Pre-Implementation Planning
Before beginning the license update process, several crucial preparatory steps must be taken to ensure success. Proper planning helps minimize system downtime and prevents potential complications.
System Backup Creating a comprehensive backup of your Sage 100 system is essential before making any changes to your licensing configuration. This includes backing up all company data, custom reports, and system configurations.
User Communication Notify all system users well in advance of the planned update. This ensures everyone can save their work and properly exit the system before the license update begins.
System Requirements
Server Access You must have administrative access to the Sage 100 server to perform the license update. This typically requires:
- Physical or remote access to the server
- Administrative credentials
- Permission to modify system configurations
Documentation Preparation Gather the following information before proceeding:
- New serial number
- Updated Sage customer number
- New user key
- Updated product key
Implementation Process
Step 1: System Preparation
- Ensure all users have completely logged out of Sage 100
- Verify no background processes are running
- Take a screenshot of the current registration information for backup purposes
Step 2: Accessing License Configuration Navigate through the system using these precise steps:
- Open Library Master
- Select Setup
- Choose System Configuration
- Click on Tab 3
Step 3: License Update Procedure The actual update process involves several careful steps:
- Click the Edit Button to unlock the registration fields
- Enter the new product key in the designated field
- Click the Activate button to implement the changes
Special Considerations
Terminal Server Environments For businesses using terminal server configurations, additional steps are required:
- Locate the ACTIVATE.PVX file on your installation server
- Find the mas90homelib keys file
- Copy the file to: C:SageSage 100 WorkstationMAS90HomeLib on the terminal server
Verification Process After implementing the new license keys:
- Restart the Sage 100 services
- Log in to verify the new user count is reflected
- Test access with multiple simultaneous users
Troubleshooting Common Issues
License Activation Failures If the new license keys fail to activate:
- Restore the previous registration information from your screenshot
- Contact Sage Software support for assistance
- Maintain system access using original keys until resolution
User Access Issues When users cannot access the system after the update:
- Verify all services are running
- Check user permissions
- Ensure proper license allocation
Best Practices
Timing Considerations Choose the optimal time for implementation:
- Schedule updates during off-peak hours
- Plan for potential system downtime
- Allow buffer time for troubleshooting
Documentation Maintain detailed records of:
- Previous license information
- New license details
- Implementation date and time
- Any issues encountered and their resolution
System Maintenance
Regular Audits Implement a regular schedule to:
- Review user license utilization
- Monitor system performance
- Identify potential licensing needs
Future Planning Consider future growth by:
- Tracking user license usage patterns
- Planning for additional licenses before reaching capacity
- Maintaining current contact information with your Sage provider
Security Considerations
Access Control Implement strict controls over:
- License key storage
- Administrative access
- User account management
Compliance Ensure adherence to:
- Sage licensing agreements
- Internal security policies
- Industry regulations
Post-Implementation Steps
User Training After implementing new licenses:
- Inform users of any changes in access procedures
- Provide updated documentation
- Schedule training sessions if needed
System Monitoring Establish a monitoring period to:
- Verify proper license functionality
- Track user access patterns
- Document any issues
Long-term Management
License Administration Develop procedures for:
- Regular license audits
- User access reviews
- Documentation updates
Growth Planning Create a strategy for:
- Forecasting future license needs
- Budgeting for additional licenses
- Scheduling regular system reviews
Emergency Procedures
Backup Plan Maintain emergency procedures for:
- System rollback if needed
- Alternative access methods
- Technical support escalation
Documentation Requirements Keep readily available:
- Original license information
- Support contact numbers
- System configuration details
Conclusion
Successfully adding user license keys to Sage 100 requires careful planning, precise execution, and thorough follow-up. By following these detailed procedures and maintaining proper documentation, organizations can ensure a smooth transition when expanding their Sage 100 user base. Regular maintenance and proactive planning will help prevent licensing issues and support continued system efficiency.
Remember that while the technical process might seem straightforward, proper preparation and attention to detail are crucial for success. Always maintain backup copies of your original licensing information and ensure all users are properly notified before making any changes to the system.
Citations: [1] https://ethosystems.com/blog/how-to-add-users-and-modules-in-sage-300-cre/ [2] https://www.swktech.com/how-to-update-sage-100-licenses-after-changing-user-count/ [3] https://www.caserv.com/2021/01/13/sage-100cloud-how-to-change-license-keys/
