Category: Business Central

Microsoft Dynamics 365 Business Central licensing model

Post author By Maksymilian Śniegocki
Post date March 7, 2024
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Spis treści

License types and entitlements in Microsoft Dynamics 365 Business Central
Essential license
Premium License
Team Members license
Integration with Microsoft Outlook

The Microsoft Dynamics 365 Business Central licensing model is mainly based on a flexible monthly subscription-oriented approach that provides companies with comprehensive ERP solutions under personalized plans. This option allows you to scale your resources based on your company’s needs while ensuring cost control.

A perpetual usage plan is also available based on the right to use the system license in perpetuity. The fee for this solution is divided into two components- a license depending on the number of modules and users and an annual subscription called Enhancement Plan.

The third solution is the on-cloud model (Software as a Service), in which all the basic infrastructure, middleware, and application data reside in a Microsoft Azure database. This option allows customers to get up and running quickly with minimal upfront cost.

License types and entitlements in Microsoft Dynamics 365 Business Central

Licensing within Microsoft Dynamics 365 Business Central includes a variety of entitlement types to suit the diverse needs of organizations. The primary license categories are Full Users and Team Members. At no additional charge within the license, Microsoft also grants one administrative user and one user for so-called external accounting.

We can divide the Full User license into two additional categories, but note that they cannot be combined within the same environment. These licenses are Essentials- providing access to financial, supply chain, project management, or sales and marketing functionalities. Premium- This allows you to perform all the functions of the Essentials category, further extending the capabilities to include service and production management.

A Team Members license user is a partial Dynamics 365 Business Central user. Its license privileges allow it to read any data in the system while significantly limiting its writing capabilities.

The Device license associated with a device is also worth mentioning. It allows you to assign a license to a specific device instead of a user. This is particularly useful when several employees use the same device (a terminal) in manufacturing plants or warehouses.

Essential license

A primary type of license designed for companies requiring access to most areas.

It allows access to such areas as Reports, Finance, CRM, Sales, Warehouse, etc. Users with this license can create and manage sales and purchase documents, track financial transactions, plan budgets, and generate reports.

It is more affordable than the Premium license, making it a fitting option for companies not deeply involved in intensive business operations but still needs access to the system’s vital information.

Premium License

A license with access to the full range of features included in the Essentials license is extended with additional capabilities, allowing you to take full advantage of the ERP system’s potential.

In addition to managing finances, sales, and purchases, it allows access to service management or production functions, such as planning and process tracking.

The Premium license is designed for companies that want to use the full potential of Microsoft Dynamics 365 Business Central.

Team Members license

It is designed for users who only require access to essential information and reports.

It allows viewing data, approving tasks, or generating reports but does not provide full editing capabilities or create transactions.

It provides a cost-effective option for employees who are not involved in intensive business operations but require access to the information contained in Dynamics 365 Business Central.

Integration with Microsoft Outlook

It is possible to easily combine access to Microsoft Dynamics 365 Business Central with a Microsoft Outlook account through an add-in that allows you to manage business interactions with customers and suppliers directly in Microsoft Outlook. The Business Central add-on for Outlook will enable you to view financial data related to customers and suppliers and create and send financial documents such as quotes or invoices.

Summary

Microsoft Dynamics 365 Business Central offers a variety of licensing options, enabling companies to customize their ERP system and support business growth. The licensing model is based on a flexible subscription, perpetual licensing, or an on-cloud solution. With Essential, Premium, and Team Member categories, enterprises can customize licenses to meet their business’s different needs and responsibilities. In addition, per-device and third-party accountant licenses enable simplified system use internally.

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What are the types of ERP systems?

Post author By Maksymilian Śniegocki
Post date February 1, 2024
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Table of contents

What criteria should you consider when choosing an ERP system?
What are user opinions on various ERP systems?
What are the costs of implementing and maintaining an ERP system?

ERP (Enterprise Resource Planning) systems are crucial for effective business management. They allow different business processes and departments to be integrated into one cohesive environment, helping to streamline operations and make better decisions. There are many types of ERP systems, each of which can be tailored to the specific needs and size of the enterprise.

In this article, we will focus mainly on two types of ERP systems from Microsoft: Microsoft Dynamics 365 and Microsoft Dynamics Business Central.

Microsoft Dynamics 365 is an advanced ERP system that offers a comprehensive range of tools and features that can be customized for different industries and business needs. This flexible ERP software allows you to manage many aspects of your business, such as sales, customer service, project management, marketing, finance, and more. With online and cloud access, Microsoft Dynamics 365 allows employees to access data from any location and device, making it much easier to manage your business.

Microsoft Dynamics Business Central is an ERP system for small and medium-sized businesses. It is a financial, sales, purchasing, inventory, and production management solution that integrates with other Microsoft applications such as Microsoft 365 – Word, Excel, Outlook, and Teams. Dynamics Business Central provides tools to streamline business operations and helps make data-driven decisions.

What criteria should you consider when choosing an ERP system?

In the context of Microsoft ERP systems, namely Microsoft Dynamics 365 and Microsoft Dynamics Business Central, several criteria are worth considering when choosing the right solution. Here are the main aspects to pay attention to:

the first criterion in selecting an ERP system is its functional scope. ERP software must meet the unique needs of the company. Microsoft ERP systems offer many functions, including sales, marketing, customer service, finance, and operations management,
it is essential that the ERP system grows with the business. Both Dynamics 365 and Business Central enable scalable solutions, which means they can be adapted to the changing needs of the organization,
the ERP system must be able to connect with other existing systems in the company. In the case of Microsoft Dynamics solutions, they can be easily integrated with other Microsoft products, such as Microsoft 365 or Microsoft Azure,
Microsoft Dynamics offers a cloud-based option, which means you can access the system from anywhere, which is especially important in today's remote working environment,
Microsoft is known for regular updates and technical support. The ERP system is easy to implement but also provides continuity of service and comes with new features,
it is helpful to understand the total cost of implementing and maintaining an ERP system. Microsoft Dynamics 365 and Business Central have different pricing models, so it's essential to choose the model that best fits your business budget,
some industries require specialized ERP modules. Microsoft Dynamics offers several industry-specific applications that can make it easier to customize the system to meet specific needs,
data security and compliance are essential in an increasingly stringent data protection regulation era. Microsoft products are compliant with the latest regulations.
pay attention to reviews of other companies using these systems and check with the vendor to see what references it can provide,
finally, a key factor is the availability of training and technical support. Companies should ensure adequate support when implementing and using the system.

What are user opinions on various ERP systems?

User opinions on available ERP systems vary and depend on industry, company size, and individual needs. However, the differences in user opinions on ERP systems are mainly due to respective companies’ unique needs and expectations. Some users may be satisfied with the features and performance of Microsoft Dynamics Business Central, while others may prefer the features offered by the more extensive Microsoft Dynamics 365 ERP system.

ERP systems are highly valued for their ability to increase productivity and streamline operations. However, choosing the right ERP system depends on a company’s needs, budget, and growth strategy. Therefore, please carefully review the available options before deciding and consulting with ERP experts.

What are the costs of implementing and maintaining an ERP system?

Implementing and maintaining an ERP system is integral to many companies’ business strategy. However, before deciding to implement such a system, you must familiarize yourself with the implementation costs.

Implementation costs

purchasing a license for an ERP system such as Microsoft Dynamics 365 or Business Central is one of the most significant investments. Costs can vary depending on the system and type of license,
ERP system implementation requires advanced knowledge and experience. Hiring a consultant or company specializing in implementing ERP systems is essential. Consulting costs include salaries and possible travel expenses,
companies often need to customize their ERP systems to meet their unique needs. This may require the development of custom modules and incur additional costs for,
employee training.

Maintenance costs

regular payment of ERP software license fees. These fees can be monthly or annual, depending on the option chosen,
technical support from the ERP software vendor,
the ERP system is constantly being developed and updated. Companies should invest in system upgrades and expansions as their business grows,
for on-premises systems, companies incur costs related to servers, hardware, and secure IT infrastructure.

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About us – Business Central

Post author By Maksymilian Śniegocki
Post date November 16, 2023
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ABOUT US

INLOGICA team consists of programmers and consultants who have gained experience during projects related to implementing and supporting Microsoft software in many European countries and the USA. They have worked, among others, for companies in Denmark, Germany, Switzerland, and Poland, each time adapting the implemented solutions to the local specifics and individual needs of customers. They have carried out projects for companies involved in, among others, distribution, production of protective packaging, trading and distribution of electricity, production of bathroom equipment, production of building materials, hotel industry, and bicycle production.

For more information about our organization, products, and services offered, click here:
https://inlogica.com/en/services-development-systems-erp-crm-microsoft-dynamics-ax-inlogica/

Read about example implementations:
https://inlogica.com/en/our-projects/

Information about the model implementation schedule for Microsoft Dynamics Business Central is available on the following page:
https://lp.inlogica.com/business-central-en

Contact us:
https://inlogica.com/en/contact-us/

AUTHORS

Marek Zasada – Senior Dynamics AX/D365 Developer
Andrzej Baka – Senior ERP Systems Consultant
Ewelina Zasada – Junior ERP Systems Consultant
Rafał Beym – Systems Administrator
Michał Paluszczak – CEO
Anna Bigos – Senior Creative Manager

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How do we work? Cooperation with INLOGICA – Business Central

Post author By Maksymilian Śniegocki
Post date November 9, 2023
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How we work?

Many factors influence the final course of a project. One of the most important is the involvement of your company’s employees in the implementation process. For a certain period, the INLOGICA team will join your organization. It would be worth taking advantage of this moment to transfer our knowledge and experience to your company to the maximum possible. This will allow you to optimize the cost of the implementation and the maintenance of the system during its subsequent use.

The elements we place particular emphasis on during cooperation are:

Working based on SCRUM - together with you, we determine (usually in sprint cycles) which issues will be implemented.
We want to suggest an approach in which we concentrate activity within one area of the system. We move on to the next only after obtaining satisfactory results. In this way, we avoid working on several fronts simultaneously and the buildup of priorities.
From the beginning, we try to involve your team as much as possible in the work in progress so that they have a say in the design of the solution in terms of their daily activities
If possible, we also try, for each area within the implementation, to select from among the users those who are mainly involved and who feel comfortable navigating the system to train them and develop their competence to work independently (key users). This allows them to respond independently to the needs of other users, providing them with a first line of support and reducing the cost of maintaining the system in the long run.
Of course, after the implementation is completed, we will be delighted to continue cooperation under support contracts.

Proposals INLOGICA

DEMO. Want to test Microsoft Dynamics Business Centralyourself? It is possible. Contact our representative, who willset up a free demo subscription for you!

PREsentation. Would you like to see how Microsoft Dynamics Business Central works in practice? We can arrange a presentation of the basic functionalities of the system for you at your disposal!

Proposed agenda:

General introduction to the system. Login, menu design, basic features available to the user by role, personalization, search, and filtering.
Discuss modules and integration with other Microsoft tools (e.g., PowerBI, Teams, Microsoft 365 business applications).
Introduction to the financial part: chart of accounts, master journals, fixed assets, currencies, dimensions, payment sheets, bank statement imports.
Cash management.
Sales: buyer directories, quotes, sales orders, sales invoices, and sales adjustment invoices.
Purchasing: supplier directories, suppliers, incoming documents, purchase offers, purchase orders, purchase invoices, and correction invoices.
Warehouse: list of goods, inventory, list of services, materials.

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Sample implementation schedule for Microsoft Dynamics Business Central

Post author By Maksymilian Śniegocki
Post date November 2, 2023
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SAMPLE IMPLEMENTATION SCHEDULE FOR MICROSOFT DYNAMICS BUSINESS CENTRAL

The chart above illustrates a sample Microsoft Dynamics Business Central software implementation schedule planned over eight weeks. The chart accurately reflects the stages described in the guide’s earlier sections (the boxes’ coloring refers to each). It specifies its start, duration, and completion in the specific week of the project.

For the scope described in the guide, the project team on the INLOGICA side consists of specialists:

Systems Administrator (the person responsible for stage II of the project and maintenance and administration of the Microsoft Dynamics Business Central system environment throughout the cooperation)
Senior ERP Systems Consultant (a person responsible for stages III and IV, as well as the support of work under phase V. Leading consultant in the project in charge of the implementation and progress of work by the model implementation schedule of Microsoft Dynamics Business Central, as well as coordination of changes and extensions in coordination with the end users of the system)
Junior ERP Systems Consultant (a person responsible for Stages III and IV, as well as supporting the work under Stage V. Consultant in the project to support the implementation and progress of work by the model implementation schedule of Microsoft Dynamics Business Central, as well as coordination of changes and extensions in coordination with the end users of the system and preparation of documentation. Guarantees substitutability and continuity of work in the absence of the lead consultant)
Senior Dynamics AX/D365 Developer (a person responsible for the implementation of programming modifications as part of stage V)
Sales Supervisor (a person responsible for Stage I of the project and for taking comprehensive care of the progress of the entire work and reporting on the progress made and expenditures, including extensions and modifications made to the schedule)

Worth remembering

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Stage 5 – Modifications Business Central

Post author By Maksymilian Śniegocki
Post date October 26, 2023
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Stage 5
Modifications
(optional)

Enabling the use of alternative accounts on invoices (customize the view by displaying additional fields to allow the use of the standard solution in this regard)

Time: 4 h
Customizing the appearance of the sales invoice

Time: 16 h
Customizing the arrival of the correction invoice

Time: 16 h
Customizing the appearance of the pro forma invoice

Time: 16 h
Automatic completion of financial dimensions based on the data on the invoice line

Time: 16 h
Automation and customization of bank statement imports (in formats other than those available in the MT940 standard)

Time: 8 h
Enabling the use of alternative accounts in the process of posting bank statements

Time: 4 h
Modification of the VAT register report

Time: 8 h
Any customization improving the ergonomics of work

Time: t&m
Any customization automating the business process

Time: t&m
Integration with other software

Time: t&m

So that you know – the system configuration we will prepare with your team is enough to start operational work.

However, we know that every organization is different and has individual needs, and when launching an ERP system in enterprises, end-users make demands for changes and modifications.

The above list illustrates examples of modifications along with the estimated time required to prepare them. We are committed to ensuring that the system’s end users have an impact on the elements that can improve the ergonomics and efficiency of their daily work.

Worth remembering

Proposals INLOGICA

Not all modifications need to be implemented right away.Could you allow end users to familiarize themselves withMicrosoft Dynamics Business Central and its standardfunctionalities? At a time that was agreed upon with you, ourteam will collect feedback from end users and, based onthis, propose changes and modifications to meet their needs.The final decision to implement them is up to you.

It is common practice to implement modifications within theframework of a support contract, which we propose toconclude after the essential part of the work is completed.

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Stage 4 – Implementation of the solution – Business Central

Post author By Maksymilian Śniegocki
Post date October 19, 2023
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Stage 4
Implementation of the solution

Configure the Finance module.

Setup: chart of accounts, dimensions, general ledger module, posting groups, taxes, currencies, numbering series, JPK

Time: 40 h
Configuring the Sales and Purchasing module.

Set up: vendors and customers, invoices, purchases and payables, sales and receivables, basic inventory, reminders/receipts.

Time: 40 h
Configuration of Cash Management module.

Setup: bank accounts, payment sheets, export/import formats, budgeting, Cash Flow forecasting, and reporting.

Time: 40 h
Testing, verification, and adjustment of settings

Time: t&m
Training workshops

Time: t&m

Based on the baseline data collected in the previous stage and information gathered from the system’s end users, our consultants will configure a ready-to-work solution.

The modules are prepared:

This is a database of settings that will enable the productive operation of the system, posting transactions and reporting data. All activated functionalities are adapted to the current requirements of Polish law, and their detailed procedure is constantly in touch with your team.

The finished environment is handed over to youfor testing and to check the capabilities of thesystem yourself. This is the moment to verify thecorrectness of the prepared functionalities onnatural processes and data of your company.This is also the ideal moment to verify and adjustauxiliary settings so that working with the systemis as friendly and ergonomic as possible.

During this time, you can easily take advantage ofour consultants, who will answer any questionsand dispel doubts. They will be happy to sharetheir knowledge with the system’s end users intraining workshops, in any form: stationary oronline.

This stage concludes the essential part of the project. The system is ready for operation.

Proposals INLOGICA

We conduct testing and training workshops to implement Microsoft Dynamics Business Central in the time & material (t&m) model. This makes it possible to reduce the time for this work to the level of actual demand, thus optimizing the cost of the entire project.

Worth remembering

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Stage 3 – Pre-implementation analysis – Business Central

Post author By Maksymilian Śniegocki
Post date October 12, 2023
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Stage 3
Pre-implementation analysis

A pre-implementation analysis is when our team listens to you. It’s a detailed conversation/workshop with future system users, during which we would like to get to know and understand your organization as well as possible.

Among other things, we discuss the specifics of the company’s operations, the processes operating in the company, and the relationships between roles and responsibilities. We also determine the types of documents to be recorded, the circulation of these documents, and reporting needs – with a particular focus on the specific needs of your industry.

An essential part of the pre-implementationanalysis is to determine the feasibility ofobtaining output data, its sources, and the formin which it is provided for evaluation andmigration planning.

The purpose of the analysis is to collect data anddetermine guidelines for settings:

Company registration and identification data, information on bank accounts, currencies used, etc.
financial dimensions (the Microsoft Dynamics Business Central system standard allows the configuration of 2 main global sizes and six additional ones)
the division into accounting groups
applied numbering series for documents

To facilitate the work as much as possible, theconversation and the transition to the centralpart of the project, we provide a documenttemplate that allows you to easily and quicklyfeed the Microsoft Dynamics Business Centralsystem with data for objects in the next step:

The information you receive allows you to begin configuring the Business Central system.

Worth remembering

The more information we get from you during the pre-implementation analysis, the more efficiently we can move forward to the next stage related to the launch of the Microsoft Dynamics Business Central solution.
I'd appreciate it if you're conducting a preimplementation analysis and would help us determine the differences between the model Microsoft Dynamics Business Central implementation schedule and our methodology, and your individual needs, and design the necessary modifications to the solution.

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Stage 2 – Installation and configuration of the environment Business Central

Post author By Maksymilian Śniegocki
Post date October 5, 2023
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Stage 2
Installation and
configuration of the
environment

As part of this stage, our administrator willprepare the architecture of the system’senvironments to enable smooth implementationwork. The proposed structure also allows theenvironment to function safely after it islaunched for operational activities.

Any modifications and maintenance of the targetenvironment are simple and follow theinstructions and security policies prepared by ouradministration team, guaranteeing the continuityof the solution’s operation.

In addition, for each instance of Microsoft Dynamics Business Central, it is possible to run three free licenses with access to functionality:

Enviroment:	Purpose:
Manufacturing	Operational work. Contains business data— access only for authorized and trained users.
Test	Testing of add-ons and enhancements before deployment to the production environment. It may contain partial/example business data —access for authorized and trained users.
Developer	Preparation of programming changes.Includes Microsoft sample data. Access fordevelopers only.
Demonstration/Education	Demo/educational environment. Contains Microsoft sample data. Unlimited access.

For each running instance (tenant) of Microsoft Dynamics Business Central, the manufacturer provides the following infrastructure:

In case of the need to expand the databasecapacity or environments, the manufactureroffers several scenarios. A selection of these arelisted below:

The prices presented above are starting proposals according to the official price list of the manufacturer. As the number of ordered licenses increases, negotiating prices is possible.

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Stage 1 – Licensing Business Central

Post author By Maksymilian Śniegocki
Post date September 28, 2023
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Stage 1
Licensing

As part of the first stage, we will prepare, in cooperation with you, a map of the necessary licenses to be launched, whose functionalities will correspond to the system’s end users’ responsibilities. This will enable optimizing subscription expenses and accurately determining the monthly or annual costs of maintaining the system.

In addition, we will introduce you and your team to our Microsoft Dynamics Business Central implementation methodology. We will prepare the necessary contracts to start the work, the schedule, define the project team, and the details of reporting the result. We will also discuss possible risks and their consequences. This will ensure the process goes smoothly and is understandable and transparent to each party.

This step generates no cost on your side!

The Business Central solution is available in variants:

Base licenses

Additional licenses

The detailed scope of functionality that eachlicense covers is presented below.

License:	Functionality:
Essentails	Finance, sales, purchasing, warehouse, CRM, human resources, project management
Premium	Microsoft Dynamics Business Central Essentials functionalities + manufacturing, service
Team Member	Users with limited access to functionality
Device	Device license

In addition, for each instance of Microsoft Dynamics Business Central, it is possible to run three free licenses with access to functionality:

License:	Functionality:
External Accountant	Microsoft Dynamics Business Central Essentials or Premium functionalities, except access to user configuration and administrative tasks

Certified local solutions have been prepared for the Polish market for Microsoft Dynamics Business Central licenses:

The detailed range of functionalities covered byeach license is presented in the table below:

License:	Functionality:
Polish Language	Polish language layer of Microsoft Dynamics Business Central system
Polish Localization + Polish Language	Solution for adapting Microsoft Dynamics Business Central system to legal and accounting requirements under Polish regulations + Polish language layer of Microsoft Dynamics Business Central system

Proposals INLOGICA

As part of the fee for the base licenses (Essentials andPremium), we offer a free launch of the Polish Localization +Polish Language license. The standard cost is €10 peruser/month. These licenses are delivered as subscriptions,so they are constantly updated to comply with Polishregulations

The prices presented above are starting proposals by themanufacturer’s official price list. As the number of orderedlicenses increases, prices can be negotiated.

The prices presented above take into account monthly settlements. In case of payment in annual mode, the cost of a license is ten times the monthly fee. Thus, it is possible to adjust the price every year by 16.6% (~2 months free of charge).

Worth remembering

You only need to purchase one base license (Essentials or Premium) to run a Microsoft Dynamics Business Central environment.
You can start end-user licenses when working within Microsoft Dynamics Business Central.
The number of licenses used can be changed at any time.
Base licenses within Microsoft Dynamics Business Central must be uniform.
For Team Member licenses, certified local solutions are provided free of charge.
The launch of certified local solutions covers the entire system instance.

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