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Users, Authorizations, and Licensing

User Accounts

Defaults include:
General (Address and
Communication Data)
Default Warehouse
Print Settings
Credit Card Accounts

2 Types Sales Employee name

Superusers Users

Have all authorizations

No authorizations
Authorizations set in General and
Data Ownership Authorization

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Licenses and Authorizations

By User By Document

Data
General Ownership
License Type Authorizations Authorizations

Employee
ownership
and view
rights to SAP
SAP Business One Business One
User Account
functionality Documents

SAP 2010 / Page 3

Licensing

End Customer Partner

Contract

# Licenses
License Types
Localization

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Exercise: License Types

Light & Music purchased Roles Light & Music Employees

licenses: Owner Michael - Owner
3 Professional Financial Claire Chief Accountant
Controlling
1 Limited Financial
Financial Sally Bookkeeper (also creates POs)
6 Limited Logistics Accounting
2 Limited CRM Sales Sarah Sales Manager (also responsible for
2 Indirect Access Management sales opportunities)
Warehouse Richard Warehouse Manager (also creates
Management service contracts and needs access to
How will the licenses be production add-on)
assigned to the each user? Purchasing Edward Purchasing Manager (also needs
Management access to production add-on)
Refer to the license
comparison chart. Sales Maggie Sales Employee
Production John (also needs access to production add-
on)
Administration Mark IT Administrator

SAP 2010 / Page 5

Review: License Types

Professional Limited Limited Limited Indirect

CRM Logistics Financial Access
Michael
Claire
Sally
Sarah
Richard
Edward
Maggie
John
Mark

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License User Types and Modules

Professional User License
A professional User has access rights to all core functionality within financials, sales, customers, and operations.
This includes indirect access rights.

Limited CRM User

This allows companies to manage sales opportunities from the first call from or to customers through to the desired
purchase. Users will also have access to a variety of managerial reports such as the sales funnel report, leads utilization
report, opportunity analyses, and more.
This service functionalities enable companies to manage service processes such as service contracts, service calls, and
tracking equipment at a customer site. Users have access to solution searches from a knowledge base within the system.
In addition, users have access to operational and managerial reports.
This includes indirect access rights.
Limited Financial User
Routine activities are centered around creating journal entries and handling incoming and outgoing payments. A financial
user cannot create or print sales invoices.
This includes indirect access rights.
Limited Logistics User
This enables all operational sales, purchasing, and warehousing activities. In addition, users will be able to maintain item
and serial and batch data and to create inventory transactions and run inventory reports.
This includes indirect access rights.

SAP 2010 / Page 7

Authorization to the various functions in SAP Business One is controlled

through a combination of license and general authorizations. These are set
by user account.

The type of license assigned to a user determines which functions the user is legally contracted to use.
If the user tries to access a function that is outside the scope of the license, the user will get an error
generated from the license server.

By default, all newly created users (except for superusers) have NO ACCESS to any SAP Business One
function. General Authorizations must be set for each user to permit access to SAP Business One
functions. This has nothing to do with the license but is set based on client requirements. General
Authorizations must be set for every user who is not designated as a superuser. If the user has access to
a function through the license, and the general authorization to the function is not set, the user will
receive an authorization error when they access the function.
If you assign a Professional license type to a user who is not a superuser, you still must set general
authorizations to SAP Business One functionality for that user.

There is another type of authorization that allows for document ownership and security. This is useful for
departments where multiple employees work on the same types of documents, for example, sales orders,
purchase orders. Using Data Ownership Authorizations, you can restrict access to the documents owned by
another user in the same team or department. To set Data Ownership Authorizations, you must first define
employee master data. This defines each employees role and place in the organizational structure (branches,
departments, manager, etc.).
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License Administration

1. Select user code

2. Assign license for user type (more than one type can
be assigned)
3. Assign external licenses if needed

License Server nvpal142 3000 Browse

Allocation Components

Company OEC Computers License Localization Change

Users B1 User Type Licenses Used Available

manager B1iINDIRECT_MSS 1
bill Limited Financials User 2 11
sophie Indirect Access 12
brad 1 Limited Logistics User 11
jim Professional User 15
bob
External Licenses Used Available
john
linda
B1 Usability Package 3 2

donna

Update Cancel Import License File Refresh

SAP 2010 / Page 9

SAP B1 License Comparison Chart

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Authorizations and Roles

Authorization Objects

Authorizations
Behrendt Administration Read-Only
Krueger Financials Full Authorization
Loewe Sales Opportunities Read-Only
Sales A/R Read-Only
manager
Purchasing A/P Read-Only
Drag & Riemann Read-Only
Business Partners
Drop Schmidt Banking Read-Only
Schuy Inventory Read-Only
Training Production Various Authorizations
Define Bill of Materials Read-Only
Weber
Production Order Full Authorization
Walter Receipts from Production Full Authorization
Winter Issues for Production Full Authorization
MRP Read-Only
Users
Max. Discount Expand Collapse

Use Encryption

Ok Cancel Full Authorization Read Only No Authorization

Authorization Level
SAP 2010 / Page 11