If you lose a VT Transaction+ data file, reconstructing the data may be very time consuming or even impossible. A file can be lost or damaged in several ways:
•Your computer is stolen
•You accidentally delete the file
•Your hard disk, computer or network fails or corrupts files
The data file (ending in .vtr for VT Transaction+, and .vcb for VT Cash Book) contains all the transactions and other data you have entered for the business. This file is saved by default in your Documents folder.
It is therefore important to make regular back up copies of this file, in case it were to get lost or corrupted. A good back up system is the 3-2-1 system whereby you maintain 3 copies of a file: 2 stored locally on separate devices and 1 stored off-site. For example, you may wish to have the original file on your PC, a back up copy on an external hard drive or a local area network drive, and another another back up copy stored off-site such as a cloud drive.
•to an external hard drive or USB memory stick: insert the drive into your PC and select the File>Backup to Removable Drive command;
•to a drive/folder listed on your PC (including network drives and cloud drives): select the File>Backup to Any Drive/Folder command and choose the desired drive/folder. For more information on setting up a cloud drive please see below.
The back up commands create a copy of the data file in the selected drive/folder.
In the event that your main VT data file is lost of corrupted and you need to restore from a backed up copy of the file, select File>Restore
Please note it is not recommended to open the backed up file directly from a USB memory stick; copy or move the file to your PC before opening.
VT files can be backed up to any drive including a folder on a cloud drive. Please note that VT Software cannot provide technical support on setting up cloud drives, since they are third-party products. There are different ways in which a cloud drive can be used to store files and how you set this up is up to you. The steps below show one example of how a VT file saved on your PC can be backed up to a folder created in a cloud drive (Note that this process is not the same as synchronisation of files and folders described below.):
1.Create an account with a cloud storage service (such as Dropbox, Google Drive or OneDrive) and download and install the desktop version of the cloud drive on your PC (OneDrive is already installed on Windows 10 and 11):
2.Once installed, the drive appears on the list of your PC's drives in File Explorer. File Explorer can be accessed by clicking the yellow folder icon on the taskbar at the bottom of the screen. In this example, Dropbox is used but the same principles apply for other cloud storage services:
3.You can then create a new folder directly in the cloud drive that will store the VT data file backups, by right-clicking on the drive and selecting New>Folder:
4.To backup the VT file to the folder in the cloud drive, carry out the step above, i.e. selecting File>Back up to Any Drive/Folder, and choose this folder. This will make a copy of the VT file in this folder.
Cloud storage services such as Dropbox, Google Drive and OneDrive also enable you to synchronise existing folders and their files on your PC to the cloud drive. This means that a copy of a folder(s) on your PC, e.g. the Documents folder, is made on the cloud drive.
Any changes made to files in that folder on your PC are automatically updated to the copy in the cloud drive. For this reason, synchronisation is not a true back up procedure because if files were to get deleted or corrupted, the copies of the files in the cloud drive would also get deleted or corrupted.
While cloud storage services usually allow you to restore previous versions of files, there are certain time limits to this. Therefore if you use a cloud drive to synchronise files and folders on your PC, you should also make separate back up copies of your file as described above, so that you could restore a previous version of the file in case the file were to get corrupted or deleted.