IT Best Practices for #Sage300CRE

by Kyle Zeigler, Sage Senior Certified Consultant

When worlds collide

It’s probably safe to say that accounting people and IT people operate in different worlds. You wouldn’t ask your IT person to prepare your month-end financial statements, and most companies wouldn’t ask their accounting manager to troubleshoot a problem with the mail server. These worlds often collide, however, when it comes to your Sage 300 CRE software.

Let the powers that be…be accounting!

One practice that often falls in a gray area is that of having IT manage the user privileges in Sage 300 CRE. Unless your IT person started life as an accounting professional, he or she probably wouldn’t know what Tasks, Setup, Reports, Inquiries or Tools your new AP clerk should be able to access, and many times users are not granted access to Common Tasks that all users should have or have access to Tools that only administrative users should have. Granting users the wrong privileges can be frustrating to the user and detrimental to your system, so this is best assigned to an accounting power user who understands your organization’s internal accounting control needs.

Separation of responsibilities

Here are some additional dos and don’ts to help further identify the areas of responsibility for IT and accounting personnel:

For IT professionals:

  • DO obtain a logon for access to the Sage Customer Portal at https://customers.sagenorthamerica.com to initiate and manage Sage Support cases, search the knowledgebase for solutions to error messages, browse Sage Community, and access download links for periodic software updates and annual version upgrades.
  • DO have the phone number for Sage Support (800-551-8307), as well as the company’s Sage customer number (a 9-digit number starting with 400).
  • DO have the contact information for the company’s Sage business partner and/or Sage consultant.
  • DO download, read and follow the instructions for installing both periodic updates (software patches) and version upgrades. Failed or incorrect installations are time-consuming to reverse and correct, and can require assistance from Sage Support.
  • DO review the minimum System Requirements for the server and workstations before installing updates or upgrading the system. It takes much less time on the front end than it does to try to uninstall and reinstall the software when you find out you didn’t meet the necessary prerequisites.
  • DO download the Release Notes for the update or upgrade being installed and provide them to all accounting personnel so that they can see how their world will be changed by the installation.
  • DO NOT install a software update or version upgrade without confirming that a File Tools backup has been obtained of the Sage system files and all Sage data folders. A File Tools backup of the data folders should only take a few minutes and is the only backup method supported by Sage if the system fails as a result of the installation.
  • DO NOT move the Sage 300 CRE system files or database to another server without following the proper migration procedures – you can lose the system customizations and affect the performance of the software. Instructions for migrating to a new server are available in the Sage knowledgebase, or you can contact the company’s Sage business partner for assistance.

For accounting professionals:

  • DO obtain a logon for access to the Sage Customer Portal at https://customers.sagenorthamerica.com to initiate and manage Sage Support cases, search the knowledgebase for solutions to error messages, browse Sage Community, and access download links for periodic software updates and annual version upgrades.
  • DO have the phone number for Sage Support (800-551-8307), as well as your company’s Sage customer number (a 9-digit number starting with 400).
  • DO have the contact information for your Sage business partner and/or Sage consultant.
  • DO confirm that a File Tools backup has been obtained of the Sage system files and all Sage data folders before a software update or version upgrade is installed. File Tools backups should be obtain whenever you receive the message, “Do you have a backup?” If you are unable to obtain a backup using File Tools for any reason, contact Sage Support or your Sage business partner to have the issue resolved. A File Tools backup of the data folders should only take a few minutes and is the only backup method supported by Sage if the system fails as a result of the installation.
  • DO review the Release Notes document that accompanies each software update and version upgrade and distribute to your accounting personnel.

These best practices can help define the roles and responsibilities of IT and accounting with regard to Sage 300 CRE, minimize risk to your accounting data, and provide a range of troubleshooting options when issues arise.

If you would like assistance implementing the use of data imports in your system, please contact Ledgerwood Associates at 480-423-8300 or click below!

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