Microsoft Dynamics GP User Types

Posted by George Delp

Microsoft Dynamics GP offers three types of user licenses: Full, Limited, and Self-Serve.  These licenses are either Concurrent or Named which is dependent on both the license type and the deployment model (on premise vs. software as a service, aka Saas).

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First, let's describe the capabilities of each user license type:

Full Users –

Full users have full read/write access to everything in Microsoft Dynamics GP.  Full users are pretty much required for anyone who does any amount of data entry.

Limited Users –

Limited users have full read access to everything in Microsoft Dynamics GP and limited write capabilities.  The write capabilities include the ability to view and edit their employee information, enter payroll time, enter project time and expense and create purchase requisitions.  Limited users are often used for senior management or department heads who need the ability to view information such as budget to actual financial reporting, but do not typically enter transactions.

Self-Serve Users –

Self Serve users only have the ability to view and edit their employee information, enter payroll time, enter project time and expense and create requisitions.  Self-Serve users are commonly used by organizations using the payroll and/or project accounting modules and/or those that desire a paperless purchasing request system.

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The next thing you have to consider is whether the license is available as a Concurrent or Named user license.

Concurrent Licenses –
Concurrent user licenses are limited by the number of people logged into the system at any one time.  For example, if you had 20 concurrent Full User licenses, you could set up 50 people to be able to log into the system, but only 20 of them could be in the system at any one time.

Named User Licenses –
This one is pretty simple.  Every person needs their own license.  End of story.

Concurrent Licenses are available for both the Full and Limited user types for on premise deployments only.  Self-Serve users are always named.

For software as a service, all user types, Full, Limited and Self-Serve, are Named.

If you have any questions about Microsoft Dynamics GP user types, please feel free to contact us.
(Download Microsoft Dynamics GP User Types full diagram.)

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