Backup File Location Changes Unexpectedly

Gary809 · ‎February 03, 2022

Hello:

I have the 2019 Desktop version of QB Pro.

I designated a specific location where my backup files should be stored and opted to delete the oldest backup so three backup files remain in the designated location on my computer. File > Backup Company > Create Local Backup > Options > Browse to select the location of the backup files.

During a QB session, I make entries and do not save a PDF document (invoice, estimate, etc.) to a specific location. Upon exiting QB, I am prompted to select whether I want to create a backup file or not. If I select YES, the backup file is saved and I am also prompted whether I want to delete the oldest backup file. I select YES and QB shuts down.

During another QB session, I make entries and this time I create an estimate in PDF format and save it to a client's folder on my computer. When I exit QB at the end of this session, I am prompted to select whether I want to create a backup file or not. If I select YES, the backup file is saved, only this time, it is saved in the location where I just saved the client's estimate in PDF format and NOT in the location I designated in the preferences. If I want to save the backup in the proper location, I now have to manually backup the file and it is saved in the proper location, then exit QB and opt not to backup QB.

I now have QB Backup files in who knows how many client folders.

How can I force QB to save the backup files upon exiting where I designated them to be saved...or am I stuck doing it manually.

I spent 20 minutes on the phone with one of the QB agents whose native tongue is not English. I am sure she tried her best but she did not resolve the problem. I later received an email from her with a "solution" to my issue and it had nothing to do with my issue.

Hopefully someone in this forum can help. Until then I will manually backup before I exit QB.

Thanks in advance.

ReymondO · ‎February 03, 2022

Hi there, @Gary809.

Once you create a backup, you'll have to manually select where to save the company file.

In your case, it seems that the Save backup copy automatically when I close my company file checkbox is checked. Therefore, it will automatically save to the location that you've set up.

If you wish to force QB to save the backup files to a designated location, you'll have to change your settings first. This way, you won't need to do it manually.

Here's how:

In QuickBooks, go to the File menu and select Switch to Single-user Mode.
Go to the File menu again and hover over Back up Company. Then, click Create Local Backup.
In the window, select Local Backup and then Next.
Click Save it now and schedule future backups and then Next.
Choose the scheduled backup and change its current location.
Once done, select Finish.

For more info, you can check out this article: How to back up your accounting data in QuickBooks Desktop.

Let me know if you need further assistance with this. I'm always around to provide answers and clarifications to your questions. Have a great day ahead and take care.

View solution in original post

ReymondO · ‎February 03, 2022

Hi there, @Gary809.

Once you create a backup, you'll have to manually select where to save the company file.

In your case, it seems that the Save backup copy automatically when I close my company file checkbox is checked. Therefore, it will automatically save to the location that you've set up.

If you wish to force QB to save the backup files to a designated location, you'll have to change your settings first. This way, you won't need to do it manually.

Here's how:

In QuickBooks, go to the File menu and select Switch to Single-user Mode.
Go to the File menu again and hover over Back up Company. Then, click Create Local Backup.
In the window, select Local Backup and then Next.
Click Save it now and schedule future backups and then Next.
Choose the scheduled backup and change its current location.
Once done, select Finish.

For more info, you can check out this article: How to back up your accounting data in QuickBooks Desktop.

Let me know if you need further assistance with this. I'm always around to provide answers and clarifications to your questions. Have a great day ahead and take care.

Gary809 · ‎February 04, 2022

Thank you Raymond.

Your solution did work. Thank you.

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Backup File Location Changes Unexpectedly