How to Add Additional User License Keys in Sage 100

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

1. Ensure all users have completely logged out of Sage 100
2. Verify no background processes are running
3. Take a screenshot of the current registration information for backup purposes

Step 2: Accessing License Configuration Navigate through the system using these precise steps:

1. Open Library Master
2. Select Setup
3. Choose System Configuration
4. Click on Tab 3

Step 3: License Update Procedure The actual update process involves several careful steps:

1. Click the Edit Button to unlock the registration fields
2. Enter the new product key in the designated field
3. Click the Activate button to implement the changes

Special Considerations

Terminal Server Environments For businesses using terminal server configurations, additional steps are required:

1. Locate the ACTIVATE.PVX file on your installation server
2. Find the mas90homelib keys file
3. Copy the file to: C:SageSage 100 WorkstationMAS90HomeLib on the terminal server

Verification Process After implementing the new license keys:

1. Restart the Sage 100 services
2. Log in to verify the new user count is reflected
3. Test access with multiple simultaneous users

Troubleshooting Common Issues

License Activation Failures If the new license keys fail to activate:

1. Restore the previous registration information from your screenshot
2. Contact Sage Software support for assistance
3. Maintain system access using original keys until resolution

User Access Issues When users cannot access the system after the update:

1. Verify all services are running
2. Check user permissions
3. 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/