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Year-end step 1: Payroll Accord application and database backup (on‑premise only)

Shirley Bousfield
Updated
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⚠ Hosted customers do not need to complete this step.
  • On‑premise customers must complete this step before updating their Payroll software and before starting any year‑end processing.
  • This procedure should be started once the final payroll for the current tax year has been completed and your Final FPS and EPS submissions have been made.
  • There is a checklist linked here which will help you to follow the procedure in the most effective way and prevent any important steps from being missed for the overall End of Year process.

⚠ Important: 

  • Before starting the payroll update procedure, it is strongly recommended to update and close all payrolls in all companies
  • Failing to do so will necessitate the payrolls to be recalculated before they can be updated on the new (updated) system
  • Please note that if you calculated a payroll on the old (pre-updated) system and subsequently updated the payroll on the new (updated) system without re-running the calculation step, you may get unpredictable and potentially incorrect results

 

Step 1. Payroll Accord application and database backup

This step includes:

1.1 Creating a copy of your current Payroll application folder

  • Before you start updating your current system, ensure you have created a copy of your current Payroll application directory.
1.1.1 If you know the location of the application folder you can create a copy using the copy-paste function in Windows File Explorer – follow instructions in 1.1.2 step, otherwise please follow the steps below to retrieve application folder location.
  • Access the Registry Editor: Go to the Windows Start menu, type "regedit," and select the Registry Editor.
  • Navigate to the Registry Entry: Computer\HKEY_LOCAL_MACHINE\SOFTWARE\WOW6432Node\Payroll BS\Accord.ini
  • Retrieve the Folder Directory: click on Accord.ini file and check data for "ACCORDDIRECTORY", this entry will contain the path for the Payroll Application.
  • In our example provided in this document, the application is mapped to the P:\ drive. It's important to note that the drive letter might differ on other systems where the application is installed.
  • Additionally, instead of a mapped drive letter, the application might be accessible via a full UNC path that directly points to the server where the application is hosted.
1.1.2 Ensure you have accurately determined the application directory. Then follow the steps below to take a copy of the application folder:
  • Open File Explorer: Navigate to the location of the application folder using File Explorer.
  • Locate the Application Folder: Find the folder you want to copy.
  • Copy the Folder: Right-click on the folder, then select "Copy" from the context menu. Alternatively, you can use the keyboard shortcut: Ctrl + C.
  • Navigate to the Destination: Go to the location where you want to paste the copy of the folder.
  • Paste the Folder: Right-click in the destination folder or space and select "Paste" from the context menu. Alternatively, you can use the keyboard shortcut: Ctrl + V.
  • Confirmation: Once you've pasted the folder, a copy of the original folder will appear in the destination location.

Notes:

  • If the folder you're copying contains a large amount of data, the copy operation might take some time.
  • Please be cautious when performing these actions to avoid accidentally modifying or deleting critical files or folders.
  • Ensure that you have the necessary permissions to perform these actions; dealing with the system folders or directories will require administrative access.  

 

1.2   Creating Payroll full database backup

  • Create a full database backup in Microsoft SQL Server Management Studio (step 1.2.1) or Sybase Central (step 1.2.2). Follow the appropriate steps according to the database type you are using.
1.2.1 If you are running Payroll on Microsoft SQL Server Management Studio (SSMS):
  • Open SQL Server Management Studio (SSMS): Launch SQL Server Management Studio and connect to the SQL Server instance.

Create Full Database Backup:

  • In the Object Explorer, navigate to the Databases folder.
  • Right-click on the database you want to back up.
  • Select Tasks and then click on Back Up...
  • In the Back Up Database window:
  • Ensure the correct database is selected in the Database field.
  • Choose Full under Backup type.
  • Specify the destination for the backup in the Destination section.
  • You can also set options for backup compression, backup set expiration etc.
  • Click OK to initiate the backup process.
1.2.2 If you are running Payroll on Sybase Central for Sybase ASE:
  • Open Sybase Central: Launch Sybase Central and connect to your Sybase ASE server.
  • Perform Full Database Backup:
    • In Sybase Central, navigate to the "Backup/Recovery" section or the specific database management area.
    • Locate the database you want to back up.
    • Right-click on the database and select the option for backup.
    • Follow the on-screen instructions:
      • Specify the backup device or location.
      • Choose the backup type (full backup).
      • Confirm any additional settings or options required.
  • Proceed with the backup operation.
  • The steps might slightly differ based on the versions of SSMS and Sybase Central you are using.
  • Please ensure that you have the necessary permissions to perform database backups in your environment.
⚠ Important: Do not continue with this procedure until you have successfully backed up your current system.

 

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