Session 4-3 Sage 100 Contractor Database Administration

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1 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. Credits/Revision History Original Author(s): Kathy Gotzenberg Revised Date: Major Revisions Include: o o o Rev. 10/01/17 Session 4-3 Sage 100 Contractor: Database Administration - 1

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

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

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

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

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

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

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

9 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 User List; they can also be added as a Company Administrator if desired Rev. 10/01/17 Session 4-3 Sage 100 Contractor: Database Administration - 9

10 o o If a Company Administrator adds a user directly in the User List in S100C, program automatically creates a SQL Server login if the user ID does not yet exist in the SQL Server database Define passwords (depending on the authentication method selected) Option to assign a system administrator role to a user Rev. 10/01/17 Session 4-3 Sage 100 Contractor: Database Administration - 10

11 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 Rev. 10/01/17 Session 4-3 Sage 100 Contractor: Database Administration - 11

12 SERVER MANAGEMENT (Added in Version 20.6) Create SQL Server Instance Move Companies to Other Instance Remove SQL Server Instance Rev. 10/01/17 Session 4-3 Sage 100 Contractor: Database Administration - 12

13 TOOLBOX Dashboard o Status Indicators provide traffic light cues about the status of each factor Rev. 10/01/17 Session 4-3 Sage 100 Contractor: Database Administration - 13

14 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) Rev. 10/01/17 Session 4-3 Sage 100 Contractor: Database Administration - 14

15 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 Rev. 10/01/17 Session 4-3 Sage 100 Contractor: Database Administration - 15

16 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 Rev. 10/01/17 Session 4-3 Sage 100 Contractor: Database Administration - 16

17 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 Rev. 10/01/17 Session 4-3 Sage 100 Contractor: Database Administration - 17

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