Sage Fixed Assets

1. Installation of Server Components

• Install the Sage Fixed Assets server components on the designated server machine. This cannot be done from a client machine and requires access to the server directly.

• Download the latest version from Sage Knowledgebase and run the installer.

2. Creating Databases

• Create a configuration database and at least one asset database. The asset database requires specifying logical and physical database names, data source names, and SQL server instance details.

• The logical and physical database names are recommended to match for simplicity.

3. Setting Up Shared Folders and Attachments

• Share the SFAServ folder on the server for network access.

• Set up an attachments folder for storing PDFs and related documents.

4. Client Installation

• Map a network drive to the shared SFAServ folder from client machines.

• Install the Sage Fixed Assets client components on each workstation following the setup wizard.

5. Data Conversion and Integration

• Analyze existing fixed asset data and procedures.
• Convert book and tax data into the Sage Fixed Assets system.

• Integrate the system with the general ledger (GL) or other accounting systems as needed.

6. Training and Go-Live Support

• Provide hands-on training tailored to the organization's workflows.
• Offer professional implementation services to ensure a smooth transition.

• Preferences and Templates: After installation, users can customize preferences, set up templates, and add asset groups to tailor the software to their specific workflows.

• Custom Depreciation Methods: The software allows creation of custom depreciation methods to meet unique accounting or tax requirements.

• User-Defined Fields: Users can add and customize user-defined fields to capture specific asset details or posting books, enabling tailored asset tracking and reporting.

• Asset List Customization: The asset list display can be customized by selecting which fields to show, and users can save different views for various reporting needs.

• Advanced Reporting: The software supports integration with advanced reporting tools, allowing creation and customization of detailed reports beyond standard templates.

• Asset Maintenance Module: The Tracking module includes multiple customizable fields for asset maintenance, enabling detailed tracking of maintenance events and costs.

• Integration Assistance: For more extensive customizations, such as integration with other systems or custom report development, Sage offers professional services, which involve additional fees.

• Mobile App Customization: The mobile scanning app supports workflow customization for users who manage assets remotely.

• Setup Fees: Basic installation and initial configuration are usually included with the software purchase. However, complex customizations or integrations may require professional services that incur additional setup fees.

• Maintenance and Support Charges:
  • Ongoing maintenance and support are typically provided through subscription or service plans.
  • Advanced features like asset tracking and batch reporting enhancements are often available only to customers on subscription plans.

  • Support plans generally include software updates, technical support, and access to new features, with pricing varying based on the level of service.

• Professional Services: Custom report development, integration assistance, and extensive workflow customization are usually billed separately. Pricing for these services is available through consultation with Sage representatives.

Sage Fixed Assets offers comprehensive training and support to help new users become proficient with the software:

• Hands-On Training: Sage provides hands-on training sessions tailored to the organization's workflows, helping users understand setup, data entry, reporting, and asset management processes.

• Implementation Assistance: Professional implementation services are available to guide users through installation, data conversion, integration, and customization, ensuring a smooth transition.

• Documentation and Tutorials: Users have access to detailed white papers, videos, tutorials, and guides that cover key features such as password security setup and system configuration.

• Ongoing Support: Sage offers technical support through various channels, including phone, email, and online resources, to assist users with troubleshooting and advanced questions.

• Subscription-Based Features and Updates: Customers on subscription plans gain access to enhanced features and priority support, which helps maintain system efficiency and user proficiency.

Sage Fixed Assets incorporates robust security measures to protect user data, including:

• Encryption: All traffic to and from Sage applications is encrypted using the latest internationally recognized standards to protect data in transit.

• Compliance with Security Standards: Sage’s information security management system is built on ISO 27001 and incorporates frameworks such as ISO 27002, NIST, and AICPA to ensure comprehensive cybersecurity controls.

• Access Controls: The principle of least privilege governs access, with detailed user permissions controlling who can view or modify data. Multi-factor authentication (MFA) is highly recommended and can be implemented to enhance login security.

• Password Security: Strong password policies require complex, unique passwords with a minimum length and combination of characters. Password management best practices include use of password managers and regular updates.

• Incident Response and Business Continuity: Sage regularly tests incident response plans and disaster recovery procedures, including data backup and recovery, to ensure resilience against security incidents.

• Secure Cloud Hosting Enhancements: When hosted via third-party secure cloud services like Paragon, additional protections include endpoint detection and response (EDR), zero-trust remote access tunnels, micro-segmentation to prevent lateral movement of threats, and 24/7 intrusion monitoring.

• Audit Trails and Compliance: Sage Fixed Assets supports compliance with regulations such as GDPR, CCPA, and SOX by maintaining detailed audit trails, security reports, and data integrity controls.

• Regular Updates: Sage Fixed Assets releases updates, patches, and new software versions regularly to improve functionality, security, and compliance.

• Change Management Process: All updates are governed by strict change and release management processes to ensure stability and security during deployment.

• Managed Updates: For cloud-hosted environments, updates and patches are managed and scheduled by the hosting provider, ensuring minimal disruption and up-to-date security.

• Customer Notification and Support: Customers are notified of new releases and provided with documentation and support to manage upgrades effectively.

• Data Ownership: Customers retain full ownership of their fixed asset data entered into Sage Fixed Assets. The software acts as a tool for managing and tracking assets, but all asset information remains the property of the customer.

• Data Portability: Sage Fixed Assets supports data portability through tools like the Sage Fixed Assets Universal Link, which enables easy export and transfer of fixed asset data to any general ledger or ERP system that accepts standard ASCII formats. This facilitates seamless data movement between Sage Fixed Assets and other financial or accounting systems without vendor lock-in.

• Integration and Export: The Universal Link and other prebuilt integrations allow customers to extract and share fixed asset data efficiently, supporting interoperability with popular ERP systems such as SAP, Oracle, Microsoft Dynamics, and others. This ensures that data can be scaled or migrated as needed while maintaining accuracy and consistency.

• Modular Structure: Sage Fixed Assets is offered in four distinct modules covering asset capture, tracking, depreciation, and planning. Organizations can scale their usage by adding or removing modules based on evolving business needs.

• Flexible Licensing: The software licensing and subscription models typically allow organizations to increase or decrease the number of users or modules, enabling scaling up or down as asset management requirements change.

• Integration with ERP Systems: For larger organizations or those with complex needs, Sage Fixed Assets can integrate deeply with ERP systems, allowing scaling of asset management processes alongside broader financial systems.

• Professional Services Support: Sage offers professional services to assist with scaling implementations, including data migration, integration, and customization, ensuring that growth or downsizing is managed smoothly.

• Subscription Plans: Customers on subscription plans can adjust their service levels, including access to advanced features and support, to align with organizational changes.

• Automatic Renewal: Sage Fixed Assets subscriptions usually renew automatically for successive periods, commonly on an annual basis, unless the customer provides notice to cancel before the renewal date.

• Notice Period for Cancellation:

  • Customers are required to give written notice of cancellation at least 14 days before the start of the next renewal term to avoid automatic renewal.
  • If timely notice is not given, the contract renews automatically and the customer will be billed for the new term.

• Price Adjustments on Renewal:

  • Subscription fees may increase with each renewal. Sage typically provides advance notice (often 90 days) before any price changes take effect.
  • Customers continuing to use the service after such notice are considered to have accepted the new terms.

• Payment Terms:

  • Fees can be paid monthly or upfront for the subscription period.
  • Failure to pay may result in suspension or termination of access until payment is made.

• Termination for Breach:

  • Either party may terminate the agreement if the other party breaches material terms and does not fix the issue within 30 days of receiving written notice.
  • Sage may suspend or terminate access immediately if payments are overdue or other serious breaches occur.

• Non-Refundable Fees:

  • Payments made are generally non-refundable and non-transferable, so customers should carefully consider renewal decisions.

• Effect of Termination:
  • Upon termination, access to the software and services ends, and any outstanding fees remain payable.

• Information Security:
  • Sage Fixed Assets complies with well-established international security standards such as ISO 27001 and ISO 27002, which provide frameworks for managing information security effectively.

  • The software also aligns with cybersecurity frameworks like NIST and AICPA to ensure robust security controls.

• Data Privacy Regulations:

  • The software supports compliance with major data privacy laws including GDPR (General Data Protection Regulation), CCPA (California Consumer Privacy Act), and SOX (Sarbanes-Oxley Act), helping organizations maintain audit trails, data integrity, and privacy protections.

• Encryption and Access Controls:
  • Data transmitted by the software is encrypted using industry-standard protocols to protect it in transit.

  • Access to the system is controlled through strict user permissions, and multi-factor authentication is recommended to enhance security.

• Cloud Security Measures:
  • When Sage Fixed Assets is hosted in secure cloud environments, it benefits from advanced security features such as endpoint detection and response, zero-trust remote access, micro-segmentation to prevent lateral movement of threats, and continuous intrusion monitoring.