Data Export & Backup

Protecting your financial data is essential. Versoll Books provides tools to export reports, back up your company database, and restore data when needed. This guide covers all data management operations.

Key topics

Report exports, database backup, data restore, best practices for data protection, and compliance archiving.

Exporting Reports

Every report in Versoll Books can be exported for external use, analysis, or archiving.

Step 1

Open the Report

Navigate to any report (e.g., Reports > Balance Sheet) and apply your desired filters and date range.

Step 2

Click Export

Click the Export button in the report toolbar. Choose from available formats:

PDF: Formatted document suitable for printing and sharing.
Excel: Spreadsheet format for further analysis and manipulation.
CSV: Plain text format compatible with any data tool.

Step 3

Save the File

Choose a location on your computer. Use a consistent naming convention:

BalanceSheet_CompanyName_2024-03-31.pdf
GSTR1_CompanyName_Mar2024.xlsx
ReceivablesAgeing_2024-03-31.csv

Always include the date or period in exported file names. This helps identify the data context when reviewing historical files.

Database Backup

Your company data is stored in a local database file. Regular backups protect against data loss from hardware failure, accidental deletion, or corruption.

Step 4

Locate the Database

Versoll Books stores company data in a SQLite database file. The default location varies by operating system:

Windows: C:\Users\YourName\AppData\Roaming\versoll-books\
macOS: ~/Library/Application Support/versoll-books/
Linux: ~/.config/versoll-books/

Step 5

Create a Backup

Close Versoll Books before backing up. Copy the entire database file to a safe location:

External hard drive or USB drive.
Cloud storage (Google Drive, OneDrive, Dropbox).
Network attached storage (NAS).

Step 6

Name the Backup

Include the date in the backup file name:

companyname_backup_2024-03-31.db

Backup Frequency Recommendation

Daily: High-volume businesses processing many transactions.
Weekly: Standard businesses with moderate activity.
Monthly: Small businesses with low transaction volume.

Restoring Data

If your database becomes corrupted or you need to recover from an error, restore from a backup.

Step 7

Close the Application

Ensure Versoll Books is completely closed before restoring.

Step 8

Replace the Database

Navigate to the database location. Rename the current file (e.g., add _corrupted suffix) and copy your backup file to the same location with the original name.

Step 9

Reopen Versoll Books

Launch the application. Your data should appear as it was at the backup point. Verify by checking recent transactions.

After restoring, transactions created after the backup date will be missing. You may need to re-enter them manually.

Compliance Archiving

Financial records must be retained for legal and tax compliance. Establish a systematic archiving process.

Step 10

Monthly Archives

At the end of each month, export and save:

Balance Sheet as of month-end.
Profit and Loss for the month.
Receivables and Payables Ageing.
Bank reconciliation status.

Step 11

GST Filing Archives

Before each GST filing deadline, export:

GSTR-1 report for the period.
GSTR-3B summary.
GSTR-2 for purchase verification.

Step 12

Annual Archives

At fiscal year-end, create a comprehensive archive:

Full Trial Balance.
Final Balance Sheet and P&L.
General Ledger for all accounts.
Complete database backup.
TDS summary for the year.

Retention Requirements

Indian tax law requires businesses to retain financial records for a minimum of 8 years from the end of the relevant assessment year. Consult your tax advisor for specific requirements.

Data Security Best Practices

Protect your financial data from unauthorized access and loss.

Access Control

Use strong passwords for your computer and cloud storage.
Limit access to financial data to authorized personnel only.
Log out of the application when not in use.

Backup Verification

Periodically test restore from backup to ensure files are valid.
Keep multiple backup copies in different locations.
Verify backup file sizes to detect incomplete backups.

Encryption

Enable encryption on cloud storage for backup files.
Use encrypted external drives for physical backups.
Consider password-protecting sensitive exported reports.

Exporting Master Data

Export lists of customers, suppliers, items, and accounts for reference or migration.

Step 13

Export Customer List

Navigate to Parties and filter for customers. Use the list export option to download customer details including contact information and balances.

Step 14

Export Item List

Navigate to Items and export the complete inventory list with quantities, rates, and tax details.

Step 15

Export Chart of Accounts

Navigate to Chart of Accounts and export the account structure for documentation or migration purposes.

Troubleshooting

Export Fails

Check available disk space.
Ensure you have write permissions to the destination folder.
Try exporting to a different location.
Reduce the date range to export smaller data sets.

Backup File Cannot Be Restored

Verify the file is not corrupted (check file size).
Ensure you are using the correct version of Versoll Books.
Try restoring to a different computer as a test.

Database Corruption

Do not force-close the application during transactions.
Ensure stable power supply to prevent sudden shutdowns.
Use a UPS (Uninterruptible Power Supply) for critical workstations.

Summary Checklist

Export reports regularly for compliance and analysis.
Back up the database based on your transaction volume.
Store backups in multiple locations (local and cloud).
Archive year-end reports and database for 8+ years.
Test restore procedures periodically.
Protect access to financial data with strong passwords.

<- Reports Overview Documentation Home ->