox) on your PC. If you do not have one, you can set one up as shown in Sharing a data file on a cloud drive.
Default folders
By default, when you select New Company or Open Company, these dialogs initially point to your Documents folder. You can change the default folder to a shared folder by choosing the Default Folders command from the Set Up menu.
Password protecting data files
To password protect your data file, choose the Set Up > Passwords command.
Shortcuts to data files
If you normally work on just one file, you can create a shortcut to it on your desktop. Double clicking on the shortcut will then open both VT Cash Book and your file. You can create a shortcut by selecting the file in the Recently Opened Files window (Display menu) in VT Cash Book and by clicking on the Create Desktop Shortcut caption at the bottom of the list.
File extensions
VT data file names end with the following characters:
•.vtr for VT Transaction+ files
•.vcb for VT Cash Book files
These endings (which are often hidden) tell Windows which application to open the file in when you double click on a file in a folder such as your Documents folder. For instance, if you double click on a VT Cash Book file in a folder, it will open it in VT Cash Book (Alternatively, if you want to open it in VT Transaction+, you can right mouse click on it and choose the Open With VT Transaction+ command from the pop-up menu).
Delete data files
You can delete a data file in the same way as any other file, by right-clicking on the file and selecting Delete (and emptying your PC's recycling bin to permanently delete the file). Deleting data files should be done with caution as a data file contains all data entered for a particular business. It is therefore important to regularly back up your data files.
