Backing up or checking out data and other items

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Use the Backup/Check Out dialog to back up (archive) and/or check out plan data and other items to a Planner CS backup file (*.bck). Among the items are report sets, custom reports, report layouts, graphs, letter templates, preparer options, Watch Window templates, and federal interest rates. The check out feature is useful if you want to take files to an off-site location and do not want anyone to modify the items while you have them checked out.

Note: Not all of the items that can be backed up can also be checked out. If an item can be checked out, a checkbox will be available in the C/O column when the item is selected.

  1. Choose File > Backup.

    Note: If the Inaccessible Plans dialog appears, it means the data file for a listed plan ID cannot be found in the client data directory displayed. Do one of the following:

    • If the plan data file exists but is in a different directory, choose Tools > Change Data Directory and select the correct location. Then choose Tools > Update Plan List.
    • If the plan data file does not exist, the plan ID can be deleted from the Plan List by choosing File > Delete Plan.
  2. In the Backup/Check Out dialog, notice the tabs near the top. Each tab represents different types of items that are available for backing up or checking out. Do one of the following:

    • To select one or more items that are listed within a single tab, click a tab, highlight an item in the left pane, and click the Select button.
    • To select all items that are listed within a single tab, click a tab and click the Select All button.
    • To select all items that are listed in all tabs, click the Global button.
  3. Perform the following steps to select items to be checked out.

    1. In the Check out by field, select the name of the preparer, if necessary, to whom the item(s) will be checked out.
    2. In the Selected Items list, mark the C/O checkbox next to the item(s) to be checked out.

    Notes

    • Multiple preparers cannot check out the same item.
    • An item name is displayed in blue in the Selected Items list if the item is already checked out and the preparer listed in the Checked Out By column is the same preparer selected in Check out by field. An item name is displayed in red in the Selected Items list if the item is already checked out and the preparer listed in the Checked Out By column is not the preparer selected in Check out by field.

    Note: To override the checked-out status of items, see Overriding the checked-out status of data.

  4. Click Done.
  5. When prompted, navigate to the backup location (CD drive, hard drive location, or network location) and click the Save button.

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