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Microsoft Dynamics® ERP

Licensing Guide

CUSTOMER EDITION | AUGUST 2010

HOW TO LICENSE

Microsoft Dynamics ERP Licensing Guide | August 2010 Version | Customer Edition | Page 2

Using This GuideUsing This GuideUsing This GuideUsing This GuideUse this guide to improve your understanding of how to license Microsoft Dynamics ERP

solutions. It is not intended to guide you in choosing Microsoft Dynamics products and

services. The examples presented in this guide are illustrative. This guide supersedes and

replaces all previous versions of the Business Ready Licensing Guide. Microsoft

Corporation reserves the right to review and/or update the existing version without

previous notice.

For help determining the right technology solution for any given organization, including

the license requirements for a specific product or scenario, consult with your Microsoft

Dynamics Certified Partner or your Microsoft account team.

This guide does not supersede or replace any of the legal documentation covering use

rights for Microsoft products. Specific product license terms are detailed in the Software

License Terms document, which is available at

http://www.microsoft.com/dynamics/en/us/licensing.aspx.

ContentsContentsContentsContentsUsing This Guide .............................................................................................................................1

Contents ..............................................................................................................................................2

Overview of Microsoft Dynamics ERP Licensing ...................................................................3

Business Ready Licensing...............................................................................................................4

Overview of Licensing Requirements ....................................................................................................4

Licensing Access to the Microsoft Dynamics ERP solution...........................................................5

Full Access........................................................................................................................................................................5

Limited Access................................................................................................................................................................5

Users and License Types ............................................................................................................................................9

External Users .............................................................................................................................................................. 11

Multiplexing ................................................................................................................................................................. 11

Licensing the Microsoft Dynamics ERP Solution............................................................................ 12

Foundation Packs....................................................................................................................................................... 12

Additional Components .......................................................................................................................................... 13

Business Ready Enhancement Plan (BREP)....................................................................................... 13

Additional Licensing Requirements .................................................................................................... 14

Five Steps to Counting Licenses for BRL ........................................................................................... 14

Resources....................................................................................................................................................... 16


Overview of Microsoft Dynamics ERP LicensingMicrosoft Dynamics ERP solutions are designed to help address any

organization’s specific business requirements and include Microsoft

Dynamics ERP solution tailored to vertical industry processes.

There are four Core Microsoft Dynamics ERP solutions; Microsoft Dynamics

AX, Microsoft Dynamics NAV, Microsoft Dynamics GP and Microsoft

Dynamics SL.

In addition, Microsoft Dynamics ERP solutions deliver specialized

capabilities for the retail industry. Microsoft Dynamics AX 2009 for Retail;

Microsoft Dynamics POS 2009, a retail store management system; and

Microsoft Dynamics Retail Management System (RMS), a complete point

of sale solution for small midsize and large retailers that can be adapted to

meet specific retail requirements.

The Business Ready Licensing model and the Business Ready Enhancement

Plan for Microsoft Dynamics introduce simplifications and improvements

in value to the licensing and maintenance programs for its Microsoft

Dynamics business management solutions.

Business Ready Licensing streamlines pricing for Microsoft Dynamics

solutions; Microsoft Dynamics AX, Microsoft Dynamics GP, Microsoft

Dynamics NAV and Microsoft Dynamics SL; by moving from a pricing

model based on hundreds of modules and granules to a new model based

primarily on the number of concurrent users who actually use the

software. This new model has two simple offerings: Microsoft Dynamics

Business Essentials and Microsoft Dynamics Advanced Management. They

are based primarily on a common Microsoft Dynamics ERP solution and

represent a price reduction for a typical entry-level configuration,

eliminating much of the complexity of licensing enterprise resource

planning software.

Designed to increase value for customers through the life of their product

solution, the new Enhancement Plan represents a global maintenance

program for Microsoft Dynamics solutions and introduces new benefits

such as transition investment credits, online training courses for

customers, and resources to connect customers with the Microsoft

Dynamics community.


Business Ready Licensing

Overview of Licensing RequirementsWhen licensing the Microsoft Dynamics ERP products through Business Ready Licensing

for on premise deployments, Microsoft Dynamics ERP licenses are required for:

1. User access to the Microsoft Dynamics ERP solution. Any user that directly or

indirectly accesses the Microsoft Dynamics ERP solution must be licensed with a

Microsoft Dynamics ERP User License.

Note: A single Microsoft Dynamics ERP solution referred to as the “system database” in

the Software License Terms is a logical entity that may utilize resources from multiple

servers, or processors, or files. Replicas or copies, in compliance with the Software License

Terms, of the system database (in full or partial) are considered part of the “system

database”.

Please find the Software License Terms at

http://www.microsoft.com/dynamics/en/us/licensing.aspx

2. The Microsoft Dynamics ERP solution you need and/or is technically required to

enable the functional scenarios.

Figure 1: Basic Licensing Requirements

Notes:

� Licenses for additional software required for the solution, such as Windows Server®,

Microsoft SQL Server®, and Microsoft SharePoint

®Server and their client access license

(corresponding to the users) are not included with the Microsoft Dynamics ERP licenses.


Licensing Access to the Microsoft Dynamics ERP solutionAny user that directly or indirectly accesses the Microsoft Dynamics ERP solution must be

licensed with a Microsoft Dynamics ERP User License. User licensing is based upon the

access rights they need. Microsoft offers two editions of Microsoft Dynamics ERP

solutions: Business Essentials (BE) and Advanced Management (AM).

Full Access

Users connecting to the solution through the Windows-based Microsoft Dynamics rich

client user interface (UI) may access all of the Microsoft Dynamics ERP solution included

in the solution edition. These users require a Full User license for the selected solution

edition (refer to you Microsoft Dynamics Certified Partner to understand the solution

capabilities by edition). See Licensing the Microsoft Dynamics ERP solution below for more

information about choosing the BE or AM Microsoft Dynamics ERP solution editions.

Limited Access

Microsoft offers limited access licenses, allowing access only to specific components of

the ERP solution. These limited access licenses are designed to help organizations extend

the benefits of the ERP solution to users throughout the organization.

Note: Some products may not offer limited user licenses (Light User license and

Employee Self Service User license) on the Business Essentials Edition. Customers who are

willing to benefit from these limited user licenses scenarios must transition to the

Advanced Management Edition.

Light User License

The most comprehensive limited access license is called the Light User. Light User

licenses allow limited access to the Microsoft Dynamics ERP solution by means other than

the Microsoft Dynamics rich client UI (indirect access).

Employee Self Service (ESS) User License

The Employees Self Service User license provides a lower-cost alternative for licensing

employees for access to the Microsoft Dynamics ERP system through means other than

the rich client UI for only the following purposes:

� Employee Administration: Management of the user’s own data and profile residing in the

system database.

� Employee Time and Attendance: Input of time sheets and clock-in/clock-out data

corresponding to the user.

� Employee Travel and Expenses: Input and update user’s data related to expenses and

travel requisitions.

� Employee Requisitions: Submission of user’s requisitions limited to their own purposes,

such as personal purchases or services, or leave of absence.

Note: The ESS User license is only applicable for employee self-service activities on his/her own

behalf that impact only the individual’s records. It is not meant to license any employee activity

related to projects that are part of the business value chain (e.g. tracking time and attendance for a


billable project). This type of activity is licensed with a Light User license or a Full User license

(depending on the mode of access and usage scenarios).

Figure 2: Comparing Full Access Users to Limited Access Users

Figure 3: Users Requiring Both a Full User and a Light User License

Users who access the Microsoft Dynamics solution through the Microsoft Dynamics rich client UI and through other means (while not logged into the rich client UI) require both a Full User license and a Light User license.

Limited Device license

This limited client access license allows a named device, serving a particular and single

purpose to perform a) data capturing tasks, input only devices, e.g. scanner, RFI or b) to

display information, output only devices, e.g. displays, printers, to be connected through

any other mean than the rich client (indirect access) to the Microsoft Dynamics ERP

solution.

Note: This license is not meant to license any Input-Output device. Only unidirectional

(Input or Output) devices may be licensed with the Limited Device CAL.

Microsoft Dynamics AX for Retail

Point of Sale (POS) Device Client Access Licenses (CALs)

To license retail Point of Sale (POS) devices (devices used by any user to access the

Microsoft Dynamics AX for Retail solution for the purpose of completing customer sales

or services transactions within the retail store), three types of POS Device CALs are

available:


� Microsoft Dynamics AX POS Device CAL: This license provides access to the

Microsoft Dynamics AX for Retail solution by a POS device that is running the

Microsoft Dynamics AX for Retail rich client UI for the purpose of completing

customer transactions.

� Microsoft Dynamics AX Store Management POS Device CAL: This license

provides additional access rights for a POS device that is used to access the

Microsoft Dynamics AX for Retail solution using the rich client UI for in store

retail activities. Typically this additional Microsoft Dynamics ERP solution is used

by store managers.

� Microsoft Dynamics AX External POS Device CAL: This license provides

indirect access (through means other than the rich client UI) to the Microsoft

Dynamics AX for Retail solution by a POS device using a third-party POS solution

that interoperates with or connects to the Microsoft Dynamics AX for Retail

solution (e.g. via web services).

Figure 4: Licensing POS Devices for Transactions and Store Management

In this scenario two POS devices are running the Microsoft Dynamics AX for Retail rich client UI. Both devices are used by cashiers for completing customer transactions. This access is licensed through the AX POS Device CAL. One POS Device (POS Device B) is also used by the store manager) to access the Microsoft DynamicsAX for Retail solution using the rich client UI for in store retail activities. This access is licensed through the AXStore Management POS Device CAL.


Figure 5: Licensing a POS Devices for Transactions and Store Management Activities

In this scenario one POS device (POS Device A) is running the Microsoft Dynamics AX for Retail rich client UI

and is used by cashiers for completing customer transactions. This access is licensed through the AX POS

Device CAL. The store manager uses another POS device (POS Device B) to access the Microsoft Dynamics

AX for Retail solution using the rich client UI for in store retail activities. This access is licensed through the AX

for Retail Store Management POS Device CAL.

Figure 6: Licensing a POS Device for Running a Third-Party POS Solution

In this scenario a POS device is running a third party (non-Microsoft Dynamics) POS solution that uses web

services to access the Microsoft Dynamics AX for Retail solution for completing customer transactions. This

access is licensed through the AX External POS Device CAL.


Specific Microsoft Dynamics ERP solution User Licenses

Some components offered with a Microsoft Dynamics ERP product will allow access to

only a specific functional area, and require a user license (or other metric used) for that

specific Dynamics ERP solution.

Refer to the Microsoft Dynamics Certified Partner for the complete set of required

licenses.

Users and License Types

There are primary four license types under Business Ready Licensing: Concurrent

User licenses, Named User licenses, Named Device licenses and the External

Connector Users license. For users that are employees or others performing

business processes on behalf of the organization or who are integrated into the

organization’s operations (such as onsite contractors, vendors, or agents), the

organization must license Concurrent Users and/or Named Users, depending

upon which is offered for the specific user licenses required. (For instance, Light

User licenses are based on Named Users, whereas Full Access licenses are

available based on Concurrent Users.) Please contact the Microsoft Dynamics

Certified Partner to determine the user type(s) that apply to specific scenarios or

speak to your Microsoft Account Representative.

For access to the Microsoft Dynamics ERP solution by external users (such as the

organization’s customers or vendors/suppliers not performing business process

on behalf of the organization), the organization has the option to license users

via an External Connector license. Each external connector license assigned to a

Microsoft Dynamics ERP solution permits any number of third party users to

access indirectly to the Microsoft Dynamics ERP solution. You do not need

Named User licenses for those users. The External Connector may not be used for

business process outsourcing purposes.


Concurrent Users Named UsersNamed Devices External Connector

Users

Concurrent User licenses

are based on the maximum

number of users that may

access the Microsoft

Dynamics ERP solution

simultaneously. Concurrent

User licenses can be shared.

Unlike Named User

licenses, which are

permanently assigned to an

individual, Concurrent User

licenses are assigned

temporarily to a user for

the duration of their active

session. Once that

individual end the active

session, the license may be

used by another individual

and the previous users is

not anymore licensed to

use access the solution.

Named User licenses are

specific to an individual

user and cannot be shared.

Often, this model is used to

provide certain individuals

access to specific Microsoft

Dynamics ERP solution.

Note that if a user leaves

the organization, the license

may be reassigned to

another user.

Named Device

licenses (e.g. POS

Device, Limited

Device) are specific

to a named device

and cannot be

shared. Often, this

model is used to

provide many

individuals access to

specific Microsoft

Dynamics ERP

solution thru a

named device.

Note that if a named

device is replaced,

the license may be

reassigned to

another named

device.

External Connector

licenses allow third-party

users to access the

Microsoft Dynamics ERP

solution. Third party users

are any users that are not

employees and do not

perform business

processes on behalf of the

organization (such as

supply chain vendors).

Only one External

Connector license is

required for each

Microsoft Dynamics ERP

solution.

Figure 7: Comparing User Types


External Users

Figure 8: Identifiying Internal Users vs External Users

Multiplexing

Multiplexing is the use of hardware, software (including manual procedures) to reduce

the number of devices or individuals that access or use the Microsoft Dynamics ERP

solution by pooling connections. Multiplexing does not reduce the number of licenses

required to access the Microsoft Dynamics ERP solution. Any user that accesses the

Microsoft Dynamics ERP—whether directly or indirectly—must be properly licensed.

Note: Licensed users may manually rekey information (when coming from non-licensed

users) into the ERP solution. This scenario is not considered as multiplexing.

Figure 9: Multiplexing Does Not Reduce Number of Licenses Required


Licensing the Microsoft Dynamics ERP Solution

Foundation Packs

For each Microsoft Dynamics ERP solution deployed, an organization needs one Business

Ready Licensing Foundation Pack license. A Foundation Pack contains several functional

components. The Foundation Pack is offered in two editions—Business Essentials (BE) and

Advanced Management (AM).

In order to understand available editions and included Microsoft Dynamics ERP solution,

refer to http://www.microsoft.com/dynamics/en/us/editions.aspx and please contact your

Microsoft Dynamics Certified Partner.

Notes:

� A single Microsoft Dynamics ERP solution (also referred to as the “system

database”) may utilize resources from multiple servers or processors..

� Licenses for additional software required for the solution, such as Windows

Server, SQL Server, and SharePoint Server are not included with the Foundation

Pack license and they must be licensed according to their license terms.

Figure 11: Licensing the Microsoft Dynamics ERP solution

The Business Essentials (BE) Foundation Pack provides basic Microsoft Dynamics ERP

solution for organizations with less complex business requirements.

The Advanced Management (AM) Foundation Pack includes all the Microsoft Dynamics

ERP solution in Business Essentials, along with more advanced Microsoft Dynamics ERP

solution typically needed by larger or more complex organizations.

How to Get the Foundation Pack License

The Foundation Pack License is included with the first Full User license acquired. For

instance, if the organization wants to license the Microsoft Dynamics ERP solution of the

Advanced Managment (AM) edition, they order AM Full User licenses.


Additional Components

Organizations may buy licenses for additional components (granules/modules) on an

individual basis. In certain cases, in addition to component licenses, additional licenses

per metric may be required.

For currently-available Microsoft Dynamics ERP solution/components contact your


Business Ready Enhancement Plan (BREP) The Microsoft Dynamics Business Ready Enhancement Plan (BREP) offers multiple

features that help to maximize the value of the Microsoft Dynamics solution. These

benefits include the ability to upgrade to newer versions of the software when they

become available, as well as to receive fixes, updates, service packs, and tax and

regulatory releases.

For more information on the Business Ready Enhancement Plan, please contact your


License Transitions

Microsoft Dynamics currently has three types of license transitions for customers wishing

to change license model, product line, or product edition:

License Model Transition (LMT) Product Line Transition Edition Transition

Move from Module Based

Licensing (MBL) to Business

Ready Licensing (BRL). An LMT

allows customers to convert their

existing MBL-based licenses into

BRL-based licenses within the

same product line.

Move from one Microsoft

Dynamics product to

another (e.g. from

Microsoft Dynamics SL to

Microsoft Dynamics NAV)

Move from one edition to

another within the same

product line and licensing

model (e.g. Microsoft

Dynamics AX Business

Essentials to Microsoft

Dynamics AX Advanced

Management)

For details, please contact your Microsoft Dynamics Certified Partner.


Additional Licensing RequirementsThere are also very few components that need to be licensed based on additional metrics

(for example, the number of employee records or languages being used). For additional

details, please contact your Microsoft Dynamics Certified Partner.

Five Steps to Counting Licenses for BRL

Note: The estimate count of licenses based on these five steps methodology may vary

depending on specific conditions and scenarios. This is for informational purposes only.

MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE

INFORMATION IN THIS DOCUMENT. Please contact your Microsoft Dynamics

Certified Partner for more information about licensing and pricing.


Frequently Asked Questions (BRL)

1. Why is not sufficient to license a SQL CAL to access the Microsoft Dynamics ERP

solution?

The SQL CAL licenses an individual user or device to interact with SQL Server, but

does not include the rights to access the Microsoft Dynamics ERP solution.

2. Why is a good idea to use the Light User option for extending the ERP solution

to more people in the organization?

Extending the ERP solution to users who do not require Full User access can bring

tremendous value to the customers, such as the ability to automatize activities within

a secure and managed environment that aggregated across the organization can

create significant productivity and business intelligence improvements.

3. Does the Light User license include the ESS User access rights?

Yes. Once a user is licensed with the Light User license, then he does not require an

ESS User license.

4. Does the ESS User license allow users to access the solution for projects and/or

consulting services?

No. The ESS User license allows users to access the ERP solution to payroll specific

self-service activities. This helps customers to increase productivity and automate

payroll activities that usually improve productivity and reduce costs with non-billable

activities.

5. Does the External Connector license unlimited Light Users access?

Yes. External users are required to be licensed as Light Users. Since many customers

may face scenarios with millions of external users and/or unknown numbers of

external users, then the External Connector license becomes a great benefit to cap

the licensing cost in oppose to licensing user by user.


Resources

Microsoft Dynamics Web site

Learn about what Microsoft Dynamics solutions can do for your organization and how to

get started. http://www.microsoft.com/dynamics/en/us/default.aspx

CustomerSource

Microsoft Dynamics CustomerSource is a password-protected site for customers who use

Microsoft Dynamics products. Included as a benefit of your service plan, CustomerSource

allows you to search a powerful Knowledge Base for Microsoft Dynamics, view online

training for Microsoft Dynamics, download updates, and find other timely information

and resources virtually 24 hours a day. (Sign-in required.)

http://www.microsoft.com/dynamics/en/us/customersource.aspx

This document is for informational purposes only.

MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT.

© 2010 Microsoft Corporation. All rights reserved.

Microsoft, The Microsoft Dynamics Logo, Excel, InfoPath, SharePoint, SQL Server, and Windows are either registered trademarks or trademarks of Microsoft Corporation or Microsoft Business Solutions in the United States and/or other countries. Microsoft Business Solutions is a subsidiary of Microsoft Corporation.

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