Windows 95, Windows 98, Windows ME and Windows 2000 will not allow a user to write any file data directly to a CD-R (CD-Recordable) or a CD-RW (CD-Rewriteable). This is because the initial technology of Compact Disc media was such that CD's were "read-only" devices, meaning that a computer could only "read" the data, but not "write" or modify any of the data on the CD. This is why CD's are usually referred to as "CD-ROM", which means "Compact Disc, Read-Only Memory"
Due to this technology, no program can perform a "Save As " directly to a CD-R or CD-RW in any of these versions of Windows. Windows XP is designed to incorporate this preferred "write-directly-to-disk" method, but it has not been fully implemented yet. Most users can only put information on a CD-R or a CD-RW using special "CD-burning" software that creates the information stored on the CD-R or CD-RW.
As for how this applies to our Invoicing programs, you cannot make a "Backup" file directly to a CD-R or a CD-RW disc using the "Backup" command in the File Menu. If you do so, the program "makes" the Backup, but it is never saved to the CD-R or CD-RW, because Windows cannot inherently save information directly to these kinds of discs. You certainly can make a Backup file on a CD-R or CD-RW, but you will have to make the Backup file on the hard drive first, then use your special CD-burning software to write the file from your hard drive to the CD-R or CD-RW.
Here is a way you can make and restore Backups in your Invoicing program using a CD-R (CD-Recordable) or a CD-RW (CD-Rewriteable) disk:
TO MAKE A BACKUP on CD-R or CD-RW:
- Open your Invoices program
- Open your saved Invoices file
- Choose "Backup" from the File Menu
- On the window that appears, click the "Browse " button
- Change the "Look In" selection at the top of the new window to say "Desktop "
- Use the default Backup file Name (preferred) or type in your own Backup file name
- Click "Open "
- Click "Yes" - you should get a message "Selected files backed up successfully "
- Click OK to this message; your Backup file should now be on the Desktop
- Close your Invoicing program (do not make a Backup if prompted, since you've already done this)
- Open up your CD-burning software program (if you do not have one, contact your PC manufacturer for help)
- Follow the Help or Documentation for your CD-burning software program to "burn" the Backup file you made on the Desktop to a CD-R or CD-RW drive.
- When you're done, go to your "My Computer" and "browse" the CD-R or CD-RW in Windows Explorer to verify that the Backup file appears on the disc.
TO RESTORE A BACKUP from CD-R or CD-RW into your Invoices program:
- Place your CD-R or CD-RW with the Backup file on it in your CD drive
- Open your Windows Explorer and "browse" to your CD-R or CD-RW disc; you should see your Backup file
- Right-click once on the Backup file icon and choose "Copy "
- Close Windows Explorer and any other windows that are open on your screen
- Right-click once on a blank part of your Desktop and choose "Paste "
- A copy of the Backup file should appear on your Desktop where you clicked
- Right-click once on this Backup file copy on your Desktop
- Choose "Properties " from the menu that appears; you will see a window with file information
- Look for a "check" next to a checkbox that says "Read-only "
- If you see a check next to this option, click to UN-check it
- Click the "Apply " button
- Click the "OK " button
- Open your Invoices program
- Open or Create an invoices file with the SAME name as the filename you used from which you made your original Backup
- Once you have your file open, click on the File Menu and choose "Restore from Backup "
- Click "Browse "
- Change the "Look In" selection at the top of the window to say "Desktop "
- Find your Backup file in the window underneath and left-click on it once to highlight it
- Click your checkbox entries for "Invoices", "Customers" and "Products " according to what you want to restore
- Click OK
You will get one of the following messages on your screen:
A) "Restoring from backup will replace the contents of your current files and could result in lost data. Are you sure you want to continue?"
This means that you have successfully identified the proper filename and Backup file. Click "Yes " to proceed with your Restoration and you should see your invoices, customers products on their appropriate program tabs.
B) "The selected file does not contain valid information for **file name 1**. However, this file does contain valid information for **file name 2**. If you want tHow I can avoid data corruption in my invoices file?o restore **file name 2** you must first open the file."
This means that the invoice file is corrupt. An Invoices file usually becomes corrupt when the Invoicing program is shut down abnormally. Since the invoicing database is open and in a constant "read-write" state, the file will lose its integrity if the program is not closed properly. Common causes of an "abnormal" shutdown are:
- A power outage hits the system while you were using your Invoicing program
To avoid this, you may want to consider purchasing a battery backup for your PC to activate in case of power loss on your system. Also be sure to make Backup files from your program (do so by selecting the File menu in your program and choosing Backup - you will need a floppy disk to make your Backup).
- The PC "locks up" when you are using a program and you have to manually re-boot the system.
Sometimes Windows-based systems will fail to execute a command properly and a program may "halt" as it cannot perform its intended function. This could be because the Windows Operating System is damaged or unstable, or the program is unstable, or the system cannot process too many tasks at one time. If this happens in ANY program, your entire system may "lock up" and you would have to re-boot your system by using the Power button instead of the Windows "Shutdown" command in the START menu.(Filename) cannot be opened due to possible data corruption. Would you like to restore a Backup file?
If you do this (Filename) cannot be opened due to possible data corruption. Would you like to restore a Backup file?sort of forced shutdown while our Invoicing program is open, the active file will usually become corrupted. Be sure to make Backup files from your program (do so by selecting the File menu in your program and choosing Backup - you will need a floppy disk to make your Backup) to restore your data if this happens.
- You close your invoicing program using CTRL+ALT+DEL instead of using the FILE menu to choose EXIT.
Always close your invoicing program by choosing Exit from the File menu, or click the X button in the upper-right of your screen to close your program this way. You will often be prompted if you want to make a Backup file - you should be doin this on a regular basis using a floppy disk or other storage media.
How I can avoid data corruption in my invoices file? The best way to avoid file corruption is to make sure your system is as stable as possible! Newer Windows operating systems tend to be more stable than older ones, and Windows installations that have been maintained with regular Updates will often perform better than installations with older software. To ensure your Windows installation is as up-to-date as possible, visit the Windows Update web site to check for fixes and enhancements for your system (this is a good idea to do on your system at regular intervals to see if there are any necessary updates you need to keep your system running well).
Windows Update can be found on the internet at:
t you have not exactly matched the file name of the currently open Invoices file with the stored Backup's Invoices file name. The program can only restore a Backup if the file names match exactly. To try again, start at step 14 and make sure that you are creating or opening an Invoices file that matches the name you received in the message for what appeared for **file name 2**.
"No .inv files found in backup file"
This means that the file path is wrong for where you have chosen to restore a file from, or the Backup file itself is corrupted, or the CD-R or CD-RW disc was corrupted/damaged. You will need to restore a different Backup file
In general, it is a good idea to use a CD-R or a CD-RW to make a restore Backups in our Invoicing programs, because the discs are cheap, durable and can hold a tremendous amount of data. If you do not have a CD-R or CD-RW drive, you can always use the Backup procedure to write your data to a 3.5" floppy disc instead.