                ANTHISTLE SYSTEMS & PROGRAMMING LTD.
                         563 Patricia Drive,
                         Oakville, Ontario,
                           CANADA L6K 1M4

                       Telephone 905-845-7959


                                                7th. January 1994


                MAKING BACKUPS OF YOUR EMPLOYEE DATA
                ====================================

We STRONGLY recommend that you keep backup copies of your employee 
data as it was going into each pay cycle. We suggest you keep as 
many pay cycles as you have room for, up to say a years worth, but 
at least keep the last two. The backups should ideally be made on 
real diskettes in case of a head crash or other catastrophic damage 
to the hard disk.


PAYROLL USA WILL MANAGE THE BACKUP FOR YOU.
-------------------------------------------

After running a pay cycle access Choice "F1 ADD OR UPDATE EMPLOYEE 
INFO. / ENTER HOURS" from the MAIN PAY MENU.  You will see our 
message about making the pay permanent and you will then be offered 
a chance to make a backup of the input to the last pay cycle before 
the output is copied forward. If all your employees are salaried and 
you have no hours to enter or other changes to make that would cause 
you to use the F1 Choice then the same prompt will appear next time 
you access Choice "F2 RUN A PAY CYCLE (CREATES REPORT FILES, ETC.)" 

The automatic backup creates a directory on the backup drive which 
is named for the pay date the files were input to. This also allows
you to backup several pay cycles on the same disk, space permitting, 
(because each is in its own directory). 

Example:

 Volume in drive A is ANTHISTLE
 Directory of  A:\

910315IN     <DIR>      3-15-91   2:33p
910329IN     <DIR>      3-29-91   2:37p
        2 File(s)    221856 bytes free

The files in the above directory were INput to the pay cycle dated 
910329 (1991, March, 29th.) . This directory will contain a copy of 
everything that was on the PAYROLL USA input directory (normally 
\PAYIN ) plus the PAYUSA.CNF file from the program directory 
(normally \PAYPGMS). Example A:\910329IN might contain: 

 Volume in drive A is ANTHISTLE
 Directory of  A:\910329IN

.            <DIR>      3-29-91   2:37p
..           <DIR>      3-29-91   2:37p
PAYUS941 DTA     3456   3-15-91   2:52p
PAYUSA   DTA    44800   3-30-91   4:59p
PAYUSA   INX     1280   3-31-91   5:11p
PAYUSA   CNF     8192   3-31-91   5:12p
        6 File(s)    221856 bytes free

The purpose of backing up the input directory rather than the output 
directory is that the output directory can easily be re-created by 
restoring the input directory and re-running the backed up pay 
cycle. (You might of course want to use the F1 choice to make 
changes to the Employees before the pay cycle if it were not just a 
straight re-run). This also assumes you are using the same version 
of the program (i.e. Federal Taxes have not changed since the 
backup). 


RESTORING THE PAYROLL USA BACKUP (IF NECESSARY)
-----------------------------------------------

Backups are like an insurance policy. You hope you will never need 
them. But, once in a while you might and then you will be glad you 
took the trouble to create them. If it is necessary to restore a 
backup follow these steps: 

1. From the MAIN PAY MENU select Choice "F5 CONFIGURATION & OTHER
   UTILITIES"

2. Another menu will appear, from that menu select Choice
   "F5 = RESTORE EMPLOYEE BACKUPS MADE BY PAYROLL USA".  Further
   information will then appear on your screen before the restore -
   press the Print Screen Key the first time you do it so you have
   some notes to follow after the restore.


LARGE EMPLOYEE FILES
--------------------

The PAYROLL USA backup is a FULL SIZE backup to ONLY ONE DISKETTE.
It has no provision for splitting files between several diskettes.
If the employee files will not fit on a single diskette you have two
choices:

1. Use the DOS BACKUP.EXE program (and DOS RESTORE.EXE if you need
   to put them back).

If you are doing this you have to do it from the DOS prompt. You
will not need to use our backup procedure (reply N when prompted for
it) but do your own backup of \PAYIN immediately after each pay
cycle. Full instructions for the use of these programs will be found
in your DOS Manual. They do a full size backup, but will spread it
over several diskettes if the files are too big to go on one
diskette. Assuming BACKUP.EXE (and RESTORE.EXE) is on drive C:
directory \DOS and your backup disk is in drive A: the command is

C:\DOS\BACKUP C:\PAYIN\*.* A:

Anything already on the diskette in Drive A: will be erased.

To restore a DOS backup put your backup disk in Drive A .

C:\DOS\RESTORE A: C:\PAYIN\*.*

Note that if more than one diskette is involved they are a matched
set. They must be restored in the same sequence as they were backed
up - label them with pay date and sequence numbers as they are
created by BACKUP.EXE Keep the disk sets for several pay periods and
rotate them so the oldest set is re-used each pay. The filenames 
themselves will not contain the pay date, but the file creation 
dates will give you a clue which is which if the external labels are
lost.

- OR -

2. Compress the Files using PKZIP.



PKZIP / PKUNZIP
---------------

Assuming the PKZIP program is on drive C: directory \UTILITY, you
want to make a compressed backup to a formatted diskette in drive A:
and your Payroll USA data is on drive C: directory \PAYIN then

C:\UTILITY\PKZIP -a A:\910329IN.ZIP C:\PAYIN\*.*

will create the backup file. No matter how many files were on \PAYIN 
only one file will appear on A: but it will contain all of \PAYIN 
and it will be considerably smaller than the original files. 

Compressed files have to be restored to full size and the component 
files seperated, before they can be used. PKZIP has a companion 
program PKUNZIP.EXE for this purpose. To restore a squeezed backup 
put your backup disk in Drive A . 

DIR A:\

will give you a list of available file names ( pay dates ) to pick
from. Assuming 910329IN.ZIP is required then


C:
CD \PAYIN
\UTILITY\PKUNZIP A:\910329IN.ZIP

then you can start up PAYROLL USA with

CD \PAYPGMS
PAYUSA

PKZIP also has options to back up files which even when compressed 
still will not fit on one diskette - it can span them over several 
diskettes - see the PKZIP manual.  It also has options to recurse 
subdirectories and even back up your entire hard drive in a 
compressed format to diskettes.       A very useful program ! 


Where to obtain further information on PKZIP
--------------------------------------------

PKZIP is available as a ShareWare program (so you can try before you 
buy) and may be downloaded with your modem from CompuServe or your 
local BBS.  It is also available from ShareWare disk distributors, 
or if you prefer you can order it direct from the author PKWARE, 
Inc. (see below).  The most recent version (as at 1993) is Version 
2.04g   02-01-93 

If you use PKZIP on a regular basis you are strongly encouraged to 
register it.  With a full registration of US $47.00 you will receive 
a comprehensive printed manual, the latest version of PKZIP, PKUNZIP 
& PKSFX software, and when available, the next version of the 
software.  See the PKZIP documentation for commercial and 
distribution licensing info.  Send check or money order to: 

                PKWARE, Inc.
                9025 North Deerwood Drive
                Brown Deer
                WI 53223     U.S.A.

                Support BBS: 414-354-8670  (Modem)
                        Fax: 414-354-8559

Price U.S.$47.00 plus $3.50 for shipping & handling (or $5.00 
overseas). Wisconsin residents add 5% sales tax.  When ordering 
state disk size required (3.5 or 5.25 inch) and whether for MS-DOS 
or OS/2. 

Note that PKWARE, Inc. have no connection to either PAYROLL USA or 
to Anthistle Systems & Programming Ltd. Do NOT send PAYROLL USA 
registrations to Brown Deer. PKWARE, Inc. are mentioned here only 
because they have an excellent low cost data compression program 
that you might find useful. Likewise, do NOT send PKZIP 
registrations to Anthistle Systems. 

                  Christopher Anthistle, President,
                          7th. January 1994
