Often during the implementation of Sage 100 ERP, we are questioned to what files and folders should be included in daily backups. For Sage 100 Standard(MAS90) and Sage 100 Advanced(MAS200), we always recommend backing up the whole MAS90 folder on a daily basis. All the company data, system data, and program files and folders exist under the MAS90 folder on the server. On occasion the individuals responsible for back ups desire the minimalist approach, and wish only to back up company data; knowing the application program files can always be re-installed. To answer the questions let’s review the folder and file structure.
All company data files begin with “MAS_” and end with the 3-character company code, i.e. MAS_ABC. If uncertain of the company code, the 3-character code can be found at the bottom of the ERP screen:
The folders named using the scheme are the company specific folders, and backing them up is the highest priority. Under the company specific folder, sub-folders store the module information for the company, i.e. customers, open customer invoices, sales history and other Accounts Receivable information is located under the ARABC company folder.
Reports and Forms
Custom created reports that are included in the ERP menu system, and the standard reports provided with the Sage 100 installation exist under the …MAS90/Reports folder. If any custom reports exist, backing up this folder is important. The standard reports can be recreated with a re-install of the software, but custom reports would be lost. Company specific custom forms and saved standard reports exist under the reports folder under the company data folder, so backing up the company data folders will accomplish backing up of the these items.
The MAS_System, MAS_Users and Home folders contain dynamic company data. The items can be replaced with a new installation of the ERP, but many saved user and report preferences would be lost.
With the exception of Payroll Tax Tables, the remaining items in the folder do not contain company critical information and can be replaced with a new installation. For users owning the Payroll Module, the Tax Tables exist in the PR folder, and files with .soa extension.
Sage 100 Premium
While the premium application uses SQL databases, it too still uses the same data file folder structure as the Standard and Advanced versions for the proprietary Providex data files used by the system. Backups for the Premium application should follow the same guidelines as the Standard and Advanced to insure the application is recoverable.
For the Premium application, the difference is the majority of the company specific, user is system data is stored in SQL databases. Using the same scheme for company data files in Standard and Advanced, the SQL databases for the company are “MAS_” & the 3-charcter company code. Each Sage 100 company code is a separate database. All company databases should be included in the daily backups.
The Premium version also uses another database, the MAS_System database. It too should be included in the scheduled backups.