Want to know how to access the Business Central features to support your business processes? Read on, in our article we’ll pull the veil off the most important licensing information.
Dynamics 365 Business Central is licensed through named user accesses that are different from Dynamics NAV's (formerly Navision's) concurrent user licensing method. This means that each user who accesses the system via a desktop, web, or mobile client needs a dedicated user access. Dynamics 365 Business Central classifies users into two categories: “Full users” and “Team Members”.
Full users have unlimited direct or indirect access to all features of Business Central, including setting, administering, and managing all parameters or functional processes. Access can be controlled by permission sets. Additional users often represent a significant percentage of users in an organization and may consume data or reports from line of business systems, complete light tasks like time or expense entry and HR record updates or be heavier users of the system, but not require full user capabilities. These additional users are licensed with Dynamics 365 Business Central Team Members.
The Dynamics 365 Business Central Team Members subscription is a named user subscription designed for users who are not tied to a particular function, but who require basic Dynamics 365 Business Central functionality. This license includes full read access and some write access for selected light tasks across Dynamics 365 Business Central functionality for a given tenant. The write access includes:
Sales
Update existing data and entries in Business Central like customer or item records which are already created;
Create, edit, delete a sales quote;
Forwarding a quote for approval;
Purchase
Update existing data and entries in Business Central like vendor or item records which are already created;
Create, edit, delete a purchase quote;
Forwarding a quote for approval;
Other
Edit job time sheets for approval;
Create, edit, delete personal information;
Approve or reject tasks in all workflows assigned to a user. Approvals and rejections can only update data in records that Business Central Team Members can access.
There is also a third type of access: device-based access. With the device license, multiple users can use a device that is licensed with a device SL to operate a point of sale device, shop floor device, or warehouse device. A single device can provide any of the following functionality in any combination. Device SLs do not include all the capabilities of the full user.
Purchased or subscribed
The user types described above are available in purchased (for On Premise implementations) and subscription (SaaS for cloud-based implementations) versions. The purchased version ensures the legitimate use of the system without a time limit (with existing enhancement plan, with the availability of updates), while the subscriptions lasts is for as long as the licenses are financially settled.
Functions related perspective
Business Central is a comprehensive business management solution for SMBs. It can be licensed two ways Essentials, or Premium.
Functions included in the Essentials package:
Financial Management;
Customer Relationship Management;
Supply Chain Management;
Warehouse Management;
Human Resources Management;
Project Management;
Functions included in the Premium package:
Everything in Essentials;
Service Management
Manufacturing
Note, customers may not mix and match Essentials and Premium users. Customers must license Essentials or Premium users but not both.