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Your data: backups and exports

The data in your OLY ERP belongs to your company. OLY keeps it safe with daily backups, and you can take a copy at any time. This page explains what is backed up, how to export data yourself, and how to ask for a full copy.

Your data is yours

  • Your company owns all the data you enter: customers, items, invoices, accounts, staff records and attachments.
  • OLY uses your data only to run and support your system.

Backups

  • OLY backs up your whole system every day.
  • Backups are encrypted and stored in a second location, separate from the main server.
  • If something goes badly wrong, OLY can restore your system from a backup. Report any serious data problem at once through oly.et/issues.
  • Backups protect against loss. They are not a way to undo normal mistakes. To fix a wrong document, cancel and amend it.

Steps

Export a list or report yourself

You can export any list or report you can see, at any time.

  1. Open the list (for example Customer or Sales Invoice) and switch to Report view, or open a report such as General Ledger or Stock Balance.
  2. Set the filters, for example the start and end dates of your last Fiscal Year.
  3. Click the ... (menu) button and click Export.
  4. Choose Excel or CSV and click Export.

Many admins export key reports at each month end, for example Trial Balance, Accounts Receivable, Accounts Payable and Stock Balance, and keep them in a safe folder.

Ask for a full copy of your data

  1. Go to oly.et/issues and open a ticket.
  2. Ask for a full copy of your data and say what it is for (for example an audit or your own archive).
  3. OLY prepares the copy and tells you in the ticket how to collect it safely.

Only your system admin or an owner of the company should request a full copy.

When a subscription ends

  • If your subscription ends, you can still export your data for 30 days.
  • Plan ahead: export the reports you need, or ask for a full copy through a ticket before the 30 days are over.

Good to know

  • Exports contain sensitive data like prices, salaries and customer details. Store them safely and do not share them by public links.
  • Users can only export what their roles allow. See Roles: who can do what.
  • An export shows the data at that moment. Export again after late changes, for example after month-end entries.
Last updated 1 week ago
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