Dynamics 365 Business Central,on-premises Licensing GuideOctober 2020

ContentsHow to buy Business Central, on-premises . 1Licensing Programs. 1International Availability . 2How to License Business Central, on-premises . 2Licensing Overview . 2Perpetual Licensing . 2Deploying a Self-Managed Solution in an IaaS Environment . 3Subscription Licensing. 3Assigned Licenses . 3Full User Access Licenses . 3Additional User Access Licenses. 4Assigned Application Licensing . 4Business Central Essentials . 4Business Central Premium . 5Configuration Components . 6Cross Application Licensing. 6Assigned Access Licenses . 6Device License . 6Team Members License . 7Additional Licensing Requirements . 8Minimum License Purchase Requirements. 8Licensing Requirement for External Users . 8Multiplexing . 9Customizing the Business Central, on-premises Solution .10Other Product Licenses . 10Microsoft Power BI in Dynamics 365.10Licenses for Additional Software .10Appendix A: Team Members Included Tables. 11Appendix B: Dynamics 365 License List and Definitions . 15Appendix C: Additional Resources . 16Appendix D: Change Log . 17Dynamics 356 Business Central, on-premises Licensing Guide October 2020

What’s new in this licensing guide?This licensing guide was updated to reflect licensing updates and new online service offerings as ofOctober 2020.Business CentralFormatNew versionEssentialsTeam MembersDescriptionNewVersion 17New functionalityNew included tablesNew offer or ChangeReformatted and renewed for consistent and easy consumptionNew versionRetention PoliciesSee Appendix A: Oct 2020 additionsUsing This GuideUse this guide to improve your understanding of how to license Microsoft Dynamics 365 Business Central365 on-premises under the Perpetual Licensing or the Subscription Licensing model. Dynamics 365Business Central, on-premises fits the needs of midsize businesses with core business needs. It helpsorganizations connect their financials, sales, purchase, inventory, projects, service, and operations.This document applies for users with Dynamics 365 Business Central licenses and does not supersede orreplace any of the legal documentation covering use rights. For brevity and ease of reading, the Dynamics365 Business Central application names are shortened, to exclude “Dynamics 365”. For a complete list ofthe Dynamics 365 Business Central applications by branded name refer to Appendix B.For help determining the right technology solution for any given organization, including the licenserequirements for a specific product or scenario, consult with your Microsoft Dynamics Certified Partner.This guide does not supersede or replace any of the legal documentation covering use rights forMicrosoft products. Specific product license terms are detailed in the Software License Terms (SLT)document, which is available at 2009120&clcid 0x409.An important distinction to make is between license keys (activation keys) and license entitlements.License keys activate the Microsoft Dynamics software. License entitlements are what customers areentitled to run, and use based on the licenses acquired as described in the SLT.This document does not apply to Microsoft Dynamics AX, Microsoft Dynamics GP, Microsoft DynamicsNAV, Microsoft Dynamics SL, Microsoft Dynamics 365 for Operations, on-premises, or Microsoft Dynamics365 (On-Premises). This guide is not intended to influence the choice of Microsoft Dynamics products andservices. The examples presented in this guide are illustrative. Microsoft Corporation reserves the right toreview and/or update the existing version of this document without any advance notice.How to buy Business Central, on-premisesLicensing ProgramsBusiness Central, on-premises licenses are only available through the Dynamics Price List (DPL) andlicensed through one of two licensing models: Perpetual Licensing and Subscription Licensing: Perpetual Licensing: software is licensed with permanent usage rights. Customers may use thelicensed version of the software for as long as they choose. Perpetual Licensing is an option ifcustomers prefer an upfront investment or want to manage their solution internally, and will runthe software on their premises (or, subject to license mobility rights, have it hosted by a thirdparty Infrastructure as a Service [IaaS] provider acting as their agent).Dynamics 356 Business Central, on-premises Licensing Guide October 2020Page 1

Subscription Licensing: license the use of software with non-perpetual rights, meaning customercan use the software only during the term of the agreement secured by periodic payments. Thismodel lowers initial licensing costs and provides customers with the flexibility to increase ordecrease subscription license counts from one subscription term to the next. SubscriptionLicensing can be used when customers want to have their ERP solution hosted and managed asSoftware as a Service (SaaS) by their partner or any third party. Alternatively, the software may bedeployed on their premises, provided that their Business Central, on-premises partner providesday-to-day management services and maintains sole control over the solution.There are significant licensing differences between Perpetual Licensing and Subscription Licensing, asillustrated below.PerpetualSelf-managed, on-premises deploymentSelf-managed, hosted deployment (IaaS)*Partner-managed, on-premises deploymentPartner-managed, partner-hosted deployment (SaaS)Own your licensesLease your licensesPer User access licensesSubscription *Requires an active enhancement PlanInternational AvailabilityCountry, language, and localization availability for Business Central, on-premises is available here.How to License Business Central, on-premisesLicensing OverviewBusiness Central, on-premises applications are assigned licenses that are dedicated to a named user ordevice. Business Central, on-premises offers two types of access licenses: Named Client Access Licenses(CALs), only available under the Perpetual Licensing model, and User Subscription Access Licenses (SALs),only available under the Subscription Licensing model.Perpetual LicensingWith Perpetual Licensing, you license the desired solution functionality and access to that functionality issecured by licensing access licenses.It is easy for small and midsize businesses to get quickly and affordably started with Perpetual Licensing.The Essentials user gives customers all setup utilities, provides usage rights to core financial, sales andopportunity, supply chain and inventory, and project management functionalities. The Premium userinclude everything in the Essentials user, plus service management and manufacturing.Under Perpetual Licensing, customers license full access to the solution with full named CALs and limitedaccess to the solution with Team Members and Device CALs. When assigning security rights to users, thesystem administrator will designate each user as a full, Team Members, or a device user.Note, Essentials and Premium users may not be mixed and matched. Customers must license Essentials orPremium users but not both. Customers may move their users from Essentials to Premium if they moveall users at one time. Contact your ROC for more information.Dynamics 356 Business Central, on-premises Licensing Guide October 2020Page 2

Customers must acquire and assign an access license to each user that accesses the ERP solution directlyor indirectly.Deploying a Self-Managed Solution in an IaaS EnvironmentCustomers with an active enhancement plan have the licensing flexibility needed to manage their ownsolution, but deploy it in an IaaS environment, such a Microsoft Azure. Through the License Mobility rightsincluded with the enhancement plan, customers may reassign their ERP solution licenses to: Any servers running physical operating system environments (OSEs) or virtual OSEs dedicated tothe customer and located within the same Server Farm as often as needed, or From one Server Farm to another, but not on a short-term basis (i.e., not within 90 days of the lastassignment).Business Central, on-premises may be deployed in a multitenant environment where, by definition, theOSE is not dedicated to the customer. In such case, customers are required to install their license key inthe tenant database. This exception to the license mobility requirement that the OSE be dedicated to thecustomer only applies to the Business Central, on-premises software and not to any of the other Microsoftcomponents required for their ERP solution to run.SQL Server Runtime use licenses, received via Order Central, do not qualify for license mobility rights. Ifdeploying the ERP solution in an IaaS environment, customers will be required to license SQL throughother licensing programs.“Server Farm” means a single data center or two data centers each physically located: In a time zone that is within four hours of the local time zone of the other (Coordinated UniversalTime (UTC) and not DST), and/or Within the European Union (EU) and/or European Free Trade Association (EFTA).Subscription LicensingWith Subscription Licensing, customers subscribe to the rights to use Microsoft software and servicesinstead of owning them. Subscription licensing are full month terms that may be cancelled at the end ofthe term without penalties.To choose the appropriate SAL type, determine the functionality you require for the ERP solution. If yourequire only the functionality included with the Essentials user, license the Essentials user SALs (or acombination of the Essentials User, Team Members user and/or device SALs). If you require thefunctionality of the Premium user, then license the Premium user SALs (or a combination of the Premiumuser SALs, Team Members user and/or device SALs).Assigned LicensesAssigned licenses provide a named user or dedicated shared device with access to applications.Full User Access LicensesFull users are the users whose work requires use of the feature rich business applications functionality. Full users: receive unrestricted direct or indirect access to all of the functionality in the licensedserver software including setting-up, administering, and managing all parameters or functionalDynamics 356 Business Central, on-premises Licensing Guide October 2020Page 3

processes across the ERP Solution. Full users perform tasks across the ERP Solution using all thefunctionality included with either the Essentials or Premium user and require more writecapabilities that those available to Team Members. Every Essentials user requires a Essentials userlicense, and every Premium user requires a Premium user license.Additional User Access LicensesAdditional users often represent a large percentage of users in an organization and may consume data orreports from line of business systems, complete light tasks like time or expense entry or be heavier usersof the system, but not require full user capabilities. Device: grants access to Business Central, on-premises from a device. Any user may access alicensed device without the need for a separate user CAL. The Device CAL has restrictedfunctionality but may make more economic and administrative sense if its organization hasemployees who share devices, such as for shift-based work.A user or device licensed with a CAL may access any number of instances of Business Central, onpremises Server or earlier versions of the software running on the organization’s servers. Note:Since Business Central, on-premises may be licensed with a user or device CAL, only the user ordevice requires a CAL but not both. If the user of a device is licensed with a CAL, then the devicedoes not need a device CAL. Likewise, if the device is licensed with a device CAL, then the userdoes not need a CAL. Customers can mix both user and device CALs. Team Members: significant percentage of users in an organization and may consume data orreports from line of business systems, complete light tasks but don’t require full user capabilities.The Team Members license entitles the user to perform Team Members user tasks across the ERPSolution using the same functionality footprint available to the Essentials and Premium users.Every Team Members user requires a Team Members user license.Assigned Application LicensingWith Business Central, on-premises, you must license at least one of Essentials or Premium users.Additional access to the service functionality by other users is licensed with Team Members. BusinessCentral functionality is delivered through the Essentials or Premium User.Business Central EssentialsFor more sophisticated processes, yet simple enough to be managed in one solution, Essentials provides:(i) Financial management(ii) Sales and opportunity management(iii) Supply chain and inventory management(iv) Project managementBusiness Central Essentials FunctionalityBasic General LedgerAccount SchedulesAllocationsBank Account ManagementBank ReconciliationBasic XBRLCost AccountingFinancial ManagementBudgetsCash Flow ForecastCheck WritingConsolidationDeferralsElectronic Payment/Direct Debits1Advanced Financial ManagementInter-company PostingsDynamics 356 Business Central, on-premises Licensing Guide October 2020Fixed AssetsMultiple CurrenciesPayment HandlingResponsibility CentersUnlimited DimensionsPage 4

Artificial Intelligence2Cash Flow ForecastInventory ForecastImage RecognitionLate Payment PredictionSales ForecastCustomer Relationship ManagementBusiness Inbox for OutlookContact ManagementOpportunity ManagementCampaign ManagementDynamics 365 Sales Integration3Relationship ManagementCampaign PricingEmail LoggingTask ManagementContact ClassificationInteraction / Document ManagementE-ServicesDocument Exchange ServiceBank Feeds (US, CA, UK) 1Online MapDocument Management, Document CapturePaypalHuman Resources ManagementTax. Reg. No. Validation Service (EU)1Basic Human ResourcesBasic ResourcesCapacity ManagementAlternative Order AddressesAlternative Ship-To AddressesAlternative VendorsAssembly ManagementBasic InventoryBasic PayablesBasic ReceivablesCalendarsCycle CountingDrop ShipmentsItem AttributesItem BudgetsItem CategoriesAutomated Data Capture SystemBin Set-UpProject ManagementJob QuotesMultiple CostsSupply Chain ManagementItem ChargesItem Cross ReferencesItem SubstitutionsItem TrackingLocation TransfersMultiple LocationsOrder PromisingPurchase InvoicingPurchase Line DiscountingPurchase Line PricingPurchase Order ManagementPurchase Return Order ManagementRequisition ManagementWarehouse Management and InventoryInternal Picks and Put AwaysPickProject Management JobsTime SheetSales Invoice DiscountsSales InvoicingSales Line DiscountingSales Line PricingSales Order ManagementSales Return Order ManagementSales Tax/VAT4Shipping AgentsStandard Cost WorksheetStock keeping UnitsVendor Catalogue ItemsWarehouse Management SystemsWarehouse ReceiptWarehouse ShipmentOtherJob QueueUser ManagementNotifications (on-premises only)User TasksReason CodesWord reporting/Document reportingRetention PoliciesWorkflowUnlimited CompaniesConfiguration and DevelopmentReport Designer (100 reports)Page Designer (100 pages)Table Designer (10 tables)XML Port Designer (100 ports)Query Designer (100 queries)Codeunits (10 codeunits)1For feature availability in your region, consult ess-central/about-localization2Requires Intelligent Edge or Azure Machine Learning subscription3Requires Dynamics 365 license4Support for Sales Tax or VAT depending on country deploymentAnalysis ReportsChange LogEmbedded Power BIExtended TextIntrastat1Business Central PremiumPremium includes Essentials capabilities and adds key functionality for manufacturing and service ordermanagement:(i) Service management(ii) ManufacturingDynamics 356 Business Central, on-premises Licensing Guide October 2020Page 5

Business Central Premium FunctionalityService Order ManagementService Order ManagementService Item ManagementService Price ManagementService Contract ManagementPlanning and DispatchingProduction OrdersBasic Supply PlanningFinite LoadingProduction Bill of MaterialsDemand ForecastingSales and Inventory ForecastingVersion ManagementBasic Capacity PlanningAgile ManufacturingManufacturingMachine CentersBusiness Central, on-premises per named user license provides users with unrestricted access to thefunctionality included in Business Central, on-premises Team Members and full user license.Essentials and Premium licenses include: 1 license for an External Accountant user1 license for a System Administrator userExternal Accountant licenses are for the sole purpose of providing supplemental professional accountingor bookkeeping services related to the auditing process. System Administrator license is for an employeeof your Microsoft Dynamics partner to manage your application and provide support.Note: Licenses for additional software required to run the solution, such as Microsoft Windows Server,Microsoft SQL Server, and Microsoft SharePoint Server, are not included with the Essentials, the Premium,or the Team Members licenses. You need to license any additional software according to their applicablelicense terms. See Licenses for Additional Software for more information.Configuration ComponentsConfiguration components are included for both Essentials and Premium users. Additional configurationcomponents are available for purchase as needed.Configuration and DevelopmentApplication Builder Pages (100 pages)XML Port (100 XML Ports) Reports (100 reports)Queries (100 queries)Solution DeveloperTable (10 tables) Codeunits (100 codeunits)Not available in SubscriptionCross Application LicensingAssigned Access LicensesDevice LicenseThe Business Central Device license is a limited license with a subset of Business Central capabilities. Thisdevice allows multiple users to use a licensed device 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 CALs do not include all the capabilities of the full user.Dynamics 356 Business Central, on-premises Licensing Guide October 2020Page 6

Device SLOperations – Device and Business Central Device FunctionalityPoint ofSaleOne device located in the Commerce location, used by any individual, for completing customer facingsales of goods or services transactionsOne device located in the Commerce location, used by any individual, dedicated to performing thefollowing tasks solely for that Commerce location. Commerce location or Store means a physicallocation (static or itinerant) operated by you when closing goods or services transactions withcustomers: Managing and replenishing inventory Balancing cash registers and processing daily receipts Configuring and maintaining menu options displayed by the ISV Devices Purchasing supplies and services required to run the Commerce Location operations Managing Commerce Location staff Processing reports required to analyze and manage Commerce Location results Managing master data related to Commerce Location operationsOne device used for manufacturing shop-floor functions. Shop Floor Functions: Clock-in and clock-out Starting and finishing production jobs (including project activities carried out on the shop floor) Reporting progress Materials consumption and completion Viewing documents and instructions related to production jobs Viewing worker holiday balancesOne device used for Warehousing functions: Receiving Putting-away Doing internal stock transfers Picking, packing Capturing product attributes Shipping goods plus performing inventory count checks in the context of a warehousemanagement system Posting output and materials consumption against production orders when captured as transfersof raw materials and finished goods between a warehouse and a production line (all other types oftransactions are excluded)StoreManagerShop FloorWarehouseDeviceTeam Members LicenseThe Team Members license is a license designed for users who are not tied to a particular function, butwho require basic Business Central, on-premises functionality.Team Members get restricted access to the ERP Solution to complete only the following tasks: ‘Read’ access to any data contained in the ERP solution; and‘Write’ access to a maximum of 3 table objectsTeam Members users are not authorized to ‘write’ directly or indirectly to the following tables:Table Number17200000000420000000052000000053Table NameGeneral Ledge EntryPermission SetPermissionAccess ControlNote, tables described in Appendix A do not count towards the 3 table objects.Writing the transactions of a Team Members user to a temporary table then having a full user (or a systemprocess) post those transactions to table 17 is an example of indirect write access to table 17, which is notpermitted.Dynamics 356 Business Central, on-premises Licensing Guide October 2020Page 7

Transactions created by a Team Members user are not considered indirect write access if: The transaction is needed by a full user as in an input to perform their job function, andTransactions are processed individually (not in a batch).The Team Members user included tables should allow you to perform the following tasks:Sales(i) Create a customer with relevant contact details, based on a template or from scratch(ii) Create an opportunity for an existing campaign, and relate it to sales quotes or ordersTopicQuotesOrdersTaskCreate a sales quote for an existing or a new customerSend a sales quote by email, send it for approval, or convert it to a sales orderCreate a sales order for an existing or a new customerSend a sales order for approvalPurchase(i) Create a vendor with relevant contact details, based on a template or from scratch(ii) Create a purchase order for an existing or a new vendor(iii) Send a purchase order for approvalOther Tasks(i) Fill in an existing timesheet(ii) Perform document capture - expense reporting by scanning an invoice to create an incomingdocumentRole Centers(i) Use the charts on two role centers: order processor (for sales scenarios) and purchasing agent(for purchase scenarios)However, if your specific deployment requires more than 3 tables not part of the included range to fulfillthese tasks, a full user will be required. Any access beyond these limitations requires full user access.When assigning security rights to users, the system administrator will designate them as full users, TeamMembers, or device users.Additional Licensing RequirementsMinimum License Purchase RequirementsThere are no minimum license purchase requirements. Note, customers may not mix and match Essentialsand Premium users. Customers must license either Essentials or Premium users, not both.Licensing Requirement for External UsersYour customers are external users. Essentials and Premium licenses include the rights for an unlimitednumber of external users to access the ERP solution without the need for individual Access Licenses aslong as following two restrictions are met: External users cannot use any clients provided by the Business Central, on-premises, such as theBusiness Central, on-premises Windows client, the Business Central, on-premises Web client, theDynamics 356 Business Central, on-premises Licensing Guide October 2020Page 8

Business Central, on-premises for Windows, the Business Central, on-premises for iPad or iPhoneapp, or the Business Central, on-premises for Android Tablet or Phone app. External user access does not extend to the customer or the customer’s affiliate’s contractors,vendors, or agents providing business processes on the customer’s behalf or using Dynamics 365to manage any portions of their business. In this sense, the customer may not use Dynamics 365to provide business process outsourcing services to its clients.Your system administrator designates external users in the user table by assigning such users an externaluser designation.MultiplexingMultiplexing refers to the use of hardware or software that a customer uses to pool connections, rerouteinformation, or reduce the number of devices or users that directly access or use Business Central, onpremises Server. Multiplexing does NOT reduce the number of licenses of any type required to access theBusiness Central, on-premises Server. Any user or device that accesses Business Central, on-premisesServer—whether directly or indirectly—must be properly licensed.Business Central, on-premises licenses are required for users or devices that directly input, query, or viewdata from the Business Central, on-premises Server. Similarity, Business Central, on-premises licenses arerequired for users or devices that input data into, query, or view data from Business Central, on-premisesServer through a pooling device. Pooled connections use a non-interactive user account in BusinessCentral, on-premises that can access the system but only via the web service layer. Internal users anddevic

Team Members New included tables See Appendix A: Oct 2020 additions Using This Guide . This document does not apply to Microsoft Dynamics AX, Microsoft Dynamics GP, Microsoft Dynamics NAV, Microsoft Dynamics SL, Microsoft Dynamics 365 for Operat