The Backup and Restore functions provide access to stored copies of the payroll database.
A backup records the state of the payroll at a particular point in time. Restoring from one of these backups returns the entire payroll database to that recorded state.
SmoothPay also creates a backup automatically when Process pays is actioned, before the pay process is finalised. This provides a point that can be restored to if required.
Important: Restoring a backup can result in permanent loss of payroll data. Any work completed after the date and time of the selected backup will no longer exist after the restore. Only restore from a backup when you understand the effect it will have on subsequent payroll activity.
For more information about deciding how to correct previously processed payroll information, refer to:
<Correcting payroll>
Creating a backup
You can manually create a backup at any time from the Tools menu.
To create a backup:
Click Tools on the navigation bar.
Select Backup.
When the backup has been created successfully, a Backup successful notification is displayed.
Accessing existing backups
To review the backups available for the current payroll:
Click Tools on the navigation bar.
Select Restore.
The Restore database screen opens.
The available backups are displayed with:
File — the backup archive name.
Type — the file type.
Created — the date and time the backup was created
Size — the size of the backup archive.
Downloading a backup
Existing backups can be downloaded if you need to retain a copy outside SmoothPay.
While in the Restore database screen:
Select the required backup.
Click Download.
A copy of the selected backup archive is downloaded through your browser as a .zip file.
Restoring from a backup
Restoring a backup returns the payroll database to exactly how it was when that backup was created.
For example, if several pay processes have been completed since the selected backup was created, restoring that backup also removes those subsequent pay processes, as they didn't exist at the time the backup was created.
If you intend to restore the payroll to perform a correction and you have not reviewed our corrections guide, please refer to:
<Correcting payroll>
Restoring is not always the best way to perform a correction.
To restore a backup:
Open Restore from the Tools menu.
Select the backup you want to restore.
Click Restore from selected archive.
A warning prompt will then appear:
Click Yes, to restore from the backup.
Click No, to cancel the restore.
While the restore is running
SmoothPay places a process lock on the database while the restore is being completed and displays status information on screen.
Do not interrupt the restore process, e.g. closing your web browser or, losing internet connection while the restore is in process will interrupt the restore process.
If the restore process is interrupted before completion, refer to:
<Process lock>
After the restore
When the restore has completed successfully, SmoothPay displays a Restore complete notification confirming the point in time the payroll has been returned to.
At this point:
all payroll information up to the selected backup has been restored
work completed after that backup has been removed
you can continue working from the restored state