A small not-for profit organization recently had someone wipe and resisntall their OS. They backed up files beforehand and tried to reimplement. They ran into two issues:
- The ACT! 2005 database they backed up was missing the
- They could not figure out how to give a second user read-only access to Quickbooks on another computer.
Eventually, i was called in. Not that i know either of these spplications too well, but when they asked around town for help, apparently, my name kept coming up.
Well, i'm glad to help, so i gave it a shot.
ACT! kept its data in the
I suggested they hire a kid during the summer to update and add new records from the hard copy while asking about data recovery, and giving a monetary value to the data lost. In the end, the cost of retrieval would have been higher than the value, and a responsible teen was hired to fix it.
I also suggested regular backups, and that they actually test the backups. It was agreed. Shortly thereafter, i was asked if i wanted the job. Heh, i guess i knew that was coming.
Onto Quickbooks. They upgraded to the latest version. One license is something like $200. The secretary and the bookkeeper use the same computer, just at different times. The director likes to have read-only access on his computer.
I figured read-only wouldn't require a full license. I tried setting up a multi-user environment. No good, licenses are required, and it checks that the same person isn't already signed in. Pointing both to the same file in single-user mode is similar, it works separately. I asked in the Intuit forums, and it was pretty much confirmed that it would require a new license. Basically, if they really had it working, i have no idea how. So, they may have to purchase that second license.
For the backup plan, i suggested off-site backup. That works, either at another location or online. The question is which makes sense, if only ACT! and QB need backing up. IIRC, it's about 100 MB.
Now i'm looking for ideas. One, what is a good backup plan? CDs? Internet to a server in another location? online backup?
Two, is there a way to get a second read-only instance of QB without a second license.