Our clients frequently ask which Sage 100 ERP (the software formerly known as Sage MAS 90 or MAS 200) data files should be backed up to ensure that there is a completely restorable set of program and data files. While you can attempt to backup files in any number of ways (incremental as well as full backup) the method we recommend is a full backup of all data files. All versions of Sage 100 ERP are installed to the folder ..\MAS90 (note that this folder name is NOT different for Sage 100 ERP Advanced, aka MAS 200).
To Find Where MAS 90 Is Installed – All Levels:
To discover the exact path where your Sage MAS 90 or MAS 200 is installed – start the MAS 90 program and select File > Run from the menu. In the Program field, type *info and click Proceed.
What to Back Up:
You have the option to specify that all of the data in the \mas90 folder and all subfolders should be saved, including the program files, or you can select specific folders for backup, since it is possible to recover the program files from the installation media. Keep in mind, though, that if you restore the program files from the installation media, it will be necessary also to reinstall any product updates, service packs, or hot fixes that you had installed previously. If only backing up selective files, we recommend that the following Sage 100 ERP directories are backed up on a daily basis:
- All folders named MAS_xxx, where the xxx indicates the Company Code that is used in Sage 100 ERP. For instance, your company code is ABC; you want to back up the MAS_ABC directory.
- This includes the MAS_SYSTEM and MAS_USERS directories
- Archived companies that are not used for live data entry can be backed up periodically, since data is static in those directories.
- CM – if you own the Custom Office module
- VI – if you own the Visual Integrator module
While you technically back up only those files that have changed (incremental), we recommend that you take the entire folder (and all subfolders). In this day and age, disk space is cheap, and a 2 Terabyte portable disk drive can be had for around $100. When possible, we recommend that you back up all of the core Sage 100 ERP program and data files.
If using a third-party program such as FRx or Sage MAS Intelligence, be sure to include the location of those files in your backup. For FRx, in particular, the SYSDATA folder should be backed up daily.
Be sure to back up any paperless office files (PDF) – the location of which can be stored nearly anywhere on your network (review the Paperless Office setup menu for Journals and Registers, Period End, Report, and Form in order to see where you’ve specified the Paperless documents should be stored. These are NOT automatically inside the \MAS90 folder so you should take care to locate their custom location). To determine the location of your Paperless Office documents, open any of the Maintenance windows under Paperless Office > Setup and locate the PDF Directory field.
- Have everyone out of Sage 100 ERP when you backup. If there is someone in the system you run the chance of a data file (or files) not transferring properly because they are in use.
- Schedule your backup to run off-hours; running the backup program during processing can severely affect network performance, and will result in files-in-use not being backed up.
- Before finalizing a backup policy – double check that you have located the correct folder containing current Sage 100 ERP data. It is a good idea to check the data file dates to be sure they are current and display the date of the last time you performed data entry in the system. Your Sage 100 ERP data files are stored in the MAS90\MAS_xxx folder where xxx is your 3 character Sage 100 ERP company code.
- Always test your backups to be sure that you can restore the data. After you’ve made a test restore – go into the data and be sure it is current and complete. Test your restore to a separate location so as not to over-write existing data.
- Keep as many copies of your backups as you have space for. At a minimum we recommend one week of daily backups and 12 monthly and 1 yearly backup. Where backups are concerned – always err on the side of having too many.
- Always backup your data prior to using any of the Sage 100 ERP Utilities (i.e. – Rebuild Files, Data File Display and Maintenance, etc.). This can be done in Windows Explorer by simply copying the directory and pasting to another location.
- Always backup your data files prior to performing period end processes; it is the only way to recover your data if there is a problem during the period end process.
Remember – proper backup procedures are one of your most important responsibilities to safeguard against loss of data. The information here is general in nature and cannot possibly cover every user situation. You are advised to test all backups by performing a full restore to a test location to verify that your procedure is working.