SAP Business One licenses are based on a named user licensing model. Each user name needs to have a license granted to it. A named user is an employee who is authorized to access directly or indirectly the licensed SAP Business One software, which is enforced by License Policy Technical Enforcement features in version 9.0.
Employees may not share a single user name to logon to SAP Business One. Licenses assigned to a named user are not specific to a single company database. In prior releases of SAP Business One up to version 8.82 using the same user name, a named user can log on to SAP Business One twice, for example to access a second company. In reality however, this is not the case. Up to the 8.82 SAP Business One version level, even with a clear emphasis of a named user licensing model (one named user utilizing/assigned one SAP Business One license) the system allows 2 possible login to the same database company using the same user name and password. This then allows customers to have a work around of having two employees using the same login and password to process things within an SAP Business One database company. The drawback in this case is that instead of one license needed for the two employees it now only requires each user to have their own login and password.
Now with the release of SAP Business One version 9.0, inquiries started to pour in as more customers from the SAP Business One 8.8 versions started upgrading to the latest release of SAP Business One. The scenario where the same name user and password logging in as two separate instances to the same database does not work anymore. This has led to many customers asking the questions “Why I have been allowed to do this in SAP Business One 8.82 version and earlier why not now?”.
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SAP Business One 9.0 has many functions to make your daily use easier and more convenient. Out of the box, many keyboard shortcuts / hotkeys are available for users, equivalent to menu commands. Keys like CTRL, ALT and your “F-Key” are used for established functions and navigation.
This is not a conditional change at all on the SAP side. Take note that SAP has been emphasizing the name user licensing model since SAP Business One was introduced to the market.
SAP has clearly noted in License Guide documentation that SAP is allowed at all times without prior notice to enforce and restrict the new user types in all software releases according to the contracted functionality. No rights are derived because SAP has issued user types in a license key that have more functionality than those user types contracted by the user. SAP is entitled to implement the new user types in the SAP Business One software at any time without prior notice, such that the delivered license keys fulfill the contacted licenses. Hence, this latest moved in the named user licensing model within SAP Business One 9.0 is not changing existing conditions but simply a technical enforcement of what is already noted and stated right at the beginning. For more information on 9.0 check out 9.0, or feel free to contact Clients First Business Solutions at (888) 239-2818.
The SAP Business One system is licensed per named user. After system installation, it is possible to use the system for a maximum of 30 days after the first posting without a license key. After the expiration of the 30 days trial period, you won’t be able access the system. It is therefore important that you request a valid license key as early as you can after system installation. Three important elements drive the licensing mechanism in SAP Business One.
They are License Service, License File and External API. The License Service manages license requests. The license file is generated by SAP and contains purchased license details. Partners and third parties retrieve information from the license service using the external API. SAP Business One Licenses comes in various forms and types and it includes: Professional User: This is an all inclusive license that allows for full operation of the SAP Business One system. CRM Sales User: This applies to SAP Business One CRM users that have access right to SAP Business One Sales module.
CRM Service User: This applies to SAP Business One CRM users that have access right to SAP Business One Service module Web CRM User: This supports web based functionality for SAP Business One CRM functionalities (and customer self-service functionality) delivered through Sales and Service functionalities. Add On Access User: This type of license applies to users who accesses to SAP Business One via SAP approved third party applications. More often than not, the partner is saddled with the responsibility of requesting for the license key on behalf of a customer. However, in extreme cases, you can have the customer request for his/her license key directly from SAP. For a partner to request a license key, an S-user with appropriate authorization is required.
The authorization needed is “License key request for SAP partner”. In requesting for a license key, you will need to provide some details such as hardware key, database type, system type, operating system, email address and number of users per component and addon.
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You will need to request for a new license key in the event of any of the following: When the number of users changes When the license expiration date changes When the hardware key changes When the software component or add on changes When you request a license key from the channel partner portal for a system installation, the license is sent via emails as a file or can be downloaded from the channel partner portal. It is important to state that under no circumstances must you alter the content of the license file sent by SAP.