Rev. 10/01/17 Session 4-3 Sage 100 Contractor: Database Administration - 1 ©2017, Construction Business Services, Inc.

Session 4-3

Thursday, October 12 1:00pm – 2:30pm Room 619

Session 4-3

Sage 100 Contractor Database Administration

Presented By: Kathy Gotzenberg

Construction Business Services, Inc. kgotzenberg@cbs-solution.com

Credits/Revision History

• Original Author(s): Kathy Gotzenberg • Revised Date: 10-01-2017 • Major Revisions Include:

o o o

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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

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• 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

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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

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• 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

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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

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• 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)

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• 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

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• Modify Company Administrator

• Add SQL Server Login o Only a user with a Sysadmin role in Microsoft SQL can administer access to the SQL Server

database and assign the sysadmin role to another user o The person who installs Sage 100 Contractor is automatically assigned a Sysadmin role o Important! The migration utility creates logins for all existing users in the Version 19.8

company, assigning the same user names and passwords as before o Authentication Method – Windows

A user name that is valid for the Windows domain or workgroup that hosts the SQL Server instance must be entered

When user signs into company with their Windows user name, S100C authenticates the user name and password they entered when signing into Windows

o Authentication Method - SQL The SQL Server login and password authenticates this user when they sign into the

company After adding a SQL Server Login, add the user to the 7-2-2 User List; they can also

be added as a Company Administrator if desired

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If a Company Administrator adds a user directly in the 7-2-2 User List in S100C,

program automatically creates a SQL Server login if the user ID does not yet exist in the SQL Server database

o Define passwords (depending on the authentication method selected) o Option to assign a system administrator role to a user

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MIGRATE FROM VERSION 19.8

• Migrate Company Data o Automatically creates a new SQL Server database and stores converted SQL data in a new

location: \Sage100Con\Company\{Company Name}

• Migrate Custom Reports o Private Custom Reports aren’t migrated during this process; done automatically when a

user logs into Sage 100 Contractor o Custom reports created using third-party applications must be adapted separately for

Sage 100 Contractor

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SERVER MANAGEMENT (Added in Version 20.6)

• Create SQL Server Instance

• Move Companies to Other Instance

• Remove SQL Server Instance

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TOOLBOX

• Dashboard

o Status Indicators provide “traffic light” cues about the status of each factor

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• Server Tools

o Designed to help Customer Support personnel efficiently resolve certain system problems o Complete descriptions of each tool in Database & Company Administration Guide

• Company Tools o Generates reports designed to help expert users identify third-party application changes

made to company data or to the database schema o Data contained in reports is time sensitive, and depends on history retention policy

specified in Advanced Company Settings (90 day default)

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• Copy User Files

• Support Script o Runs scripts that Sage Customer Support provides to repair data o When you receive a Support Script from Sage Support, download to

\Sage100Don\Support Scripts

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ADVANCED SETTINGS • Advanced Company Settings –

o Used to specify how long to keep history about database changes for each S100C company

• Advanced SQL Server Settings o Used to reconfigure certain aspects of the SQL Server instance o Settings chosen on this tab apply to all databases in the SQL Server instance, not just to

one company

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• Advanced Backup Settings o Used to specify a different file folder to store backup files or to specify a retention plan for

local "on demand" backup files