Licensing in Business Central - Business Central (2023)

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Business Central licenses can only be purchased through CSP. Microsoft offers different types of paid licenses for business users:

  • Significant
  • bonus
  • team member
  • External Accountant
  • Microsoft also offers read-only access to Business Central through Microsoft 365 licenses as a complement to Premium or Essentials plans

Prospects and customers can also subscribe to a trial using self-service signup, also known as a viral trial. This subscription includes 10,000 licenses, and partners can use such viral trials to allow prospects to explore Business Central with the help of non-production companies. For more information, seePrepare demonstration environments of Dynamics 365 Business Central.


Specifically for companies that want to convert a 30-day trial company into their actual production company, the first user to log into Business Central after the license has been applied to their tenant must be a user who has that license assigned. This way, the 30-day trial ends and all trial-related notifications disappear, allowing users to use Business Central for their work.

If an admin is the first person to sign in after the license is applied to the tenant and users, the trial will continue until it expires.

Business Central online does not use the classic Dynamics NAV license files (.flf). Instead, permissions are generated based on permissions.

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Behind the scenes thatPermissionsTable defines license entitlements per object. Permissions are grouped intopermission setand then each permission set is mapped to one of four Azure Active Directory (Azure AD) service plans.

This condition means that if a user purchases an Essential license, for example, and tries to log in to Business Central, we will pull the user's service plan (Essential in this case) from Azure AD. Then we load the appropriate permissions as license permissions.


For more information about the different license types and how licensing works in Business Central, see the Dynamics 365 License Guide, which you can download

Permissions and User Groups

Permissionsare permissions that describe which objects in Business Central a user is allowed to use according to their Azure Active Directory role or the license purchased from Microsoft.

Dieuser group planTable stores the assignment between the rosters and the user groups. Based on this mapping, the service determines which user group a user is assigned by default when a user logs on to Business Central for the first time. The user group assigns a specific license (or makes the user a member of a specific Azure AD role).

When a user signs in to Business Central, the service applies the intersection of the permissions associated with the user's service plan (or Azure AD role) and the permissions defined for that user. Permissions always have a higher priority than permissions. For example, even if the user is granted SUPER permissions by the Administrator but has been assigned the Team Member license, the user can still only access the objects defined by the Team Member permissions.

You can review how permissions, licenses, and user groups work together by looking at theEffective Permissionspage you can accessuserPage. Starting with the 2022 release wave 1, admins can also customize the default permissions per license type. For more information, seeCreate users by licensein the business function content for Business Central.

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Permissions in production and sandbox environments

In versions prior to 2020 Release Wave 2 (version 17.0), entitlements are only enforced in production environments, allowing prospective and existing customers to explore Premium Subscription functionality in a sandbox environment without having to purchase a Premium license.

However, partners who build and test their extensions using sandbox environments of this type could miss bugs in their code related to permissions or access, so these issues are not found until after they have deployed their extensions to production environments. But since 2020 Release Wave 2, the license checks for permissions are now also enforced in the sandbox environments.

Now you can explore this functionality by creating an evaluation company in either a production or a sandbox environment using the free evaluation subscription available at Alternatively, you can use theBusiness Central Premium TrialSubscription available through the CSP program as describedhere. By using these subscription types, customers and partners can explore the features included in the premium subscription.

Reassign licenses

The license terms in theOnline Services TermsDocuments do not allow temporary assignment of a license owned by one user to another user.

Most, but not all, licenses can be reassigned. Except as permitted in this paragraph or in the Online Service-specific Terms, Customer may not reassign a license on short notice; H. within 90 days of the last assignment. Customer may reassign a license at short notice to cover a user's absence or unavailability of an out-of-service device. Reassignment of a license for another purpose must be permanent. If a customer reassigns a license from one device or user to another, they must revoke access and remove any associated software from the previous device or the previous user's device.

Device Licenses

The Dynamics 365 Business Central device license allows multiple users to use a device covered by the license at the same time. For example, it can be a point of sale, a sales area or a storage device. If you have purchased many device licenses, you can have up to this number of users assigned to theDynamics 365 Business Central device usersGroup can register at the same time. For more information, see the Microsoft Dynamics 365 Business Central Licensing Guide. The guide is available for download atbusiness headquartersWebsite.

Your company's Microsoft 365 administrator or Microsoft partner can create theseDynamics 365 Business Central device usersGroup and add device users as members in theMicrosoft 365 Admin Centeror on theAzure-Portal.

Device User Restrictions

Device license users cannot perform the following tasks in Business Central:

  • Set up jobs to run as scheduled tasks in the job queue. Device users are concurrent users and therefore we cannot ensure that the user involved is present in the system when a task is performed, which is required.

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  • A device user cannot be the first user to sign in. A user of type Administrator, Full User, or External Accountant must log in first to be able to set up Business Central. For more information, seeAdministration of Business Central Online.

How to create the Dynamics 365 Business Central device user group

  1. Go to the Microsoft 365 admin centerThe groupPage.

  2. Select theAdd groupAction.

  3. On theChoose a group typeside, choose thesecurityoption, and then select theAdd toAction.

  4. On thebasicspage, enterDynamics 365 Business Central device usersas the name of the group.


    The name of the group must be written in English exactly as shown in step 4, even if you use a different language. If you get the name of the group from a document, e.g. B. a PDF file, make sure that the name does not contain extra spaces.

  5. Select theCloseKnopf.

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You can also create a Microsoft 365 group. For more information, seecompare groups

To add members to the group

  1. In the Microsoft 365 admin center, update theThe grouppage to see your new group.
  2. ChooseDynamics 365 Business Central device usersGroup, and then select theView all and manage membersAction.
  3. Select theAdd membersAction.
  4. Select the users you want to add, and then select themSave on computerKnopf.
  5. Select theClosepress three times.

You can add as many users as you likeDynamics 365 Business Central device usersgroup as needed. However, the number of devices that users can log on to simultaneously is defined by the number of device licenses purchased.


You don't have to assign a Business Central license to users who are members of theDynamics 365 Business Central device usersGroup.

Microsoft 365 licenses

Microsoft 365 users can only access Business Central data in Microsoft Teams with their Microsoft 365 license. This feature is intended for employees across the organization to participate in team decision-making and collaboration when Business Central records are shared with them.

For a detailed overview of usage rights, minimum requirements, and which Microsoft 365 plans are supported, seeBusiness Central Access with Microsoft 365 licenses.

(Video) Microsoft Dynamics (D365) Business Central Licensing & Pricing Explained

See also

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Deployment of Dynamics 365 Business Central
Working with sandboxes and permissions
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