Database Management

Manage your QoBooks database including backups, restores, and resets.

Overview

The Database Management module allows you to:

• Create database backups
• Restore from backup files
• Reset database to initial state
• Export data in various formats
• Import data from external sources
• Monitor database health

Database Backup

Creating a Backup

1. Navigate to Database Management

   • Go to Settings > Database
   • Click "Backup" tab

2. Backup Configuration

   • Backup Name: Descriptive name for backup
   • Description: Optional description
   • Include: Select data to include
     • All data
     • Transactions only
     • Master data only
   • Compression: Compress backup file

3. Create Backup

   • Click "Create Backup"
   • Backup process begins
   • Progress indicator shown
   • Backup file downloaded when complete

Backup Types

Full Backup

• Includes all database tables
• Complete system state
• Largest file size
• Longest backup time
• Recommended for periodic backups

Transaction Backup

• Includes transaction tables only
• Sales, purchases, inventory movements
• Smaller file size
• Faster backup time
• Useful for frequent transaction backups

Master Data Backup

• Includes configuration data only
• Organizations, users, items, customers, suppliers
• Smallest file size
• Fastest backup time
• Useful for configuration backups

Backup Schedule

Configure automatic backups:

1. Navigate to Backup Schedule

   • Go to Settings > Database
   • Click "Backup Schedule" tab

2. Schedule Configuration

   • Enable: Enable automatic backups
   • Frequency: Daily, Weekly, Monthly
   • Time: Backup time
   • Retention: Number of backups to keep
   • Backup Type: Type of backup to create

3. Save Schedule

   • Click "Save"
   • Backups created automatically

Backup Storage

• Local Download: Downloaded to your computer
• Cloud Storage: Upload to cloud storage (if configured)
• Retention Policy: Old backups automatically deleted
• Backup History: View all backup history

Database Restore

Restoring from Backup

Warning: Restore will overwrite existing data. Create a backup before restoring.

1. Navigate to Database Restore

   • Go to Settings > Database
   • Click "Restore" tab

2. Select Backup File

   • Upload backup file
   • Or select from backup history
   • Verify backup details

3. Restore Options

   • Overwrite: Overwrite existing data
   • Merge: Merge with existing data
   • Preview: Preview restore changes

4. Execute Restore

   • Click "Restore"
   • Confirm restore action
   • Restore process begins
   • System may be unavailable during restore

5. Completion

   • Restore confirmation shown
   • System restarts if needed
   • Verify data integrity

Restore Scenarios

Complete Restore

• Overwrites entire database
• Returns to backup state
• All current data lost
• Use for disaster recovery

Selective Restore

• Restores specific tables
• Preserves other data
• More complex process
• Use for partial recovery

Point-in-Time Recovery

• Restore to specific point in time
• Requires transaction logs
• Advanced feature
• Contact support for assistance

Database Reset

Reset Workflow

The database reset workflow permanently deletes all transactional data and restores the system to initial state. This is a destructive action that cannot be undone.

What Gets Removed:

• All transactions (sales, purchases, etc.)
• Customers & Suppliers
• Products & Inventory
• Payments & Adjustments
• Invoices, Bills & Receipts
• Reports & Analytics Data
• Activity Logs
• All other business data

What Gets Preserved:

• Organization settings
• Users, roles, and permissions
• Branches and locations
• Currencies and tax settings
• System configuration

Reset Process

The reset process uses a multi-step verification system:

Step 1: Channel Selection

• Choose verification channel (Email or SMS)
• Email: 6-digit code sent to registered email
• SMS: 6-digit code sent to registered phone

Step 2: Email Verification

• Click "Send Verification Code"
• Enter 6-digit code from email
• Code expires after 10 minutes
• Resend available after 60 seconds

Step 3: SMS Verification (Optional)

• Click "Send SMS Code"
• Enter 6-digit code from SMS
• Code expires after 10 minutes
• Resend available after 60 seconds

Step 4: Final Confirmation

• Type "RESET" to confirm
• Button only enabled when "RESET" is typed
• Warning message about data permanence

Step 5: Execute Reset

• Click "Reset Database"
• Reset process begins
• System shows loading state
• All transactional data deleted

Step 6: Completion

• Success message displayed
• System refreshed
• Ready for fresh start

Before Resetting

Important: Before resetting, we strongly recommend:

1. Create a Backup

   • Navigate to Database > Backup
   • Create a full backup
   • Download backup file
   • Store in safe location

2. Export Critical Data

   • Export customer lists
   • Export supplier lists
   • Export item catalogs
   • Export reports

3. Notify Users

   • Inform all users of reset
   • Schedule maintenance window
   • Ensure no active transactions

4. Review Settings

   • Verify organization settings
   • Check user permissions
   • Confirm branch configuration
   • Review tax and currency settings

Reset Use Cases

• Testing: Reset test database after testing
• Data Cleanup: Remove old transactional data
• Fresh Start: Start fresh with new business cycle
• Data Migration: Prepare for data import
• Troubleshooting: Resolve data corruption issues

Data Export

Export Options

1. Navigate to Data Export

   • Go to Settings > Database
   • Click "Export" tab

2. Export Configuration

   • Format: CSV, JSON, XML, or Excel
   • Tables: Select tables to export
   • Date Range: Filter by date
   • Filters: Additional filters
   • Compression: Compress export file

3. Execute Export

   • Click "Export"
   • Export process begins
   • File downloaded when complete

Export Formats

CSV

• Comma-separated values
• Compatible with Excel
• Simple format
• Good for data analysis

JSON

• Structured data format
• Preserves relationships
• Good for developers
• Used for API integration

XML

• Structured markup
• Preserves schema
• Good for system integration
• Industry standard

Excel

• Native Excel format
• Multiple sheets
• Formatted output
• Good for reporting

Data Import

Import Process

1. Navigate to Data Import

   • Go to Settings > Database
   • Click "Import" tab

2. Upload File

   • Select import file
   • Verify file format
   • Preview file contents

3. Import Configuration

   • Mapping: Map fields to database columns
   • Validation: Validate data format
   • Duplicates: Handle duplicate records
   • Errors: Error handling strategy

4. Execute Import

   • Click "Import"
   • Import process begins
   • Progress indicator shown
   • Import summary displayed

Import Validation

• Required Fields: Verify required fields are present
• Data Types: Verify correct data types
• Foreign Keys: Verify referenced records exist
• Business Rules: Verify business rule compliance
• Duplicate Check: Check for duplicate records

Database Health

Health Monitoring

Monitor database health indicators:

• Storage Usage: Disk space used
• Table Sizes: Size of each table
• Index Usage: Index efficiency
• Query Performance: Query execution times
• Connection Pool: Active connections

Maintenance Tasks

Perform regular maintenance:

• Optimize Tables: Rebuild table indexes
• Clear Cache: Clear query cache
• Update Statistics: Update table statistics
• Archive Data: Archive old data
• Vacuum Database: Reclaim unused space

Security

Access Control

• Admin Only: Only administrators can access
• Audit Logging: All database operations logged
• Approval Required: Some operations require approval
• IP Restrictions: Restrict by IP address

Backup Security

• Encryption: Backup files can be encrypted
• Access Control: Restrict backup access
• Secure Storage: Store in secure location
• Retention Policy: Secure deletion of old backups

Best Practices

Backup Strategy

• Create regular backups
• Use multiple backup types
• Store backups off-site
• Test restore procedures
• Keep backup history

Restore Planning

• Document restore procedures
• Test restore regularly
• Have recovery plan ready
• Train staff on restore process
• Keep contact info for support

Reset Planning

• Only reset when necessary
• Always backup before reset
• Notify all users
• Schedule during downtime
• Verify after reset

Data Export

• Export regularly
• Use appropriate format
• Validate exported data
• Store exports securely
• Document export procedures

Data Import

• Validate before import
• Test with small sample
• Have rollback plan
• Monitor import process
• Verify after import

Troubleshooting

Backup Fails

• Check disk space
• Verify database connection
• Check for table locks
• Review error logs
• Contact support if needed

Restore Fails

• Verify backup file integrity
• Check database connection
• Verify sufficient disk space
• Review error logs
• Contact support if needed

Reset Fails

• Verify verification code
• Check database connection
• Verify admin permissions
• Review error logs
• Contact support if needed

Export Fails

• Verify file permissions
• Check disk space
• Verify data exists
• Review error logs
• Contact support if needed

Import Fails

• Verify file format
• Check field mapping
• Validate data format
• Review error logs
• Contact support if needed

Support Resources

Documentation

• Detailed backup/restore guides
• Import/export documentation
• Troubleshooting guides
• Best practices

Community

• Community forum discussions
• User-shared procedures
• Tips and tricks
• Peer support

Direct Support

• Email support for technical issues
• Chat support during business hours
• Phone support for enterprise
• Emergency support for critical issues