Refresher lesson on backing up Solomon

By Jeff Cozens

This past month we had two clients who had hard disk failures.   In both cases there backup practices were less than expectable.  One client was running under XP Professional and started using the Microsoft backup utility when they started seeing errors while processing in Solomon AP screen.  Apparently, this workstation was experiencing some operating system errors and as a result, the restore operation failed for the backup copy of the sql database.   The second client had a complete hard drive failure, and although they were performing backups via a cd burn operation, they did not backup the proper data.  Fortunately, both clients were successful in their final recovery with new hard drives, but I know I lost some sleep over both disasters.

Recommended areas to back up:

In general there are five things are areas which need to be backed up at all Solomon sites. 

1) Your sql application database and the sql system database. 

2) Your customized crystal reports

3) Your FRX report definitions

4) Your customizations created with the customization manager

5) Any sql scripts or procedures used on your system for special updates or third party applications working with Solomon.

By backing up this data, you recover from the worst case scenario that your entire server was damaged and you need to rebuild from scratch your accounting system on a new server.

Comments and Tricks for backing up:

Your sql application database and the sql system database:   Check with your IT department to verify that they are backing up all the Solomon application and system databases.  SQL databases are typically in use whenever MS sql session is running.  This creates a challenge because your sql databases are open and cannot be copied without special tools and steps.  If your back up system has the proper “agents” or plus in capability to backup the open sq   l databases you are half way there.   If you do not have this special software, then we recommend you create a backup of the backup.  By this we mean, utilize the tools in the Ms Enterprise manager software to create a routinely scheduled backup of the databases and the transaction log files. 

Because of the importance that your back up always is done correctly, I am only going to train in a “general” way.  Check with your IT department and you’re Solomon Consultant/ Var to make sure everything is working correctly.  To do a quick overview to see if your sql databases are being backed up, go to your server and launch internet explorer software.  Search for the area where the Microsoft sql software was installed (for instance: program files\ms sql server\mssql or mssql2k directories).  Typically where the ms sql software was installed is also where the back ups are kept.   You can use your search capabilities to look for files which end in *.bak, which is another way to see if you have any back up files.   Once the bak files are located, verify that the creation dates are current.   All bak files which are created by enterprise manager are “flat” files, which mean they can be backed up by standard means.  We recommend you back up all bak files for your application databases, your system databases, and the master database.

We recommend that you always create backups via the enterprise software, because this is one of the better ways to shrink transaction log files.  If you only backup using a special agent with your tape back up system, you might be slowing your Solomon software down because the transaction log file will grow indefinitely.  This also can put a major drain on unused free space on your hard drive running the sql database.

Customized crystal reports:

Most Solomon sites have some special crystal reports, such as revised AP check layouts or AR statements.  Your custom crystal reports should be kept in a separate folder away from the original crystal reports.  Most users keep these custom reports in the folder under Solomon Iv call usr_rpts (ie S:\Solomon IV\Usr_Rpts). 

We recommend all files in this folder be backed up.

Your FRX report definitions

Financial reports are typically created with the FRX designed module.   There are numerous versions of these FRX reports which may require that you do a little research for your site.  Typically, your FRX reports are in one of these folders:

\\machinename\Solomon IV\FD

\\machinename \Solomon IV\FD65

\\machinename \ Solomon IV\Fx

\\machinename \Solomon IV\FP

\\machinename \Solomon IV\FP65

\\machinename \Solomon IV\Fv

At your server machine, locate the proper area which has your version of FRX.   One of the easier ways I know to determine if you have the correct FRx folder is to look in the subdirectory called sysdata for the FRx folders which have data in them and verify that the date created field is current.

Technically you only have to back up the data in the sysdata folder, but we like to train our customers to back up the FRx and ALL sub folders, including the sysdata folder.

These files are flat files and do not require any special backup process or procedure.

User created Customizations done with Customization Manager:

This backup area only applies to Solomon users who have the customization module.   Your screen customizations by user or global are saved in a special area in your system database.   As an extra precaution you can create a flat file history of these customizations, by going to the menu choice within Solomon called Customize, then menu choice: export customizations.

In this export customization screen, click select all and also create a unique name such as custom113003.cst and then click on begin processing.  This is another file which we recommend you periodically create and back up.

Other applications and sql scripts or sql procedures:

Check with your VAR to see if there are other areas which need to be backed up.  Examples might be that you are running a custom version of sql procedures, or you are running a 3^rd party application, or you have had some VB coding done as a customization for your company.  These areas should be identified and backed up

How frequently should you back up?

I know of no accounting department which is overstaffed.  Just the opposite is more likely the situation.  So frequency of backups needs to be an operational decision unique to each Solomon client.   What are the implications if you had to revert to a prior backup because of data corruption?   How easily can you recover source documents which were used yesterday or the day before that?  

In most of our clients we recommend they back up 1x per day using the standard backup process included with Enterprise Manager.  This backup is typically done during the day, taking advantage of the continuous operations backup capabilities of sql.   The service called sql agent must be running to create your backups.

Often IT departments perform tape backups at night.  We only recommend that full back ups always be created for accounting data.  The chances for errors with partial backup processes are too great, in our opinion.  Hence only do full tape backups, not partials.

How do I know if I have a good back up?

This is really the $64,000 question, when you are faced with a crashed disk or a server replacement.  The best way, in our opinion, to reduce your risk of a failed backup is to follow these simple ideas:

1) Always create backups in the grandfather, father, son sequence, so that you always have 3 backups on different back up media for the last three backup sessions

2) Always keep your backups located in an off site storage system.  This will avert the disaster that all backups are destroyed at one time if there is a fire

3) When ever possible perform data verification after backing up.

4) On a random basis, try restoring one file from a backup system and see if you can read this file after restoring.

5) Replace backup media on a regular basis, because they do wear out.

Accounting databases, using sql engines, tend to become large.  Take time to calculate what the implications would be if your company lost all data because of a failed backup.   How long would it take you to recover?   How would operations be affected by lost of data for customer AR, vendor AP etc.   What would this lost of data due to your next audit fees?  Most companies never take time to do this crisis analysis modeling.   This is the risk your company takes by not developing a good back up system.   Our company is available to do this analysis, give us a call at 866 455 9876.  You really cannot afford to not be prepared.