Schulz Consulting

Consulting and Upgrades

What Are The Differences Between Sage 100 Perpetual and Subscription Licenses?

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Sage has been urging their Sage 100 customers to migrate their perpetual licenses to subscription since launching Sage 100c in November 2015.

This release was primarily a subscription version of their Sage 100 perpetual license.

Prior to the introduction of subscription pricing, Sage 100 modules had been sold as perpetual licenses meaning a company would pay a larger up-front initial license fee and a somewhat optional annual maintenance fee which covered upgrades and Sage support.

While the ongoing costs were typically the same the subscription ( Sage 100c ) version offered a much lower initial purchase price.

The biggest difference initially between perpetual and subscription was that if you stopped paying your subscription license fee the Sage 100c offering would go into read-only mode.

Over time Sage adjusted their subscription offer. First, by rebranding Sage 100c as Sage 100cloud in November 2018. Next Sage signaled that they would likely do away with the confusion over the cloud brand and simply refer to their Sage 100 offers by three broad brands.

  1. Sage 100 Perpetual
  2. Sage 100 Subscription
  3. Sage 100 Partner Cloud ( Subscription – partner-hosted on Azure )

What Are The Differences Between Sage 100 Perpetual and Subscription

Sage 100 Perpetual offers a somewhat limited number of modules than either Sage 100 Subscription or Sage 10 Partner Cloud.

The biggest current feature difference is that Sage 100 Subscription ( including Partner Cloud ) offerings provide access to multiple bin usage for inventory items.

Many companies assign multiple bin numbers to the same inventory items for a variety of reasons – including inspection, committed quantities, and other requirements.

The most important distinction between the perpetual and subscription license is that Sage indicates perpetual licenses will receive maintenance and compliance updates only.

New feature releases will focus on enhancing or developing features for Sage 100 subscription licenses only.

Here Are The New Features Added To Sage 100 Subscription Only In 2020 and 2021

During 2020 and 2021 Sage has added a number of new features which are exclusive to their subscription license.

Some of these features – such as pre-defined role security templates – are slated for release in the upcoming 2021 release.

Prior to Sage 100 2020, there were a number of features and add-ons which were exclusive to subscription – including

Moving forward all of Sage’s development efforts for Sage 100 will center on the subscription version of the solution which is less costly to acquire and also less expensive in most cases to add or remove user licenses.

For more information on the new features in Sage 100 subscription please see this Sage brochure.

1169452_Sage100_ComparisonGuide_2020Download

What Happens When Your Sage 100 Subscription Expires?

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Sage 100 is sold based on a subscription. This means that each year you are billed for a renewal amount which covers the upcoming term.

We’ve had customers ask what happens should they not renew ( intentionally or not ) their subscription to Sage 100.

According to this Sage document:

  • Sage 100 allows a 45 day grace period with full access to data once a subscription expires. Customers will received a message informing them the subscription has expired and display how long they can continue accessing Sage 100 with full access. During this time, the Customer may contact Sales and renew their subscription if the expiration was unintentional.
  • After the 45 day grace period, Sage 100 will only have Read-Only access to data
  • Customers can still open Sage 100, which will display a message that the Sage 100 subscription has expired, and view existing data but it will no longer have the ability to make changes to the data or enter new transactions
  • Reports will run since reports are simply reading existing data
  • Maintenance screens will still be accessible, but the fields will be display-only, similar to Inquiry screens
  • Visual Integrator Import Jobs will be accessible to view, but the fields will be disabled and the buttons to execute the Import Job will not be displayed

These terms may be subject to change based on your subscription contract with Sage. It’s best to always check with Sage or your partner for the current terms of your Sage subscription.

The full Sage KB article is available here.

How To Cancel Sage 100 Subscriptions – Updated

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Companies that need to cancel a subscription for one of these Sage 100 products can use an online form.

Products whose subscriptions can be cancelled online include:

SAGE 100
SAGE 100CLOUD
SAGE US TIERED PAYROLL
SAGE INVENTORY ADVISOR (SIA)
SAGE INTELLIGENCE BUNDLE
SAGE ENTERPRISE INTELLIGENCE (SEI)
AP AUTOMATION
BUDGETING & PLANNING
ALERTS & WORKFLOW

For Sage 100 and Sage 100cloud modules ( including payroll ), your data goes into a read-only mode. In most cases there is no penalty for cancellation though you should consult your subscription agreement for the exact details as it pertains to each of your subscriptions.

The remaining modules or services will discontinue service based upon your end-user license agreement ( EULA ) with them.

If you are concerned about retaining access to your accounting data then consider reducing users rather than completely eliminating your subscription.

Contact Sage or your business partner to discuss options should your company be encountering temporary financial hardship.

Link: Sage Subscription Cancellation Request

Please note that not all integrated subscription licenses can be cancelled online – for those not listed above please contact the publisher directly to discuss their subscription cancellation policies.

How Do I Cancel or Modify My Sage 100cloud Subscription?

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Is your company using Sage 100cloud and do you need to cancel or modify your subscription?

There is an easy way to accomplish this and it can all be done online at the Sage site.

How To Modify Your Sage 100cloud Subscription

You’ll need to be a contact listed on the Sage account and also provide your company’s Sage account number (look under Help – About).

Once you have that information you can:

  • Cancel your Sage 100cloud subscription
  • Modify your Sage 100cloud subscription
    • Note: To add licenses you’ll need to contact Sage sales directly 800-854-3415

Be sure to select “Partial Cancellation” if you only wish to make changes to the user count or modules.

Also, the terms of Sage’s End User License Agreement ( EULA ) govern whether you will be eligible for a refund. In most cases, you will only be able to make changes for a future subscription renewal as existing subscription fees are generally not refundable for the time period you originally selected.

Sage 100cloud subscription cancellation or modification form

How To Update Your Sage 100cloud Keys For Changes

Once you’ve made changes to your Sage 100cloud subscription the keys will be automatically changed by Sage. Your system will contact the Sage server on a regular basis to check for updates and changes as well as expired subscriptions.

Should you need to upgrade the keys sooner, such as if you purchase added modules or users, follow the procedure in this Sage 100cloud knowledgebase article:

To update license and subscription information in Sage 100:

Use one of the following methods to open the System Configuration window:

  1. Log on using the Administrator account. In the Administrative Tools screen, click System Configuration.
  2. Select Library Master, Main, System Configuration
  3. Click the Registration tab.
  4. Click Update.
  5. Click Accept.The system checks for and updates your product key so that your new license and/or subscription takes effect.

Which Versions of Sage 100 and Sage 100c Have Self-Updating Registration Keys?

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As Sage rolls out their subscription version of Sage 100 – aka Sage 100c – they are also changing the way your registration codes are updated.

Previously, you would only need to change registration codes when adding or removing users or modules. Now, Sage automatically updates the registration codes approximately every 28 days.

This means if you are on a Sage 100c subscription and decide that you no longer want to subscribe that Sage will push updated keys to your system which turn the system to read-only mode. Further data entry will not be possible without a valid Sage 100c subscription.

Sage implemented a license key update program starting with Sage 100c v 2016 PU 2. There have been reported issues with the service, as it will lock out users if there is anything out of ordinary with keys.

Versions of Sage 100 and Sage 100c which auto-update keys:

  • 2015.5+
  • 2016.2+
  • 2017.0+

Even with Sage Update Advisor uninstalled and PEP turned off, license checks continued.

Per phone contact with Sage – the “update” program is using a URL to ‘phone home’. If the URL is blocked in anyway, it seems that it causes problems.

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