Session 4-3 Sage 100 Contractor Database Administration

Thursday, October 12

Session 4-3 1:00pm ? 2:30pm

Room 619

Session 4-3

Sage 100 Contractor Database Administration

Presented By:

Kathy Gotzenberg Construction Business Services, Inc.

kgotzenberg@cbs-

Credits/Revision History ? Original Author(s): Kathy Gotzenberg ? Revised Date: 10-01-2017 ? Major Revisions Include:

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Rev. 10/01/17 ?2017, Construction Business Services, Inc.

Session 4-3 Sage 100 Contractor: Database Administration - 1

DATABASE ADMINISTRATION ? Intended for designated system administrators and company administrators ? Highly recommend using Database Administration rather than SQL Management Studio to perform database administration tasks, even if you are experienced SQL Server user ? Several of the tasks will be familiar as they have been moved from the Sage 100 Contractor menu to this new location

ADD/DELETE COMPANIES ? Create Company o A company database can be created on any local or network computer; however, Network Administrator must give "Write" access" to selected drive first o Each new company requires a minimum of 50 megabytes to start o Must specify a company administrator who has been added as a user to the SQL Server database o Specify time to run nightly maintenance and backup and number of backups to keep Recommend staggering times of maintenance for multiple companies

Rev. 10/01/17 ?2017, Construction Business Services, Inc.

Session 4-3 Sage 100 Contractor: Database Administration - 2

? Create Company Based on Existing o Populates the new company database with Clients, G/L Accounts, Employees, Cost Codes, Parts, Vendors o Transactions are not transferred to new company o New company default posting period set to same as existing company; can be changed

? Rename Company and Delete Company o Program creates a backup copy of the existing company before renaming it

Rev. 10/01/17 ?2017, Construction Business Services, Inc.

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? Deploy Sample Company o Highly recommend deploying; takes up little space on hard disk o The user deploying Sample Company is automatically added as a company administrator to the list of Sample Company users

TUNE UP/BACKUP/RESTORE ? Tune Up Company Databases

o Occurs automatically during scheduled nightly maintenance, or can be run on demand

Rev. 10/01/17 ?2017, Construction Business Services, Inc.

Session 4-3 Sage 100 Contractor: Database Administration - 4

? Back Up Companies o Creates a separate zipped copy of each company database that includes all company files, reports, and an audit log o Done automatically during scheduled nightly maintenance, or can be run on demand o Server that hosts company database and the computer where the backup copies are saved must always be turned on at the scheduled time o Always use Database Administration to back up your data!

? Restore Company from Backup o Determine the date when valid data being restored was backed up o Option to upgrade database to the latest program version o Can restore a backup using a different name, leaving current data

Rev. 10/01/17 ?2017, Construction Business Services, Inc.

Session 4-3 Sage 100 Contractor: Database Administration - 5

UPGRADE COMPANY DATABASES ? Update databases for multiple companies at once, or update them one at a time as needed ? Do NOT use this utility to upgrade data from version 19.8; use the Migration utility

ARCHIVE COMPANY DATA ? Archive Oldest Fiscal Year o Removes the oldest fiscal year of data from current company and places it in a separate archive company data file o TUG has a Fiscal Year close class in December; classes also offered on Sage University

Rev. 10/01/17 ?2017, Construction Business Services, Inc.

Session 4-3 Sage 100 Contractor: Database Administration - 6

? Archive Payroll Data o During the close all payroll records are removed and placed in a separate archive company, YTD/QTD totals are 0'd out, and unneeded employee records can be deleted o TUG has a Payroll Close class in December; classes also offered on Sage University

SCHEDULE NIGHTLY MAINTENANCE ? Create Maintenance Schedules o Specify a single schedule for all companies, or use separate schedules for each company o Determine best time to perform maintenance; suggest staggering time if multiple companies o Decide how long to keep backup files (keeping only the latest not recommended)

Rev. 10/01/17 ?2017, Construction Business Services, Inc.

Session 4-3 Sage 100 Contractor: Database Administration - 7

? Modify Maintenance Schedules

? Remove Maintenance Schedules COMPANY ADMINS/SQL LOGINS

? Add Company Administrator o Can modify certain settings in the Sage file o Should be limited to person responsible for file settings; although there can be multiple company administrators

Rev. 10/01/17 ?2017, Construction Business Services, Inc.

Session 4-3 Sage 100 Contractor: Database Administration - 8

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