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Backing up client files in Lacerte

by Lacerte Tax 2022 Updated 3 months ago

The best way to ensure the protection of client data is to create backups on a regular basis. You can use the Lacerte Backup and Restore functions when transferring client files between computers and between subdirectories on one computer. However, you may also perform your normal system backup procedures (tape backup, etc.) to protect against system crashes.

How often should I backup my data?

As a general rule, the interval for backing up data should be less than the period of work that you can afford to lose. For example, if losing one week of work would jeopardize your operations, then your interval for backups should be less than one week.

It is also a good idea to keep several previous backups for a period of time and not overwrite them with the most recent backup. By retaining previous backups, you will be able to go back to an earlier version if a problem is discovered with client data and your most recent backup also contains the same problem. One of the previous versions might contain a copy of the data before the data corruption occurred. The amount of disk space used by such backups is insignificant when compared to the capacity of most modern hard drives.

What files need to be backed up?

All files and subdirectories in the respective data path for each program (i.e. the Idata, Cdata, Pdata, Sdata, Rdata, etc) should be backed up regularly. The "system file path" should be backed up as well. If anything were to happen to the program, this will save the time of reconfiguring user options, client letters, etc.

For more information on the Lacerte Data File Structureclick here.

Can I backup (burn) my data to CD or DVD?

You cannot burn data directly to a CD from within the Lacerte Tax program. However, the CD writing software that you normally use may also be used to copy your data directories and system file path to a writable CD. 

Can I use an external drive or thumb drive?

Yes. Using a removable, external drive allows you to store the backup drive in a location separate from the PC so that, in the event of a fire or theft, the data remains secure. It is generally not recommended to use a flash or 'Jump' drive for long-term storage. Due to their size and functionality, they are more easily damaged or lost than other data storage media. For external drives, a USB 2.0 or Firewire-based drive is optimal. USB 1.0 drives are much slower and will take considerably longer to transfer data. 

Can I backup to a network drive?

Yes, but you need to have a network license to be able to back up to a networked drive.  Non-network licenses users can only backup to a local drive.

Does Intuit keep an off-site backup of my data?

No, Intuit does not keep an off-site backup of your Lacerte data. You are responsible for maintaining a backup of any files you wish to protect.

Follow these steps to back up your clients in Lacerte Tax:

  1. Click on the Clients tab (to view the list of your clients).
  2. Select the Clients to backup.
  3. Click on Client.
  4. Click on Backup.
  5. Type the data path for the backup or click Browse to find an existing directory.
    • The destination can be a local hard drive, a removable drive (i.e. USB flash drive), or a network drive. (The drive letter of an external drive can differ from computer to computer.)
  6. Click OK to begin the backup.

If the client already exists in the destination directory, the program asks you if you want to replace the existing client with the one being backed up.

  • To replace the client or group of clients, click either Yes or Yes to All.
  • To keep the original client and cancel the backup, click No or click Cancel.

Video tutorial:

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Lacerte Tax

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