How to Backup Sage 100

Using the Copy Company Feature

The Copy Company feature in Sage 100 provides a straightforward method to create a backup of your company data. This approach is particularly useful before performing year-end processing or making significant system changes[1].

Step-by-Step Process:

Navigate to Library Master > Main Menu > Company Maintenance
Create a new Company Code and Company Name that clearly identifies it as a backup
Click the Copy button
Enter the Company Code of your current live company
Select all modules you want to include in the backup
Click Proceed and then Accept when complete[1]

Best Practice: After creating the backup, run a trial balance in each module to verify data accuracy and ensure all information transferred correctly[1].

Database Administration Backup Method

For Sage 100 Contractor users, the Database Administration utility offers robust backup capabilities with automated scheduling options[2].

Key Features:

Automatic backup scheduling for nightly maintenance
Network location or local folder backup options
Comprehensive backup including external files and attachments
Built-in verification processes[2]

Important Considerations:

Never attempt to backup Sage 100 data using Microsoft SQL Server Management Studio or third-party software, as this may result in incomplete backups that cannot be properly restored[2].

Program and Data File Backup

A complete Sage 100 backup should include all files and folders within the MAS90 directory structure[3].

Essential Components to Back Up:

Company data files
System data files
Program files
Alternate directories
Paperless Office PDFs
Premium edition SQL database[3]

Backup Storage Recommendations

Primary Storage:

Default backup location: C:\Sage100Con\Backup\On Demand
Custom backup location: Create a dedicated backup folder on a separate drive
Network location: Ensure consistent access and proper permissions[2]

Secondary Storage:

Off-site storage media (CDs, DVDs, external drives)
Alternative network locations
Cloud storage solutions[2]

Pre-Backup Checklist

Before initiating any backup process:

Verify all users are logged out of the system
Check available storage space
Test backup destination accessibility
Document the backup process and location
Verify system requirements are met

Year-End Backup Considerations

Year-end backups require special attention due to their critical nature[8].

Pre-Year-End Backup Steps:

Test the backup system before proceeding
Verify data integrity in all modules
Follow the correct module closing order
Create a separate archive company for the closing year[8]

Module Closing Sequence

When performing year-end backups, observe this sequence to maintain data integrity[8]:

Bill of Materials
Work Order Processing
Bar Code
Purchase Order Processing
Sales Order Processing
Inventory Management
Material Requirements Planning
Timecard
Payroll
Accounts Receivable
Accounts Payable
Job Cost
Bank Reconciliation
General Ledger[8]

Backup Verification Process

Post-Backup Verification:

Run trial balances in each module
Compare totals between live and backup companies
Test random transactions for accessibility
Verify attachment and external file inclusion
Document the verification results

Disaster Recovery Considerations

Essential Elements:

Maintain multiple backup copies
Store backups in different physical locations
Regular backup testing and restoration drills
Documentation of recovery procedures
Emergency contact information

Technical Requirements

System Prerequisites:

Adequate storage space
Network connectivity (for network backups)
Proper permissions and access rights
Compatible backup software
Current Sage 100 version[3]

Automated Backup Configuration

Setting up automated backups ensures consistent data protection:

Configure backup schedule
Specify backup location
Set retention policies
Configure notification settings
Monitor backup logs

Backup Security Measures

Security Considerations:

Encrypt backup files
Implement access controls
Monitor backup access logs
Regular security audits
Compliance verification

Common Backup Errors and Solutions

Troubleshooting Guide:

Insufficient storage space: Clean up unnecessary files
Network connectivity issues: Verify network settings
Permission errors: Check user access rights
Corrupt backups: Implement verification procedures
Incomplete backups: Review backup settings

Best Practices for Long-term Storage

Storage Guidelines:

Implement a retention schedule
Regular backup media rotation
Periodic backup testing
Documentation updates
Compliance monitoring

Emergency Backup Procedures

Emergency Protocol:

Immediate system backup
User notification
System state documentation
Error logging
Support contact procedures

Maintenance and Monitoring

Regular maintenance ensures backup system reliability:

Review backup logs daily
Test restoration procedures monthly
Update backup procedures quarterly
Verify compliance requirements
Train new personnel

Conclusion

A robust backup strategy is essential for protecting your Sage 100 data. Regular backups, proper verification, and secure storage ensure business continuity and data protection. Following these comprehensive guidelines will help maintain the integrity and availability of your critical business information.

Remember to regularly test your backup procedures and maintain detailed documentation of all processes. This ensures that in the event of data loss, you can quickly restore your system and minimize business disruption.

Citations: [1] https://www.top-sage-resellers.com/blog/how-to-backup-sage-100-erp-company-database [2] http://sage100contractorhelp.sagecre.com/help/databaseadministration/20_1/Content/2_TuneupBackupRestore/BackingUp.htm [3] https://us-kb.sage.com/portal/app/portlets/results/botviewsolution.jsp?hypermediatext=null&solutionid=222924550020262 [4] https://redirect-kb.sage.com/?dnr=1&externalId=37699 [5] https://www.youtube.com/watch?v=t_7SS-TbmFo [6] https://customers.sagenorthamerica.com/irj/servlet/prt/portal/prtroot/KnovaSSO.KnovaSSO [7] https://www.youtube.com/watch?v=uo5kPGX4VZI [8] https://www.rklesolutions.com/blog/sage-100-year-end-tips