Tax and SARS knowledge base

How do I back up or restore e@syFile Employer data?

Last reviewed: 28 August 2026

Direct answer

Back up e@syFile Employer data before a software update, device replacement, database change, troubleshooting step or restoration attempt. SARS's current e@syFile TC Employer Guide says Database Utilities can create a backup and restore a database. It also says that a prior-database restore overwrites all current data, so protect the current state first.

Do not treat a copied folder with an unclear date as a reliable payroll backup. A useful backup can be identified, protected, restored by an authorised person and matched to the payroll and reconciliation period it is meant to support. SARS provides the current e@syFile Employer information and downloads, so its current page should be checked before relying on an old procedure.

What this means in practice

Make recovery a controlled payroll process, not an emergency improvisation. Before changing anything, identify the computer, user profile, e@syFile release, tax year, latest submitted return and current data state. Save the existing payroll export and submission evidence separately from the e@syFile backup. They are related, but they are not interchangeable.

Label each backup clearly with the organisation, date, time, operator, software release if known and purpose, such as before update or before correction. Store it in a location with appropriate access controls and a second protected copy where the business continuity plan requires one. Payroll data contains personal and financial information, so an unprotected USB drive or shared personal folder is not an appropriate default.

A restore can replace newer data with older data. Therefore, do not restore merely to see whether it works. First preserve the current production state. Then document what must be recovered, why, which backup is authoritative and what records will be used to check the result. Where possible, test the recovery in a controlled non-production environment or with vendor and SARS-supported guidance.

Step-by-step

Pause non-essential changes to the e@syFile data and identify the issue: update, lost device, damaged data, migration or user error.

Record the current system date, operator, relevant tax year, latest submitted EMP501 status and the location of current payroll source reports.

Create a controlled backup using the method shown in the current SARS e@syFile Employer guidance for the installed release. Do not invent a file path or use an unverified internet download.

Save the backup with a clear name and store it in a secure, access-controlled location. Keep a log showing when it was created and by whom.

Verify the backup according to the current procedure. A size check alone does not show that a backup contains the required data.

Before restoring, create a fresh copy of the current production state and obtain approval from the person responsible for payroll and reconciliation.

Restore only the identified backup, then compare key data to the pre-restore record: employer details, tax year, employee count, submitted returns and reconciliation totals. Save the restoration log.

Documents and records to keep

Backup and recovery log, including date, operator, reason and storage location.
Record of the e@syFile Employer release and current SARS guidance used.
Payroll exports, EMP501 receipts, validation reports and pre-restore evidence.
Approval for a production restore and the post-restore comparison report.

These records help distinguish a restored historical file from the current payroll records. They also reduce the risk that a later reconciliation uses an outdated dataset.

Important limits and exceptions

Backing up e@syFile Employer does not replace payroll-system backups, employee source records or SARS submission receipts. Each performs a different function. A restored database can also contain data that is technically intact but no longer current, so reconciliation is required before it is used for a return or correction.

If a file appears corrupted, missing or inconsistent with a submitted return, do not repeatedly install software or overwrite data in the hope of resolving it. Preserve evidence first and use the current official guidance or obtain technical support. Do not disclose backups to unapproved third parties.

When to get tailored advice

Get assistance where the recovery affects an already submitted annual reconciliation, a data breach, ransomware event, payroll-system migration or a multi-entity employer profile. Advice is also prudent if the business cannot verify which backup is authoritative.