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Data Backup

Send-Data Button Removed (v 6.0.3600)

Older versions of the software had a 'Send-Data Button' on the far right of the main menu. When pressed the program would upload the store's PPSS data to our main server as a backup of data files.

The Send-Data Button has been removed because it was being used as the sole means of backup when local backups should be made every day. The button has been removed and replaced by an automatic backup to occur once every day at the time set in Program Setup on the General tab (at the bottom of that page).

For computers on networks, on each remote station, set the backup time to something like 25:00 (a nonexistent time) to prevent those computers from attempting to create additional backups of the data on the host computer.

The Importance of Data Back Up

By default shop data is stored in files in the BCSS folder (C:\BCSS or C:\Program Files(x86)\BCSS or C:\Program Files\BCSS). These files are worth the cost of having to reenter all data lost since the last backup of data.

Easy Local Backup Options

By default the PPSS folder on the C: drive contains the store's data files. (The names of the files have extensions of .dbf, .cdx and .fpt.) If a different location was selected during installation of the program, the PPSS folder will be in that location.

  1. Copy the BCSS folder and save it to a flash drive.
  2. Right click on the folder, click Rename and type a name that includes the date, like BCSS-5-25-17.

Automatic Backup to an External Storage Device

A 'device' is an external hard drive, flash/pen/thumb drive or any other form of external storage.)

On remote computers on a network, set the backup time to 25:00 to avoid having the automated backup run on remote stations.

With Version 6.0.3832 released on 6-22-2015, data backup became automatic, making a daily copy of data at a time set in Program Setup > General Tab.

  1. To set the time of day for auto backups, go to Program Setup > General Tab.
  2. At the bottom enter the time of day for backups in 24-hour format.
  3. Save/Exit
  4. Click on File the User Interface.
  5. Click on the Find Button:

  6. Navigate to the folder containing the backup folders.
  7. Click Open.
  8. Save/Exit

At the time designated for backups, a message will appear giving a 2-minute heads up that the auto backup will commence. Use the 2 minutes to close any BCSS windows (like sales, batch enter, etc.) but style="leave the BCSS main window open".

Please do not attempt to use the computer during the backup process.

A message must appear confirming a successful backup.

Manual Backup to an External Storage Device

Note: The back-up procedures below assume you can access the BCSS program. If that is not possible then back up data simply by coping the entire BCSS folder (C:\BCSS or C:\Program Files(x86)\BCSS or C:\Program Files\BCSS) and pasting it in other locations (like a flash drive). Rename each copy and include the date of its creation.

  1. Create a folder on the flash drive and name it BCSS DATA DO NOT REMOVE. Within that folder create two folders named 'Noon' and 'Close'. Within those folders create a folder for each day of the week. (For convenience download and unzip this folder to the external drive. It contains the suggested folders.)
  2. Open BCSS.
  3. On the Main Menu select Utilities then 'Backup Database Manually'. (In older versions of the software, the link may be 'Backup Database Locally'.)
  4. A window will open named 'Choose a destination directory'. It's layout will vary with Windows versions but the action will be the same, which is to click on Computer (or My Computer IN XP). (Scroll the left navigation window up and down to find Computer.)

  5. Double click on backup drive. (The drive in this example is 'Local Disk (F:)'. The name of the flash drive and the drive letter will likely be different on your computer.)
  6. Double click on the folder where the data is to be stored.
  7. Select Open.

The message "Backup complete" will confirm a successful backup. If the confirmation does not appear, close BCSS, reopen it and try again.

Confirm the Backup

Verify that files have been saved.

  1. On the Desktop click on Computer or My Computer. (If that option is not present, on the desktop, right click away from any icon and select Personalize (or Properties). Click on 'Change desktop icons' and check all the boxes under 'Desktop icons'. Click OK.)
  2. Right click on the folder containing the backup files.
  3. Select Properties.
  4. The 'Contains' field should read '72 Files, zero Folders'.

Recover from Errors

Shop data is saved in the FoxPro database which has a system of checks and balances to keep data in correct form. When data becomes corrupted (by electrical surges, viruses, defective computer components and a variety of causes), the system will alert with an error message.

Make a copy of the C:\BCSS folder.

Restore the last data backup to see if the issue gets resolved. If so, reenter any data that was entered since the last backup and resume.

Restoring is basically the opposite of creating a backup.

On the Main Menu in BCSS, select Utilities then Restore Database. A window will open. Navigate to the backup folder, select it and click Open then Save.

There will be a pause during restoration and when completed, data will be displayed.

Close the program and reopen for a fresh start.

If BCSS cannot be opened open the folder containing the backup files, press Ctl+A to select all files then Ctl+C to copy all files to the clipboard. Go to the BCSS folder on C:, right click on it and select Paste and choose to overwrite existing files.

Need help? Dawn Warfield has years of experience with BCSS and is very knowledgeable. Feel free to contact her: Office: 843-900-8152 Cell: 843-714-5894,

End-of-Day Procedures

  1. Creat a paper record by printing reports for a time period desired. For reports for the day only, use the reports at the top of the program: Today Entered F8, Today Recap F9, Today Sold F10, Today Settled F11. For other time periods use the settings in Reports:

  2. Create two data backups - one to hard disk and the other to an external storage device - with the day's date.
  3. Take the external device home so you can recover from any shop disaster.
  4. Shut the computer down and disconnect it from the power supply.

Turn Power-Saving Options Off!

By default laptops are set to sleep or hibernate after the time set in Power Settings in the Control Panel Elapses. On all computers, to assure that the computer will not be sleeping at the time for the automatic backup of BCSS data, go to the Control Panel, Power Settings and adjust settings to assure that the computer will be responsive at backup time.

When the backup procedure begins, an alert will appear. The actual backup will not start for two minutes, to allow any processes running in BCSS to complete (to avoid data corruptions). Do not interfere with the process. The entire process may take about five minutes. When completed 'Backup complete' will appear. Close the message window and resume use of the program.

The backup will be sent to a folder on the C: drive, (C:\bcss data do not remove) which will contain a folder for every day of the week. That folder should be dragged (copied) frequently to an external drive (like a flash, thumb, pen drive) to avoid losing all backups to a crashed hard drive (and a myriad of other causes of lost data). In newer versions of the software these steps can be avoided by using an external storage device and setting it's location under File > User Interface.

It is imperative that data be stored off the computer. In the event of fire, theft, water damage, electrical surges, power failures, crashed drives, accidental deletion... data can only be recovered if it saved on an external storage device, or online.

There are several reliable online data backup services. Google Drive is free and services like Dropbox and Carbonite can back up all data on the computer, not just BCSS data.

Don't save any files to the BCSS folder (other than the files placed there by the program). Such files would be lost if the BCSS folder is deleted or lost. Place all ancillary files in a separate folder on an external device.

Data Reduction

Data Trim ($89) restores performance by removing older data from the working database. (The removed data is stored in an archive.) The following records are removed based upon a 'trim date' provided by the shop owner:

Deletion of consignor records is optional. When requesting a trim, please specify as to whether consignor records are to be deleted or not.

The options are:


  1. Inventory records with quantity not zero will not be removed.
  2. Any record associated with an unsettled sale will not be removed.

Need help? Dawn Warfield has years of experience with BCSS and is very knowledgeable. Feel free to contact her: Office: 843-900-8152 Cell: 843-714-5894,

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