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Backups and restore

What you’ll do here: understand how Setu keeps your shop’s data safe, set the backup recovery key, and bring a shop back after a problem.

Your bills, items, stock and accounts are kept on the shop’s computer. Setu backs them up by itself, but a backup only helps if it can be opened when the computer is gone. Take ten minutes to set the recovery key (below). It is the most important thing the owner does after setup.

Backups Setu takes by itself

Setu takes a backup:

• right after first-time setup;
• every day, in the background (the Matih Setu Sync service does this, even when nobody is billing);
• before every update and every restore.

The status band at the bottom shows when the last backup was taken, for example “Backup 28-10 21:00”. If it says “No backup yet — Utilities › Backup now”, take one.

These backups are on the shop’s computer. They protect you from a mistake or a damaged file, but not from losing the computer itself. For that, you need a copy away from the computer: Matih’s online backup, a pen drive, or both.

The backup recovery key

Every copy of your backup that leaves the computer, online or on a pen drive, is locked (encrypted) with the shop’s recovery key. Without the key, nobody can open it. Setu doesn’t keep the key on the computer and Matih doesn’t keep it either: only your paper copy has it.

Making the recovery key

Only the owner can do this, and once is enough.

1. Open Utilities › Advanced support (or the backup screen). Find Backup recovery key (owner).
2. Click Make a new recovery key. Setu shows the key in large letters.
3. Write it on paper, clearly. Check each character.
4. Type it back from your paper in Type the key back from your paper, then click Confirm and save.
5. Setu says “Recovery key saved. Copies to the backup drive are now encrypted with it.”

Keep the paper away from the shop computer: at home, in a locker, or with a family member you trust. Keep a second copy somewhere else.

Never type the recovery key into a phone message, WhatsApp or e-mail, and never tell it to anyone on the phone.

Checking your paper copy

To be sure the paper is right, type it in Check a paper copy and click Check. Setu says “Correct: this key opens this shop’s encrypted backups.” or “This key does NOT match. Check the paper copy.”

If you make a new key later, older copies still need the old key. Keep the old paper too, or make fresh copies.

Until the key is set, Setu reminds the owner once a day: “Set the backup recovery key (Utilities › Advanced support) so this shop can be restored if this computer breaks.”

Matih’s online backup

Once the recovery key is set, Setu also sends a locked copy of the shop’s backup to Matih online, whenever the computer is on the internet. The backup screen shows “Matih’s online backup: last went up …”.

Billing never needs the internet. The online backup simply catches up when the internet comes back.

Taking a backup now

Before anything risky, such as moving the computer or repairing Windows, take a fresh backup:

1. Choose Utilities › Backup now.
2. Click Backup now.

The list shows every backup with its time and whether it was checked.

The backup screen. Open it from Utilities › Backup now.

Copying a backup to a pen drive

1. Put the pen drive in.
2. In Utilities › Backup now, pick the backup (the newest is at the top).
3. Click Copy selected backup to pen drive / folder (encrypted)… and choose the pen drive.
4. Setu says “Encrypted copy saved: …. It opens only with the recovery key.” The file ends in .setubak.

Do this once a week, and keep the pen drive with the owner, not at the counter. The owner can also set Extra backup copy to in the Control Room for an automatic extra copy.

Restoring a backup on the same computer

Use this only when something has gone badly wrong, for example many bills entered wrongly or a damaged file, and Matih support agrees. Restoring takes the shop back to the time of the backup.

1. Choose Utilities › Restore backup (owner), or F4 on the main menu.
2. Pick the backup to go back to. To use a pen-drive copy, click Open backup file…, choose the .setubak file and type the recovery key.
3. Type RESTORE in capitals in Type RESTORE.
4. Click Restore selected backup.
5. Setu takes a backup of the current data first, then restores, and tells you what happened. Then it closes. Start it again from the Matih Setu icon and sign in.

After a restore:

• Bills saved after the backup may be missing. Setu names them. Enter them again from their paper copies.
• New bills continue in a new number series, so no bill number is ever used twice.
• If the shop is connected to Matih online, Setu fetches the bills that reached Matih after the backup, and says which ones couldn’t be brought back.

A new or repaired computer

If the shop computer breaks, is stolen, or is replaced, you can bring the whole shop back on another computer. Install Setu on it first (Installing). On the first-time setup page, don’t fill in the shop details. Use one of the two buttons under it.

From Matih’s online backup: Restore my shop

You need the internet, and one of: the shop’s licence key, the owner’s WhatsApp number (Sign in with Matih), or a pairing code from Matih support. You also need the backup recovery key on paper.

1. Click Restore my shop (new or repaired computer)….
2. Type the Licence key, or use Sign in with Matih with the owner’s WhatsApp number, or type a pairing code from Matih support.
3. Click Show the shop’s online backups and pick the backup to bring back (usually the newest).
4. Type the Backup recovery key from the owner’s paper.
5. Click Restore.
6. When it says Restore complete, Setu closes. Start it again and sign in with the shop’s existing users.

The shop’s licence moves to the new computer. The old computer, if it still works, stops making new bills after a few days and keeps its old bills for reading.

A shop can move itself this way a limited number of times a year. Utilities › Licence information shows how many moves have been used. For more, call Matih support.

From a pen-drive copy: Restore a backup instead

1. Click Restore a backup instead….
2. Choose the .setubak file on the pen drive.
3. Type the backup recovery key.
4. When it says the restore is complete, Setu closes. Start it again and sign in with the shop’s existing users.

The new computer then needs the shop’s licence: see Your licence.

If you lost the recovery key

If the shop computer still works, make a new recovery key straight away (above) and make fresh pen-drive copies. Old copies made with the lost key can’t be opened by anyone.

If the computer is gone and the key is lost, the backups can’t be opened. That’s why the paper copy matters.