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