It’s the Simple Things that Give You Piece of Mind About Your Business…..Like Backing up Your Data.

Sage 300 CRE is a mature software product that has been helping construction and property management companies grow and maintain their businesses for well over 30 years.  From mini computers to DOS, OS2 and windows, this product has seen it all and is as solid as they get when it comes to software stability.   Rarely, and oftentimes never for most clients, do you have to load a backup due to file corruption of some sort.  However, there is the possibility that for some reason you have to refer to backup from a prior date that should keep you from letting those backup procedures slide forever.

By following these backup recommendations, you will be prepared to restore your Sage 300 CRE data or application folder.  These recommendations are a guideline.  You may decide to backup more or less, depending on how much data you work with each day.

We recommend that you backup your data every day.  It is also recommended that you backup all files in your data folders each time you perform a backup and do not over write the previous daily backup. Make sure to date your backups and delete them after you have a good permanent month.

Safety Backup
You should also perform a safety data backup every time you perform a major procedure that affects your files such as performing an upgrade or moving data to history files.  Some users even backup before they post, as well as before such procedures as printing checks. Chances are, however, that you will be fine. If you have a solid backup from the evening before, you would only lose what you had worked on since then.

Month End
Make month end backups just prior to closing the month and use a permanent backup such as removable media of some type such as a portable hard drive.  It is also recommended that at month end, you backup your Sage 300 CRE application folder on your server or host computer as some of your sub-folders contain customization data such as payroll formulas, report formulas, custom fields, security and custom reports.

Quarter End
Make a quarter end backup just prior to closing the last month of the quarter and use a permanent backup, such as removable media that you will keep.

Year End
Prior to closing the last month of the year, make a year end backup that is also permanent (meaning not to be copied over by another backup) to removable media such as a portable hard drive.  You may wish to store your permanent data backups at an off site or secure location.

Other forms of backup and management of your data include having your entire software installation hosted on a cloud server.  Companies such as Trapp Online ( are familiar with and host many accounting software packages in the cloud, including all Sage products.  This option takes the entire backup issue as well as software upgrade procedures out of your hands for a monthly fee.

There are also other online backup products that will backup your server on a schedule and store it securely in the cloud for you to refer to if needed.  There are many companies that do this for a fee such as Carbonite.  Check them out at

Hopefully, this helps you secure your business and piece of mind with some solid backup recommendations.  As always,  you can call on us at Ledgerwood Associates Hawaii, Inc. for any questions or assistance 808-265-1060 or send us a message at


Property Management Intercompany Accounting – Simplified

cash rec snip

Intercompany accounting can be confusing…..sometimes, it just helps to step back, get a basic concept of what the software does, and think through what really happens manually before digging into the setup of this functionality in the software. The following situation would be one of the most common.  Consider the tenant, who has multiple units in different properties with separate bank accounts, that sends you one check monthly.   Since you will be depositing this check to one bank account, you can use the system to generate the receivable for the entities that did not receive the deposit and the payable for the entity that you deposited the payment to.

The “basic” operation of this function is that it checks for differences in bank account setup in Cash Management and in Property Management. ]

Default cash accounts or bank accounts are setup in Cash Management under “Setup Bank Account” and in Property Management on the “controls tab” and on the “deposits tab”.  If the tenant that you entered the payment to resides in a property with a different GL prefix than that on the CM bank account, you can generate intercompany accounting entries.  All in all, this is your guarantee that your bank accounts and your General Ledger stay in balance. Now, armed with the basics, you are ready to setup. The basic operation of this function is that when you enter a payment in PM, it asks you for a deposit bank account.  You then continue in the Cash Receipts program to finish out the payment(s) to this bank account by entering the tenant ID.  When you save the payment, the system looks at the  GL prefixes and accounts located on the property record for that tenant.  If the prefix or entity on the property record does not match that setup on the bank account that you entered in Cash Management, it will automatically create intercompany accounting entries for you.