Dynamics GP User Types Explained


Laura Schomaker, Marketing Associate

August 30, 2018

A Guide to Dynamics GP User Types


Microsoft Dynamics GP is a popular midmarket ERPs, with a focus on accounting. It is a modular ERP priced on a per-user basis. We’ve explored the benefits on paying for licenses that aren’t user-based before. We’re aware, however, that most ERPs are priced per-user and when a system is right for your business, the benefits it provides are likely to outweigh any cons of per-user licensing. So, if you are interested in Microsoft Dynamics GP, but are also looking for ways to reduce your costs as much as possible, we’ve prepared this guide. We’ll look at each of Dynamics GP’s three different user types, but we’ll also need first to cover how Dynamics GP licensing works overall:

  • Microsoft Dynamics GP 2018 Licensing
  • Full Users
  • Limited Users
  • Self Serve Users

Before we dive into each of these topics, there are two things every new Dynamics GP buyer has to be clear on before signing the contract. The first is to know what your company needs from an ERP (i.e. modules required) and the second is to know how many users you’ll need. This one can be tricky though; the total amount of people that will be using Dynamics GP doesn’t necessarily reflect the number of full-users that you’ll need to license. For example, Company A licenses 10 full users for 10 people that will be using Dynamics GP. But only 4 of those users will be accessing Dynamics GP regularly and using all the modules, another 4 will only need to view reports and enter their own information and the last 2 only need see and enter their own information, like timesheets and expenses. In this case, the company would have paid for 6 more full users than they needed. We’ll explain why in the next few paragraphs.

Microsoft Dynamics GP 2018 Licensing

Dynamics GP was once packaged into a Business Essentials edition and an Advanced Management edition. This has since changed, and the product is now packed in a Starter Pack and additional Extended Packs. The Starter pack offers a wide range of functionalities that include finance, distribution, and human resources tools. The specific modules it includes are: Financial Management, Supply Chain Management, Human Resource Management, Business Intelligence & Reporting, and Workspace Collaboration. Many of these modules include functionalities that were previously only available in the Advanced Management edition but are now part of the most basic version of Dynamics GP.

If you need additional modules, you can add the Extended Pack that includes Manufacturing Solutions, Project Management, CRM, Field Service Management, and additional functionalities for Supply Chain Management, budgeting, and Business Intelligence and Reporting. There is also an Extended Pack with additional features for Human Resources and Payroll for business that needs more flexibility for payroll and employee management. Finally, a Customization Pack is available for those organizations that need to customize their ERP to fit their specific needs or integrate separate applications with Dynamics GP. Now that we’ve explained each of Microsoft Dynamics GP’s editions let’s look at each user type you can license.

Dynamics GP User Types: Full User

This is the primary type of Dynamics GP user. It includes unrestricted direct or indirect access to every functionality in every module that your organization has purchased. They have full control within the ERP meaning they have access to “Enter”, “Inquire”, and “Edit” information. Full user licenses are for those users that will be processing transactions, updating master files, and configuring Dynamic’s setup. Full Users are responsible for modifying access for other user types.

Dynamics GP User Types: Limited User

Limited Users have access to the “Enter” and “Inquire” functions. This means they can create requisitions, enter payroll expenses and timecards, timesheets and expenses for projects and they can view all inquiry, reports, and SmartLists (a tool for ad-hoc reporting and inquiry). Limited user accounts can be created for Financial, Purchasing, Payroll, Sales and Inventory tasks.

Limited Users can’t edit information in Dynamics GP but cost 80% less than full user licenses. This is very important for new buyers since they likely have users who only need to inquire and report on transactions and files they’ve been granted access to.

Dynamics GP User Types: Self Serve User

Self Serve Users can only enter their own employee information. Self Serve users cannot make inquiries that aren’t related to their own information that they have previously entered. In short, Self Serve Users are limited to entering information for requisitions, payroll expenses and timecards, and project expenses and timesheets.

In our earlier example, Company A needs 10 total Dynamics GP users. Using the information, we now have on user types, Company A will need 4 full users, 4 limited users, and 2 self serve users. It’s essential for buyers to take a close look at these Dynamics GP user types and how they match up to their needs, since choosing the right ones can significantly reduce the cost of the software. For a more visual reference, you can access an infographic on Dynamic GP’s licensing here.

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