Understanding Sage 100 Data Structure
Before diving into backup procedures, it's essential to understand where Sage 100 stores its data. The primary data location is the \MAS90 folder, named after the software's previous brand name[1]. This folder contains critical information including:
System Files
- Company data files
- Program files
- Configuration settings
- Module-specific data
Additional Data Locations The system may store data in several locations depending on your configuration:
- Main \MAS90 directory
- Alternate directories (if configured)
- Paperless Office document storage
- SQL Server databases (for Premium version)
Primary Backup Methods
Full System Backup
The most comprehensive and recommended approach is performing a complete backup of the \MAS90 folder and all its subfolders[1]. This method ensures you capture all necessary data components and simplifies potential restoration processes.
Copy Company Feature
Sage 100 provides a built-in "Copy Company" feature that creates a backup within the system[2]. To use this feature:
- Navigate to Library Master > Main Menu > Company Maintenance
- Create a new Company Code and Company Name
- Click the Copy button
- Enter the source company code
- Select all modules for a complete backup
- Click Proceed to initiate the backup process
SQL Server Backup (Premium Version)
If you're using Sage 100 Premium, you'll need to backup both the \MAS90 folder and the SQL Server databases[1]. This includes:
- MAS_SYSTEM database
- MAS_XXX databases (where XXX represents each company code)
Verifying Data Locations
Checking Installation Path
To confirm your Sage 100 installation location:
- Open Sage 100
- Click File menu
- Select Run
- Type INFO[1]
Confirming Alternate Directories
To verify if your system uses alternate directories:
- Access Library Master
- Navigate to Company Maintenance
- Enter your company code
- Click the Preferences tab
- Review the displayed paths for main data and payroll data[1]
Paperless Office Considerations
If you use Paperless Office functionality, additional backup steps are required[1]:
- Navigate to Paperless Office > Setup > Paperless Office Options
- Check if any of the four options in the upper left are enabled
- If enabled, go to Paperless Office > Setup > Form Maintenance
- Document all PDF Directory paths
- Include these locations in your backup routine
Backup Best Practices
Frequency
Daily Backups
- Perform full backups daily during off-hours
- Maintain multiple backup copies
- Rotate backup sets to ensure data availability
Before Major Operations Create additional backups before:
- Software upgrades
- Period-end processing
- Year-end closing
- System modifications
Storage Considerations
Implement proper backup storage practices:
- Store backups in multiple locations
- Use off-site storage for disaster recovery
- Maintain proper backup rotation schedules
- Test backup integrity regularly
Backup Verification
After creating backups, verify their integrity:
- Run trial balances in each module
- Perform spot checks of critical data
- Verify file sizes and dates
- Test restore procedures periodically[2]
Special Considerations
Premium Edition
For Sage 100 Premium users, additional steps are required:
- Backup SQL Server databases
- Include system databases
- Maintain transaction logs
- Consider using SQL Server backup tools
Custom Configurations
If your system includes custom modifications:
- Document all customization locations
- Include custom report folders
- Backup modified program files
- Preserve custom form templates
Recovery Planning
Documentation Requirements
Maintain detailed documentation including:
- Backup schedules
- Storage locations
- Recovery procedures
- Contact information for support personnel
Testing Procedures
Regularly test your backup and recovery procedures:
- Perform test restores
- Verify data integrity
- Document recovery time objectives
- Update procedures as needed
Security Considerations
Implement proper security measures for backups:
- Encrypt backup files
- Restrict access to backup locations
- Maintain backup logs
- Monitor backup success/failure
Automated Backup Solutions
Consider implementing automated backup solutions:
- Schedule regular backups
- Monitor backup completion
- Receive notification of backup status
- Maintain backup logs
Troubleshooting
Common Issues
Address common backup-related problems:
- Insufficient storage space
- Network connectivity issues
- File access conflicts
- Backup timing conflicts
Support Resources
Know where to find help:
- Contact your IT department
- Consult your Sage partner
- Review Sage documentation
- Maintain support contact information
Disaster Recovery
Planning
Develop a comprehensive disaster recovery plan:
- Document recovery procedures
- Maintain current contact lists
- Define recovery priorities
- Establish recovery time objectives
Testing
Regularly test disaster recovery procedures:
- Perform full recovery tests
- Document test results
- Update procedures as needed
- Train key personnel
Conclusion
Proper backup procedures are essential for protecting your Sage 100 data and ensuring business continuity. Regular backups, combined with thorough testing and documentation, provide the foundation for effective data protection and disaster recovery capabilities. Remember to review and update your backup procedures regularly to accommodate changes in your business operations and system configuration.
Citations: [1] https://s-consult.com/2019/03/21/how-to-backup-sage-100-and-sage-100cloud/ [2] https://www.top-sage-resellers.com/blog/how-to-backup-sage-100-erp-company-database [3] http://sage100contractorhelp.sagecre.com/help/databaseadministration/20_1/Content/2_TuneupBackupRestore/BackingUp.htm [4] https://us-kb.sage.com/portal/app/portlets/results/botviewsolution.jsp?hypermediatext=null&solutionid=222924550020262 [5] https://www.youtube.com/watch?v=uo5kPGX4VZI [6] https://www.top-sage-resellers.com/sage-100-tips-tricks.html [7] https://cdn.na.sage.com/docs/en/customer/100contractor/26_1CA/open/DatabaseAndCompanyAdministrationGuide.pdf [8] https://us-kb.sage.com/portal/app/portlets/results/view2.jsp?k2dockey=223924650037699 [9] https://www.acutedata.com/how-to-backup-sage-100-standard-or-sage-100-advanced/
