BackOffice Client Maintenance Document
BackOffice Maintenance Guide
Purpose of this Document
This document is a guide intended to assist a practise to maintain the condition of their BackOffice data files.
Who is this document intended for
This document is intended for use by a trained user with some experience in using the software. For best results, a
decision maker (partner and/or manager) should be part of the process.
How to use this document
Ensure you have some time available to go through the guide without interruptions.
Create a test practice to test various settings and there results before going live.
Involve critical role players to ensure all aspects of the process are considered.
Get formal agreement & sign-off before activating the setting in the live file (this included reports, setting and firm
specific process decisions).
Always make backups before introducing new changes to your live files.
Allow enough time to introduce new changes and work around unexpected issues arising.
Reference Documents
System Recommendations for BackOffice (available on request or on our web site www.cqs.co.za)
Backup and Restoration of BackOffice Data (available on request or on our web site www.cqs.co.za)
Telephonic Support
CQS Reception
CaseWare Time Direct Support Line
TaxWare Direct Support Line
SecWare Direct Support Line
Email Support
(011) 507 0000
(011) 507-0102
(011) 507-0103
(011) 507-0104
[email protected]
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Contents
Backup of Data Files
Re-indexing and Diagnostics
CaseWare Time
TaxWare
SecWare
Power Failures and System Crashes
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Back up the data files
Keep monthly, weekly and daily backups of your data files. In case of corruption to the files, you could then
restore a backup file.
Ensure that the backup can be restored by testing this regularly.
Please refer to our Backup and Restoration of BackOffice Data document for details on the steps involved
to make a backup (available on request or on our web site www.cqs.co.za).
Re-index and Diagnostics
We strongly recommend that you run diagnostics on a weekly basis to ensure the condition of your data
files.
CaseWare Time
Repair File
Repairing the file even when all seems fine, fixes any data corruption that can be caused during a power
failure or system crash.
Files should be re-indexed whenever you get an error message or a power failure in order to ensure the
data integrity of the files.
Re-indexing refreshes the data and improves the speed of your database and the paths needed to retrieve
this data.
To Repair File
1. First, check the Staff Logged in dialog to ensure that all users are logged out. (File | Staff Logged In).
There is a refresh button on the screen, if someone is logged in it will give you the user name and the
computer that is logged in, once all users are logged out close the screen
2. On the Tools menu, click Repair File.
3. Select the first three options and press “OK”.
Options on Repair File:
Re-index all databases in this client file
Select this to rebuild the indices pointing to data in the database. If an index becomes damaged, error
messages may result or the data in reports linked to that index may appear incorrect.
Renumber all databases in this client file
Renumbering a client file can speed up insertion of records
Repost all entries
The following occurs when a repost is executed:
1. All invoices recorded in WIP (WP.dbf) are reposted to the AR database (RC.dbf).
2. All invoices, cash receipts, and credit notes are reposted for general ledger distribution (GL.dbf).
3. All time and expenses are reposted to the WIP file (WP.dbf).
If hardware failures occur, or if the CaseWare Time program is terminated abruptly, it is necessary to
repost the file. Reposting can also help if any of the journal summary reports are out of balance.
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Recalculate file balances
Select this box to make changes to the staff rates retroactive to the beginning of the current active period.
Changing staff rates normally affects only the time entered from that point forward. However, if the rate
change is made part way through the period, it may be necessary to make the rate change retroactive to
the beginning of the period for all transactions entered during that period.
A recalculate only recalculates unbilled transactions for the current period forward. Approved time does
not change.
NOTE: PLEASE DO NOT SELECT THIS OPTION WHEN RUNNING A REPAIR FILE UNLESS YOU
WANT TO RECALULATE FILE BALANCES.
Diagnostics
This will check the condition of your CaseWare Time file and highlight potential problem areas.
To run diagnostics
4. On the Tools menu, click Diagnostics.
5. Run each option on the Diagnostics report separately. (Company Profile, Client, Staff, Receivables,
work in Process, Projects)
6. Under Show me, select Errors and Critical Errors.
7. Click OK to run the diagnostics report.
If any diagnostic messages appear contact Support on (011) 507-0102.
TaxWare
Re-indexing
Select this to rebuild the indices pointing to data in the database. If an index becomes damaged, error
messages may result or the data in reports linked to that index may appear incorrect.
To Re-index
1. On the Tools menu, click Reindex tables.
Select this to rebuild the indices pointing to data in the database. If an index becomes damaged, error
messages may result or the data in reports linked to that index may appear incorrect.
SecWare
Re-indexing
Select this to rebuild the indices pointing to data in the database. If an index becomes damaged, error
messages may result or the data in reports linked to that index may appear incorrect.
To Re-index
1. On the Tools menu, click Reindex tables.
Select this to rebuild the indices pointing to data in the database. If an index becomes damaged, error
messages may result or the data in reports linked to that index may appear incorrect.
Diagnostics
Running diagnostics will highlight potential problem areas on your data file.
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To run Diagnostics
1. On the Tools menu, click Diagnostics
If any diagnostic messages appear contact Support on (011) 507-0104.
Power Failures and System Crashes
When you have a power failure or your PC is shut down abnormally
1. Get everyone out of the software (CaseWare Time, TaxWare and SecWare)
2. Re-index SecWare (Tool | Reindex Tables)
3. Re-index CaseWare Time (Tools | Repair File). Select the first 3 options.
4. Run the SecWare Diagnostics. (Tools | Diagnostics).
5. Run CaseWare Time Diagnostics. (Tools | Diagnostics). Run each diagnostic’s option.
6. Should any diagnostic errors appear, please contact CQS Support.
7. If there are no problems with your file you may continue working.
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