Upgrading Sage 100 can feel like an intimidating process, but understanding the key steps, challenges, and benefits is essential for keeping your business operations running smoothly.
In a recent webinar, Bruce Kern from SWK Technologies’ Sage 100 consultant team provided an in-depth look at the upgrade process, covering everything from planning and testing to final execution. Alongside him, Noah Corwick from SWK’s Managed Cloud Services team shared insights into cloud hosting options for Sage ERP, emphasizing how migrating to a hosted environment can improve flexibility and reduce costs as well as make upgrading your ERP an easier process.
Whether you’re managing an older version of MAS 90 or considering a transition to the cloud, this session explored practical strategies to streamline your upgrade. From preparing your system and identifying compatibility issues to leveraging a test environment and collaborating effectively during implementation, Bruce and Noah gave actionable guidance for facilitating a seamless and successful Sage ERP upgrade.
Watch the Webinar Here
Recap of the Webinar
Use this recap to skip to the sections that matter to you:
Why Keeping Sage 100 Updated is Critical (2:21 – 5:16)
Bruce kicks the session off by reviewing the role of regular updates in maintaining Sage 100’s reliability as a core business system. He explains how timely upgrades align your ERP with industry standards, helping businesses fully leverage their software investment.
- Keeping your Sage ERP updated is essential for tracking financials and business metrics, assisting in operational reliability and accurate data access (2:24)
- Planned upgrades in your ERP help prevent costly disruptions and provide stability when it matters most (2:49)
- Regular updates help establish compliance with industry technology changes, like the update to TLS 1.2 (3:13)
- Sage 100 subscription users must keep their software updated to avoid unexpected read-only access that can hinder productivity (3:30)
- Updating your ERP enables secure email through OAuth, better protecting your customer and vendor communications (4:07)
- Annual maintenance fees for Sage 100 are leveraged by upgrading, providing access to the latest features, fixes, and performance improvements that you are already paying for (4:41)
- Running unsupported versions of ERP can be as risky as operating without insurance (5:01)
Tip: Follow the directions here to confirm if your system is on TLS 1.2. If you are on an older version or if you are not sure, contact your account manager immediately or reach out to SWK at info@swktech.com.
Version Support and Subscription Details (5:17 – 6:48)
In this segment, Bruce explains Sage’s version support policy and the timing of updates. He discusses considerations for custom programming and third-party integrations, helping users understand how to navigate upgrades smoothly.
- Sage supports the current and previous year’s version, with new releases each April and retirements of older versions (5:17)
- Service updates for new Sage 100 versions are typically available by July (5:37)
- Custom programming and third-party integrations may require waiting for initial service updates before upgrading to establish compatibility (5:43)
- For basic installations without integrations or add-ons, Sage upgrades can proceed without waiting for a service update (5:57)
- Confirm with third-party vendors that they align with Sage’s update schedule to prevent delays in your system’s upgrades (6:14)
The Upgrade Planning Process & Preparing Your System for Upgrade (6:49 – 12:42)
This segment introduces the foundational steps for executing a Sage ERP upgrade. Bruce explains the importance of detailed planning, collaborative input, and system readiness to corroborate a seamless transition. Key topics include SWK’s complimentary planning phase, the role of an executive sponsor—a dedicated individual responsible for coordinating team efforts and ensuring timely input—and the technical requirements for preparing your system for upgrade.
- SWK offers a free planning phase for upgrades, which includes a kickoff call and system discovery to understand the upgrade requirements (6:50)
- During the planning phase, an “executive sponsor” is needed to coordinate the team and make sure of timely input and testing for a successful upgrade (8:05)
- Full server access and a Sage login with All Access permissions are required to evaluate and prepare the system for an upgrade (8:29)
- SWK needs to identify live companies for transaction continuity, while test and demo companies are usually excluded to reduce costs (8:53)
- Archived Sage companies with historical data can be migrated to the new system if specified by the user (9:42)
- Workstation access may be necessary for integrated applications like Sage Fixed Assets (9:57)
- A free system discovery is required for all Sage ERP upgrades. Systems below version 4.50 may need a double upgrade to meet current standards (10:40)
- Retired modules, such as Legacy Payroll, Work Order, and MRP, must be replaced with updated solutions like Production Management and IRP for older versions (11:08)
Tip: Before initiating an ERP upgrade, conduct a comprehensive system audit to identify and address any existing issues, ensuring a smoother transition.
Overview of the Test Upgrade Phase (12:45 – 14:40)
The test upgrade phase is a crucial part of the process, allowing SWK to identify and resolve potential issues before the final upgrade. In this segment, Bruce outlines how SWK uses comprehensive checklists and client testing to fine-tune each step, ensuring a seamless transition with minimal downtime.
- The test upgrade phase is designed to establish a reliable process to assure a smooth final upgrade (12:50)
- Extensive checklists document each step, noting what was done and what wasn’t needed, for streamlined finalization (13:58)
- Clients are encouraged to test and report issues, which SWK documents and addresses before the final upgrade (13:09)
- Any issues identified, such as blank records, are resolved during the test phase to prevent data loss during the final upgrade (13:20)
- Tracking the time for each step allows SWK to estimate the duration of the final upgrade accurately, minimizing downtime (14:11)
User Testing and Issue Reporting (14:45 – 17:29)
In this segment, Bruce talks about the importance of thorough user testing and active involvement from the executive sponsor to establish a successful final upgrade. He explains how structured testing and timely issue reporting can prevent costly delays and keep the project on track.
- SWK holds a meeting with clients to review the test upgrade and provides a report to guide user testing (14:41)
- Active involvement from an executive sponsor is important for testing and a smooth final upgrade (14:59)
- Identifying issues during user testing is more cost effective than addressing them after the system is live (15:12)
- Using testing checklists helps structure and complete testing, reducing the risk of missed issues (15:48)
- A defined testing schedule helps manage timelines, though flexibility is allowed for day-to-day work (16:00)
- Data in the test environment should be less than six months old for accurate results, avoiding issues from “stale” data (16:24)
- Delays in the testing phase can lead to “project creep,” increasing time and costs beyond the original plan (17:00)
Tip: Involve end users from various departments during the testing phase to ensure the upgraded system meets all functional requirements and to identify potential issues early.
Benefits of Using a Copy for Testing (17:33 – 20:30)
Bruce highlights the advantages of using a copy of the Sage system for testing, explaining how this approach protects the live environment from disruptions and minimizes downtime. For more complex upgrades, especially on SQL Server, testing with a system copy creates a safer and more controlled upgrade process.
- Using a copy of your Sage system for testing keeps the live system intact, preventing disruptions during the upgrade process (17:33)
- Testing with a system copy avoids direct impacts on the live environment, reducing the risk of unintentional errors (17:50)
- Data migration from a copy allows employees to continue working in the live system, minimizing downtime (18:27)
- Premium-to-premium upgrades on SQL Server are complex and using a copy helps facilitate a smooth transition without affecting production data (18:45)
- Each Sage Premium upgrade requires a new SQL instance, and testing with a copy requires a second instance to house the temporary data (19:37)
Tip: Regularly update your test environment to mirror your live system, ensuring that testing scenarios accurately reflect current operations.
Choosing Between Reusing or Replacing the Server (20:31 – 25:20)
Deciding whether to reuse an existing server or set up a new one is a key consideration in the Sage ERP upgrade process. Each option offers unique benefits and challenges, from potential disruptions to enhanced flexibility with virtual technology. This section explores how these choices impact system performance and resource management.
- Reusing the existing server for the upgrade can cause disruptions, as users must be logged out during installations and migrations (20:40)
- Reusing the same server may lead to version conflicts, such as issues between 32-bit and 64-bit versions of Sage 100 (21:35)
- Keeping paperless office files on the same server avoids the need to relink or move files, simplifying the process (22:29)
- Using a new server or virtual machine for the upgrade offers more flexibility with the latest operating systems and customization options (23:40)
- Virtual servers allow quick scalability, enabling easy adjustments to resources like hard drive space and RAM (24:34)
- Virtual technology lets clients set up a new server for testing, then decommission the old one to recycle resources efficiently (25:05)
Tip: Before deciding to reuse or replace your server during an upgrade, assess the current server’s hardware capabilities to confirm they meet the system requirements of the new Sage ERP version.
Cloud vs. On Premise for Sage 100 (25:30 – 34:15)
This section explores the advantages and considerations of hosting Sage 100 in the cloud versus keeping it on premises. From enhanced accessibility and streamlined updates to cost savings and advanced security, businesses can evaluate how cloud hosting supports their operational needs and flexibility.
- Most Windows-based software can be hosted in the cloud, providing flexibility for supporting on-premise Sage software from Sage 50 or Sage HRMS (25:40)
- Cloud hosting enables anywhere, anytime access on multiple devices, including desktops, tablets, and smartphones (27:24)
- Cloud solutions simplify updates, as a single upgrade applies across all users, reducing coordination efforts (28:23)
- Direct access to your ERP environment in the cloud removes the need for cumbersome VPNs, streamlining access for users (29:05)
- Cloud hosting eliminates the need to invest in expensive new servers, including costs for backup, security, and maintenance (29:53)
- Virtual machines in the cloud allow quick scalability, enabling additional users or resources with minimal setup time (30:53)
- Cloud security includes 24/7 monitoring with a dedicated security team, antivirus, and multi-factor authentication (31:23)
- SWK’s Secure Cloud Services (SCS) provide specialized hosting for Sage ERP, optimized with Sage expertise and built-in security (31:43)
Final Upgrade Execution and Client Collaboration (34:20 – 38:05)
The final upgrade phase emphasizes close collaboration between SWK and the client team for a smooth transition. This stage involves a detailed schedule, clear responsibilities, and open communication to efficiently address any challenges, ensuring minimal disruptions to operations.
- Scheduling the Final Upgrade Phase: After successful testing and sign-off, a collaborative meeting is held to outline the final upgrade schedule with precision and detail (34:30)
- Client and Consultant Responsibilities: A clear division of tasks certifies that both SWK consultants and client teams work in tandem to facilitate a smooth upgrade, minimizing potential downtime (35:10)
- System Discovery Process: SWK conducts a comprehensive system review, factoring in the complexity of installed modules and company-specific configurations, to provide an accurate project timeline (35:43)
- Preventing Project Creep: Timely testing and prompt feedback from clients are essential to avoid unforeseen delays and additional costs (36:44)
- Mutual Engagement and Communication: Continuous collaboration and understanding between SWK consultants and client teams are key to addressing issues efficiently and ensuring a seamless upgrade. (37:00)
Tip: To avoid downtime and data loss, choose a cloud hosting provider that includes reliable disaster recovery solutions, ensuring your business stays operational even during unexpected disruptions.
Q&A Session (38:05 – 53:20)
Responses to frequently asked questions on topics like migrating historical data, third-party compatibility, and alternative options for older Sage systems.
- Will my historical data migrate to the new Sage 100 version? (40:15)
- Yes, all data, including transactions and balances, will transfer to the new version without loss.
- What makes SWK’s hosting unique compared to other providers? (41:27)
- SWK offers Sage 100 expertise, dedicated hosting, in-house security monitoring, and reliable backups, ensuring optimal Sage performance and security.
- What are the options if I have an old Sage 100 version like MAS 90 3.71? Is a double upgrade the only option? (43:26)
- For very old versions, consider reimplementation instead of a double upgrade. This allows a clean start with refreshed data.
- Does it matter when a Sage 100 upgrade is performed? (46:05)
- Timing is flexible. Choose a period of low business activity to minimize disruption, avoiding peak times like year-end.
- Will we need to re-enter transactions made after creating the test copy? (47:12)
- No, all recent activity will be migrated to the new system in the final upgrade, eliminating double entries.
- What if our third-party system is incompatible with the Sage 100 upgrade? (48:13)
- Perform due diligence on third-party systems, and feel free to ask all the questions before integration and check with vendors about their update timelines to avoid compatibility issues.
- How can I find my current Sage 100 version? (51:27)
- Navigate to Help > About in the Sage 100 desktop or use the File Run menu if you have the necessary permissions.
- Can all Sage 100 history be moved if migrating to Sage Intacct? (52:22)
- Contact the Sage Intacct consulting team to confirm which history can be migrated, as it varies depending on system compatibility.
Upgrade or Host Your Sage 100 with SWK Technologies
As a Sage Diamond Partner with decades of experience of working with Sage software, SWK Technologies offers seamless upgrade services and scalable cloud hosting solutions designed to enhance your system’s performance, security, and accessibility. Let us help you unlock the full potential of your Sage 100 system.
Ready to elevate your operations? Contact us today to schedule your Sage ERP upgrade or learn more about our secure cloud hosting services.