365 Business Central’s license model explained

As you know, 365 Business Central is the newest Dynamics version of Microsoft. Our solutions for logistics service providers are based on this ERP system and since the upgrade towards Business Central, some things have changed. Including the license model. How is this set up and what steps do you have to take to get started the right way? Who is allowed to enter the solution and to what extent? What are the points of attention regarding this new license model? I will answer these and other questions for you in this blog.

Adding users in Dynamics 365 Business Central

The beautiful thing about working with one of our products, is that multiple colleagues can work in the same environment at the same time. This saves you from doing the same thing twice and it enlarges the insights in all activities. But before someone gets access to the Warehouse, Transportation, or Forwarding Management System, that person has to be added to your user list. Fortunately, you can do this all by yourself. Find out how below.

How can I add a new user in Dynamics 365 Business Central?

When you register a new colleague in Business Central, you will see a few options. The process is pretty straightforward, I will mention a few variables though. These apply to this situation and for that reason might need some explaining.

1. Status switched on or off

The first variable does not need much imagination. But still, it is important in this blog’s context. If you register a colleague as a new user in the system, you naturally switch the status on. Will someone leave your organization of fulfil another role, in which access to the solution is no longer required? Then, you can switch the status off.

2. Three kinds of licenses in the license model

The second list of options might rise more questions. Here, you will see three license types, namely the Full, Limited and External User. Below I will elaborate on the difference between these three license types.

Full User

Firstly, I will get into the Full User. This user type is permitted to access your logistics and financial processes. Also, an employee with this license type is permitted to make changes in both these environments. For example, think about an office employee or a warehouse manager.

Limited User

Next, the Limited User: this license only grants rights to change within logistics modules. That being said, a Limited User is still allowed to look into financial transactions. Thus, someone with this license type has no need to change your finances or to create invoices for his or her function within the company. But this employee does need access tot your system to look up relevant information or the register certain logistics activities. A function that comes to mind is a transportation planner, for example.

External User

Lastly, the External User. A clear example of this license type is a warehouse employee that only influences Dynamic by his scan actions. Or a colleague who needs to retract data from your system from another system, like Jet Reports. This colleague has no (need for) further access to the visual interface and has therefore very limited access. Only through interfaces with other systems, in this case his scanning software. That is why Microsoft gives you an unlimited amount of External Users.

What do the Named Users in the license model mean?

We move on to the second subject in this blog, namely the Named Users. This user type applies to the OnPremise, as the Cloud version of Business Central. And it is not a fourth license type in your user list, but it has to do with the number of users that has access to the solution based on your bought licenses. In other words, the user list contains at maximum the same number of “switched on” users as Named Users in the license. You buy these Named Users at Boltrics, we buy them at Microsoft. So you know that for all 3PL Dynamics related issues, Boltrics is the party to go to.

Can you use all Full User profiles?

This is an important change. In the new situation, Microsoft needs two Full Users by default. The first one is for an External Accountant and the other one for the Microsoft Partner. That would be us, in this case. These Full Users are needed for these parties to do their jobs. Your accountant needs access to your finances and we need access to support you with Dynamics. Luckily, Microsoft does not charge you for these Full Users. This is the reason that you cannot use these two Full User profiles for your own staff.

How can you comply to the new license model?

In a new situation such as this one, we all need some time to get used to it. Therefore, just like in many other situations, it is wise to regularly stand still and check if everything is still alright. Because unjustly use of the software can result in cancellation of support and maintenance of the software. To prevent these risks, make sure you apply the following tips on a regular basis.

Check your user list

First, take a look at your user list. Is the number of “switched on” users the same with the number of users that you ordered? Perfect. Is there a discrepancy? If so, determine if all users should be switched on. Possibly, you have not switched off the profile of an ex-colleague.

Make sure that your license types are correct

Second, what is the relation between the number of switched on users and the number of your Full and Limited Users? Keep the two reserved Full Users for Boltrics and the Accountant (even if you do not have one) in mind. Do you have three employees who need a Full User profile? Then five Full User profiles are needed for your company. Two of them are paid for by Microsoft. If this is also correct, you are heading in the right direction. Do you notice that the profile destined for the External Accountant is used internally?  Then, you can ask for an extra user via finance@boltrics.nl.

Does everything match with your requirements?

Finally, do you work in a cloud environment and do you – after reading this blog – think that a Limited User is a better fit for one of your employees than a Full User? Or does a colleague needs to adjust your finances and thus a Full User profile as well? Then too, you can change your license via finance@boltrics.nl.