acumatica licensing guide · 2018-06-15 · any reference to system or software shall be a...

Acumatica Licensing Guide – May 2018

Acumatica Licensing Guide


Contents USING THIS GUIDE ................................................................................................................................................... 3

LICENSING AND SAAS SUBSCRIPTION ....................................................................................................................... 4

KEYS AND ENTITLEMENTS ................................................................................................................................................... 4 OVERVIEW ....................................................................................................................................................................... 4 SOLUTION FUNCTIONALITY .................................................................................................................................................. 4

Small Business Edition ............................................................................................................................................................ 4 Advanced Edition ................................................................................................................................................................... 4 Enterprise Edition ................................................................................................................................................................... 4 Distribution Edition ................................................................................................................................................................ 4 Commerce Edition .................................................................................................................................................................. 5 Field Service Edition ............................................................................................................................................................... 5 Manufacturing Edition ........................................................................................................................................................... 5 Construction Standard Edition ............................................................................................................................................... 5 Construction Advanced Edition .............................................................................................................................................. 5 Acumatica Modules................................................................................................................................................................ 6 Module Specific Licensing ...................................................................................................................................................... 8

LICENSING AND SUBSCRIPTION MODELS ................................................................................................................................ 8 Acumatica’s SaaS Subscription ............................................................................................................................................... 8 Private Cloud Subscription (PCS) Licensing ............................................................................................................................ 8 Private Cloud Perpetual (PCP) Licensing ................................................................................................................................ 9

LICENSING METHODS......................................................................................................................................................... 9 Transaction Tiers .................................................................................................................................................................... 9 Named Users ........................................................................................................................................................................ 10 Concurrent Users ................................................................................................................................................................. 10 Resource Levels .................................................................................................................................................................... 10

SYSTEM RECOMMENDATIONS AND CONSTRAINTS .................................................................................................................. 11 System Recommendations for Consumption based Licensing ............................................................................................. 11 System Constraints ............................................................................................................................................................... 11 Monitoring Console and License Compliance ...................................................................................................................... 12

TENANTS ....................................................................................................................................................................... 12

PRICE PROTECTION ................................................................................................................................................ 13

RENEWAL CAPS FOR SAAS AND PCS SUBSCRIPTIONS .............................................................................................................. 13 RENEWAL CAPS FOR SOFTWARE MAINTENANCE (PCP ONLY) .................................................................................................. 13

SOFTWARE UPDATES AND UPGRADES ................................................................................................................... 13


Using This Guide This guide is provided to enhance your understanding of Acumatica licensing for Private Cloud Perpetual (PCP), Private Cloud Subscription (PCS), and Acumatica’s Software as a Service (SaaS) subscription. Any examples presented in this guide are for illustrative purposes only. Acumatica, Inc reserves the right to update the existing version of this document without advanced notice.

Any reference to system or software shall be a reference to Acumatica ERP software or SaaS subscription, unless stated otherwise. This guide covers the various aspects of Acumatica licensing and it is important the document is read in its entirety to understand the various aspects of your license. While this document is referred to as the Acumatica Licensing Guide, it also covers Acumatica’s Software-as-a-Service (SaaS) offering. Headings or sections that mention “license” or “licensing”, may also apply to a SaaS subscription, where applicable.

Any capitalized words not defined in this document shall have the meaning as defined in the respective end user license agreement or subscription agreement.

This guide does not supersede, replace or modify any of the legal documentation covering use rights for Acumatica products or services. Specific product license terms are located at http://www.acumatica.com/agreements, as applicable.

http://www.acumatica.com/agreements


Licensing and SaaS Subscription Keys and Entitlements Acumatica license keys (activation keys), are used to activate Acumatica products. License entitlements are what you are entitled to use based on the licenses you have acquired.

Overview Acumatica’s licensing and SaaS subscriptions are designed to help small and midsize businesses save money by only having to acquire licensing and services needed for their business areas. As the company grows, or needs change, added licenses can be acquired as needed. This makes the power and benefits of an Acumatica solution more affordable for all businesses.

When selecting Acumatica, there are two components to consider: (1) product editions and modules which provide specific product functionality, and (2) licensing and subscription method. There may be additional System and Module Constraints that are related but not directly tied to Licensing and will be covered in this guide.

Solution Functionality Acumatica Cloud ERP functionality is delivered via various product modules, Acumatica Editions contain a collection of modules, which can also be further tailored to your specific needs. Here is a brief overview of the available Acumatica Editions and a table showing the available editions and modules.

Small Business Edition Small Business Edition is for smaller companies and includes 5 named users, Advanced Financials, Monitoring & Automation, and supports one tenant. A limited number of modules are available as optional add-ons. Small Business Edition is limited to 10 named users.

Advanced Edition Advanced Edition is for most mid-market companies who need Advanced Financials and more robust ERP functionality. Advanced Edition includes Advanced Financials, Monitoring & Automation, and 10 tenants, and has the full range of modules available as optional add-ons.

Enterprise Edition Enterprise Edition is for companies who require advanced functionality or are of a size (100+ users) that require enhanced performance. Enterprise Edition includes Advanced Financials, Advanced Inventory, Order Management, Project Accounting, Intercompany Accounting, Deferred Revenue, Contracts, Advanced CRM, Portals for Advanced CRM, Microsoft Exchange Integration, Advanced Fulfillment, Monitoring and Automation, and 20 tenants.

Distribution Edition Distribution Edition is ideal for wholesale and distribution companies that need Integrated Financials and Inventory, with robust ERP functionality. Distribution Edition includes Advanced Financials, Advanced


Inventory, Order Management, Monitoring & Automation, Advanced Fulfillment, and 10 tenants. The full range of modules are available as optional add-ons.

Commerce Edition Commerce Edition is ideal for Internet retailers that need Integrated E-Commerce with Advanced Financials and Inventory, and robust ERP functionality. Commerce Edition includes Advanced Financials, Advanced Inventory, Order Management, Advanced Fulfillment, Monitoring & Automation, Magento Connector, Product Configurator, and 10 tenants. The full range of modules are available as optional add-ons. Commerce modules are 3rd party products and have their own licensing agreements.

Field Service Edition Field Service Edition is ideal for companies who need to manage field service appointments, Advanced Financials and Inventory, as well as robust ERP functionality. Field Service Edition includes Field Service Management, Advanced Financials, Advanced Inventory, Order Management, Advanced Fulfillment, Monitoring & Automation, and 10 tenants. The full range of modules are available as optional add-ons, including Equipment Management, CRM, Rout Management, and more.

Manufacturing Edition Manufacturing Edition is ideal for companies who need to manage manufacturing processes. Acumatica’s Manufacturing Edition includes Advanced Manufacturing (bill of materials, resource planning, production management), Advanced Financials, Advanced Inventory, Order Management, Advanced Fulfillment, Monitoring & Automation, and 10 tenants. The full range of modules are available as optional add-ons.

Construction Standard Edition Construction Standard Edition is for smaller construction companies that need to manage Construction projects. Construction Standard Edition includes 5 named users and supports a single entity. A limited range of modules are available as optional add-ons.

Construction Advanced Edition Construction Advanced Edition is ideal for larger construction companies that need to manage Construction projects. Construction Advanced Edition is great for most mid-market companies who need Advanced Construction and robust ERP functionality. Construction Advanced Edition includes Project Accounting for Construction, Financials for Construction, Order Management, Monitoring & Automation, and 5 tenants. Most modules are available as optional add-ons.

Note: Licenses for additional software which may be required to run Acumatica, such as Microsoft Windows Server and Microsoft SQL Server, are not included and would need to be purchased separately. However, they are included in Acumatica’s Cloud ERP Subscription SaaS Services.


Acumatica Modules Tables 1 and 2 below show the various Acumatica Editions and the available modules for each Edition.

Table 1 – Acumatica Editions and Modules

Acumatica Base System ModulesAdvanced Financials Monitoring and Automation Advanced Inventory (Requires Order Management) Order Management Project Accounting NA Intercompany Accounting NA Fixed Assets Deferred Revenue NA Contracts (Billing and CRM Case Integration) NA Advanced CRM (SFA, MA, Case Management, and Sales Force Integration) Portals for Advanced CRM (Requires Distribution for B2B features) NA Exchange Integration NA Fulfillment (Pre-Release) NA Additional 10 Tenants Pack NA

Manufacturing ModulesManufacturing - includes BOM, MRP*, PM (*excludes SBE Edition) NA NA NA

Product Configurator NA NA NA

Estimating NA NA NA

Field Service ModulesField Service Mgmt - includes 10 Scheduled techs and vehicles NA NA NA

Field Service Upgrade to 50 scheduled techs (Requires FSM) NA NA NA

Field Service Upgrade from 50 Tech to Unlimited (Requires 50 Tech FSM) NA NA NA

Equipment Maintenance (Requires FSM) NA NA NA

Route Management (Limited Availability - Requires FSM) NA NA NA

Commerce ModulesE-Commerce Integration (Single Site Magento - Kensium Commerce Connector) NA NA NA

Additional Site for Commerce Integration (For Magento Community Edition) NA NA NA

Additional Site for Commerce Integration (For Magento Enterprise Edition) NA NA NA

Product Configurator (Kensium Product Configurator) NA Construction Edition Modules

Financials For Construction Edition (Advanced Financials + Retainage, Compliance, Excludes: Consolidations, Multi-currency)

NA NA NA NA

Standard Inventory NA NA NA NA

Standard Fixed Assets (Maximum of 5,000 active assets) NA NA NA NA

Project Accounting for Construction Edition NA NA NA NA

Standard CRM (Does not include Case Management and Sales Force Integration) NA NA NA NA

Portals for Standard CRM (Does not include Case Management, B2B Features) NA NA NA NA

ProCore Integration NA NA NA NA

EDITION Small Business

Advanced Enterprise Distribution


Table 2 – Acumatica Editions and Modules

means the module is included with the listed edition. means the module is available but not included with the listed edition. NA means the module is not available with the listed edition.

Standard Advanced Acumatica Base System Modules

Advanced Financials NA Monitoring and Automation Advanced Inventory (Requires Order Management) NA Order Management Project Accounting NA NA

Intercompany Accounting NA Fixed Assets NA Deferred Revenue NA NA

Contracts (Billing and CRM Case Integration) NA NA

Advanced CRM (SFA, MA, Case Management, and Sales Force Integration) Portals for Advanced CRM (Requires Distribution for B2B features) NA Exchange Integration NA Fulfillment (Pre-Release) NA NA

Additional 10 Tenants Pack NA Manufacturing Modules

Manufacturing - includes BOM, MRP*, PM (*excludes SBE Edition) NA Product Configurator NA Estimating NA

Field Service ModulesField Service Mgmt - includes 10 Scheduled techs and vehicles NA Field Service Upgrade to 50 scheduled techs (Requires FSM) NA Field Service Upgrade from 50 Tech to Unlimited (Requires 50 Tech FSM) NA Equipment Maintenance (Requires FSM) NA Route Management (Limited Availability - Requires FSM) NA

Commerce ModulesE-Commerce Integration (Single Site Magento - Kensium Commerce Connector) NA NA

Additional Site for Commerce Integration (For Magento Community Edition) NA NA

Additional Site for Commerce Integration (For Magento Enterprise Edition) NA NA

Product Configurator (Kensium Product Configurator) NA NA

Construction Edition ModulesFinancials For Construction Edition (Advanced Financials + Retainage, Compliance, Excludes: Consolidations, Multi-currency)

NA NA NA

Standard Inventory NA NA NA Standard Fixed Assets (Maximum of 5,000 active assets) NA NA NA Project Accounting for Construction Edition NA NA NA Standard CRM (Does not include Case Management and Sales Force Integration) NA NA NA Portals for Standard CRM (Does not include Case Management, B2B Features) NA NA NA NA ProCore Integration NA NA NA

Field Service

Manufacturing Construction EDITION Commerce


Module Specific Licensing

Field Service - Scheduled Resources When licensing Acumatica Field Service Edition, the system will come with a base licensing for up to 10 field service personnel and 10 vehicles (10 P/V). Additional licenses are available for up to 50 P/V and for unlimited P/V.

e-Commerce Websites The Kensium Commerce Connector allows a single Magento or Shopify site to be integrated with Acumatica ERP system. If connectivity is required for additional storefronts, additional connectors may be purchased. There are connectors for Magento Community and Enterprise editions.

Fixed Assets The Fixed Assets module allows you to create and manage fixed assets through their useful life, from acquisition to disposal. Fixed Assets fully integrates with Purchase Requisitions and Purchase Orders to facilitate converting purchases into fixed assets without re-entering data. The maximum number of fixed assets per tenant varies by Edition, see Table 5a for details. Construction Edition has an additional module called Standard Fixed Assets, which allows a maximum of 5,000 active fixed assets.

Portals Acumatica Portals enable you to create a portal experience where customers and business partners can access their information, as well as create orders or open cases. Acumatica Portals can be used as a Customer Portal, B2B Portal, B2B Ordering Portal, Case Management Portal, and Financials Portal. An individual portal license is required each company it is used with. Each individual portal license supports one portal website URL. Once the individual portal module is licensed, there are no additional user access licenses required.

Licensing and Subscription Models Acumatica ERP solution is made available through one of three models: Software-as-a-Service (SaaS) subscription which is by far the most popular, Private Cloud Perpetual (PCP) Licensing, and Private Cloud Subscription (PCS) Licensing.

Acumatica’s SaaS Subscription allows you to use the SaaS service with non-perpetual rights. The SaaS service includes; Acumatica’s ERP software, hardware required to host the software, hosting side Internet connectivity, hosting side firewalls, backups, and all costs associated with managing the server environment and with hosting operations. This model lowers initial licensing costs, eliminates the costs associated with acquiring and maintaining servers for Acumatica ERP software and hosting infrastructure, and provides you the flexibility to increase your subscription license as your business grows, or even decrease your license at any renewal term. Improvements, as defined in your subscription agreement, are included with your SaaS subscription, allowing the software and associated infrastructure to be kept up to date with the latest enhancements, patches, updates, and upgrades. SaaS service generally provides the lowest total cost of ownership, the greatest flexibility for the customer, and the highest service availability.

Private Cloud Subscription (PCS) Licensing allows you to use the software with non-perpetual rights, meaning you can use the software during the term of your subscription. This model lowers initial


licensing costs and provides you with the flexibility to increase subscription license counts as your business grows, or even decrease license counts at any renewal term. Software Updates (as defined in your license agreement) are included with your PCS subscription, allowing customers to keep the software up to date with the latest enhancements, patches, and upgrades. You can use PCS licensing when you want to have the ERP solution hosted and managed by your partner or any third party. Alternatively, the software may be deployed on your premises and can be managed by your Authorized Acumatica Reseller, or self-managed.

Private Cloud Perpetual (PCP) Licensing allows you to use the software with permanent usage rights, allowing you to use the licensed version of the software for as long as you choose. Perpetual Licensing might be for you if you prefer a larger upfront investment, if you want to manage the solution internally, and will run the software on your premises (or will have it hosted by a third party per the license agreement). Use is subject to the terms of Acumatica’s End User License Agreement (EULA). Software Maintenance, as defined in your license agreement, may be purchased to receive software updates, which allow customers to keep the software up to date with the latest enhancements, patches, and upgrades.

Licensing Methods Acumatica provides its customers with the greatest licensing flexibility in the ERP industry. The various means of licensing are meant to provide customers, including those with unique requirements, with a tailored, affordable solution. In addition, Acumatica offers licensing models designed to allow private cloud customers (PCP and PCS) to deploy high availability configurations without additional Acumatica costs.

Customers can license the ERP solution in one or more of the following ways: Consumption based (Transaction Tiers or Resource Levels), and User based (Named Users or Concurrent Users). Some of the modules, listed in Tables 1 and 2, have specific ways they are licensed and will be covered in this section.

Transaction Tiers Transaction tier licensing is based on monthly Commercial Transaction Volumes (CTV) and monthly ERP Transaction Volumes (ETV). Table 3 shows the various transaction tiers; higher tiers are available.

Table 3 – Transaction Tiers

Monthly CTV is equal to the single highest volume of transactions within these transaction types: Sales Orders, Shipments, AR Invoices, Customer Payments, Purchase Orders, Purchase Receipts, AP Invoices, and AP Payments.

Here is an example of how CTV is measured for Acme Company for a single month: 800 AR invoices, 700 customer payments, 400 AP invoices, 200 vendor payments, and 500 sales orders. The single highest volume for the month was the 800 AR invoices, so Acme Company’s Monthly CTV for the given month would be 800.

Transaction Tiers S1 S2 S3 M1 M2 M3 L1 L2 L3 L4 X1 X2 X4 E1 E2 E3 E4 E5

Monthly Commercial Transaction Volume 1,000 1,500 2,000 3,000 4,000 5,000 7,500 10,000 15,000 20,000 30,000 50,000 100,000 150,000 200,000 300,000 400,000 500,000

Monthly ERP Transaction Volume 20K 30K 40K 60K 80K 100K 150K 200K 300K 400K 600K 1M 2M 3M 4M 6M 8M 10M

X3

Transaction Limits

75,000

1.5M


ERP Transaction Volume (ETV) is equal to the total number of Acumatica objects created or modified (essentially the same as hitting “Save” on an Acumatica screen). It is unlikely that ERP Transaction Volumes would be reached before Commercial Transaction Volumes are reached under normal use of the software by logged in users. Since Acumatica is used as a platform, ETV is in place to account for custom development that utilizes the Acumatica platform in a manner that has very few CTV, yet the system is used extensively (example is someone creates a rental object to track rental transactions and creates 500 rental transactions per day).

To remain in compliance with CTV/ETV licensing requirements, Monthly CTV and ETV transaction volumes must not exceed your licensed monthly transaction volume for any three (3) months during a trailing twelve (12) month period.

SaaS Data Storage For SaaS subscriptions Each Transaction Tier comes with a corresponding amount of data storage included with the service, subscriptions for additional storage are available.

Table 6 – Included Data Storage (SaaS only)

Named Users Named user licensing is based on the number of individual users licensed to use the Acumatica ERP system. Each named user must have their own login ID and password, sharing of IDs by more than one individual is not permitted. This licensing does not limit the number of users that can be created in the system, it only limits the number of users that can be marked for access.

Concurrent Users Concurrent user licensing is based on the number of simultaneous users accessing the system at a given time. The number of concurrent users licensed would therefore restrict the system to only allow that number of simultaneous users to log in at any given time (see documentation for details).

Resource Levels If you purchased prior to April 1, 2018 and/or are using Resource Level licensing, please view the Acumatica Licensing Guide Supplement.

Transaction Tiers S1 S2 S3 M1 M2 M3 L1 L2 L3 L4 X1 X2 X4 E1 E2 E3 E4 E5Data Storage Included (SaaS Only)

X3

20 GB 30 GB 40 GB 50 GB 60 GB


System Recommendations and Constraints In addition to the Functionality and Usage licensing listed above, there are other parameters that can affect system performance or access to specialized modules. These may vary depending on the selected licensing model (SaaS or PCS/PCP). Parameters that can impact system responsiveness are addressed in System Recommendations, while those that have strict limitations are addressed in System Constraints.

System Recommendations for Consumption based Licensing The system recommendations, listed in Table 4 below, are designed to provide customers with guidance to help them achieve optimal performance. Customers surpassing these recommended limits may experience sub-optimal operating conditions, and a corresponding degradation in performance, but the system will not prevent them from being surpassed and there will be no violation of the license agreement.

Table 4 – System Recommendations

System Constraints The system constraints, listed below in Tables 5a and 5b, are additional parameters of the Acumatica license agreement. Acumatica’s ERP solution will either provide details of the thresholds that are surpassed or prohibit the user from performing operations that would exceed thresholds. These constraints are necessary to ensure normal system behavior and operation.

System Constraints for Consumption Based Licensing & Subscriptions

Table 5a – System Constraints for Consumption based licensing and subscriptions

Transaction Tiers S1 S2 S3 M1 M2 M3 L1 L2 L3 L4 X1 X2 X4 E1 E2 E3 E4 E5

Concurrent Users

Daily Commercial Transaction Volume

7,500 10,000 15,000 20,000 25,000

Daily ERP Transaction Volume

150K 200K 300K 400K 500K

X3System Recommendations

50 100 250 500 1,000

100K

100 300 500 1,000 2,500 5,000

2K 6K 10K 20K 50K


System Constraints for User Based Licensing & Subscriptions

Table 5b – System Constraints for User based licensing and subscriptions

When user-based licensing is utilized, a user license is utilized for APIs connections; an example would be when connecting using a Web Services API.

Monitoring Console and License Compliance Acumatica provides a License Monitor Console that is designed to provide one central location for viewing all license information, and to make it simple for customers to know their license usage so they can use their real-world usage data to determine if they need to consider increasing, or even possibly decreasing, their license needs.

The console provides license information, which includes licensed number of monthly CTV and ETV; recommended maximums for daily CTV, ETV, and number of users, if applicable; and system constraints for number of inventory items, business accounts, and more. For SaaS customers, there will also be information regarding data storage sizing. You can see detailed statistics of system resource use by month and by day; and view the warnings that have appeared when the system has exceeded the limits for resources specified in your license.

If the system is licensed utilizing Transaction Tiers, it will continue to operate even if the maximum CTV or ETV are reached for their license tier. However, the system will log the information and warnings will be displayed in the Monitoring Console. If there are three such violations in any trailing 12-month period, the customer will be required to upgrade to a license tier that will accommodate their transaction volumes.

Tenants Each Edition of Acumatica comes with the ability to have one or more tenants. Within a single tenant, you can have an unlimited number of companies. Companies within a single tenant will share customers, vendors, employees, and chart of accounts. Whereas companies in different tenants can decide what elements should be separated or shared between them, such as chart of accounts, vendors, customers, and employees. Additional Tenant license packs are available for all Acumatica Editions, other than Small Business and Construction Standard Editions. Whether using consumption or user-based licensing, the licensing will be applied to all companies and tenants. No additional licensing will be required so long as the total consumption or user count across all companies and tenants does not exceed the license limits.


Price Protection Renewal Caps for SaaS and PCS subscriptions Renewal prices for Acumatica PCS and SaaS subscriptions will not increase by more than 3% per year (Price Cap), as applied to the prices listed on the most current Order Form for such subscriptions; discounts listed on the Order Form will not apply to renewals. The 3% cap will apply as long as customer is in compliance with the terms of their subscription agreements and any related documents; and customer’s edition, transaction tier, or number of users are not reduced. If customer’s needs change, during the initial subscription term, and such change would require access to a higher-level edition or transaction tier, or an increase in the number of users, then customer’s current discount will be applied prorata, for the remaining initial term, toward the standard list price for such new edition, transaction tier, or number of user upgrade.

Renewal Caps for Software Maintenance (PCP only) Renewal prices for Software Maintenance, if listed on your Order Form, will not increase by more than 3% per year (Price Cap) from the price listed on your most current Order Form; discounts listed on the Order Form will not apply to renewals. The 3% cap will apply so long as Software Maintenance is purchased each year with no periods without coverage (uninterrupted), and customer is in compliance with the terms of their license agreements and any related documents.

Software Updates and Upgrades Software updates and upgrades are included with SaaS and PCS subscription licenses. Annual Software Maintenance may be purchased by PCP customers, to provide access to product updates and upgrades.

Acumatica major releases are those with numerical changes in any of the first three digits (left most digits). Minor releases (also known as updates) are those with numerical changes in the digits that follow the first three digits.

Updates are typically released every 2-8 weeks and include high severity fixes and minor feature enhancements. Upgrades are major releases and are generally released once every 6 months. Major releases contain a roll up of all fixes from the minor releases, all minor feature enhancements, as well as major product enhancements.

Each major release is supported for 18 months. If a customer discovers a software bug in the version of Acumatica ERP that they are running (which must be a supported version), the fix will be provided in the form of an update. The update will be provided utilizing the most current minor release version of the major release version the customer is using. Let’s look at an example:

• Customer is using version (build) 17.201.0043 and an issue is discovered that requires a fix • The most current published minor version of that major version (17.2), at the time the issue is

discovered, is 05.0015 (so complete build is 17.205.0015) • Acumatica’s development team would use the code base from 17.205.0015 for all current fixes,

including the one for this customer


• When the next minor release becomes available, it would contain the customer’s fix, and any other fixes or minor enhancements since the last minor release of this version of the software, which was called 17.206.0030

Staying current with software versions is important. While it may seem that skipping an upgrade to a major release would save time and effort associated with the upgrade, common experience shows skipping multiple releases actually takes more time and cumulative effort. This is due to the increased complexity associated with planning, upgrading, and learning the increased number of changes from multiple releases rather than just one or two. We recommend that customers work closely with their Acumatica Authorized Reseller to remain as current as possible with Acumatica major releases.

acumatica licensing guide · 2018-06-15 · any reference to system or software shall be a...

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