Microsoft’s new model of perpetual licensing has simplified buying as there are now fewer decisions to make. However, one element that looks bound to cause on-going debate and explanation is the Limited User.
Access to Microsoft Dynamics NAV is on a concurrent user basis; an individual’s log-in will determine the actual access and permissions; it will also tell the system whether this individual counts against the Full User count or the Limited User count. If you are planning on having only Full Access users you don’t need to read on. However, with the difference between the two being £1,420 at the time of writing, it will be very tempting for customers to make as much use of the Limited User option.
So what is a Microsoft Dynamics NAV Limited Access user? This is the definition from Microsoft:
“Limited User licenses provide users full read but limited yet powerful write capabilities to all of the licensed solution functionality through any and all modes of access including the Windows Client. The Limited User license is designed to give you a lower-cost alternative for extending ERP to users who only need to perform limited task as defined in the Perpetual Licensing Guide.”
I think anyone reading this could be forgiven if they find it confusing; what is the limitation if it is “powerful write capabilities to all of the licensed solution”?! The answer is it is not all of the solution; you need to decide which three tables the individual will have the ability to write to. So it is limited to three tables yet these three tables can be any from all of the licensed solution.
But it’s not just three tables and it’s not an open choice. However this is all reasonably sensible so read on! The nominated three tables are in addition to 60 included tables (so arguably it’s 63 tables!). The nominated three tables can never include 4 key tables (General Ledger, access controls and permissions); this means your Limited User cannot post transactions that will have a financial impact, we see this as a very good control.
Confused yet? Don’t be, although the above outlines the mechanics, or technical answer; the practical, real-life explanation is much simpler. Consider the limited user as a person in the organisation who:
• Would probably not have been given access to the ERP system in the past as it wouldn’t have been cost effective
• Undertakes a single role such as a field salesperson preparing quotes or a warehouse operative confirming stock movements
• Is anyone in the organisation who posts time
Also, bear in mind the limitation is for writing transactions, the only limit on read is how you want to restrict the users.
So, on balance, it could well be better explained but all in all, the limited user option is a very good thing. Giving more users access to the ERP system means greater efficiency and therefore greater return on your investment in Microsoft Dynamics NAV.
