Sage X3 Licensing Guide [PDF]

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Licensing Guide November 2020

About This licensing guide relates to Sage X3 licenses for all deployment types including multi–tenant, single–tenant, and on–premises options. Sage X3 offers a flexible choice of configuration options that determines the features and functionality you need to run your business across finance, distribution or manufacturing functional areas. In addition to the base capabilities there are several optional capabilities available to supplement or extend the selected base configuration. The licensing terms defined in this document apply only to the Sage X3 version 12 and related 3rd party licenses detailed in this licensing guide. For previous or later versions of the software please refer to the relevant licensing guide. For any questions regarding licensing please contact your Sage account manager or Sage Business partner.

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Contents About .................................................................................................................. 2 Licenses ............................................................................................................. 4 Licensing Model ............................................................................................................. 4 Base application license ................................................................................................ 4 Base application license options .................................................................................... 6 User licenses ................................................................................................................. 7 Badges .......................................................................................................................... 7 Important notes for badges .......................................................................................... 10 Licensing in practice .................................................................................................... 11 Connected devices and web services consumption ..................................................... 12

Legislations and Languages .......................................................................... 13 Multi–legislation ........................................................................................................... 13 Legislation packs ......................................................................................................... 13 Language packs .......................................................................................................... 14

Database licenses ........................................................................................... 14 Runtime license rules................................................................................................... 14 Database maintenance rules ....................................................................................... 15 On–Premises deployments .......................................................................................... 16

Global Partner Solutions................................................................................. 17 Complementary Sage solutions ................................................................................... 17 Global add-on solutions ............................................................................................... 18

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Licenses Sage X3 is available on a subscription or perpetual license basis and operates a two– tier licensing system comprised of base application licenses, with additional options and user licenses. The selection of licensing options will depend on your requirements and selected deployment option.

Licensing Model Model

Single– tenant

Subscription (1)

⚫

Multi– tenant

On– premises

⚫

Perpetual

Terms

⚫

• Price per year with minimum sign–on period of 3 years • Annual commitment • Monthly or annual payment

⚫

• One–time license fee (software only) • Annual maintenance contract

1 For Single–tenant and multi–tenant options the subscription includes software, database, infrastructure and management services

Base application license Sage X3 offers three base application license options that deliver the relevant functional areas of finance, distribution and manufacturing. The table below details the base application licenses and the functional areas available with each option. Financial management

Supply chain management

Finance

⚫

⚫

Distribution

⚫

⚫

Manufacturing

⚫

⚫

Application license

Production management

⚫

⚫The Accounting application license provides non stock related purchase processing.

Note that a Distribution base application license includes Finance, and a Manufacturing base application license includes both Finance and Distribution. Only one base license may be selected for each deployment

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Each base application license includes functional modules as detailed in the following table. Included functional modules

Finance

Distribution

Manufacturing

Financial management Budgets & accounting

⚫

⚫

⚫

Fixed assets (up to 2,500 assets)

⚫

⚫

⚫

Financial reporting & dashboards

⚫

⚫

⚫

Purchasing

⚫

⚫

⚫

Stock/Inventory management

⚫

⚫

⚫

Sales

⚫

⚫

⚫

Customer Support (Help-Desk, CRM activities)

⚫

⚫

⚫

Supply chain management

Production management BOM planning

⚫

Shop floor control

⚫

Quality control

⚫

Primary Legislation

Home

Home

Home

Primary Language(1)

Home

Home

Home

Language(1)

Home

Home

Home

⚫The Finance base application license provides non stock related purchase processing – full inventory management, sales and customer service functionality requires the Distribution base application license. 1 US English is included by default at no extra charge to facilitate support

To supplement the functionality delivered by the core application licence, additional license options may be selected. For more information on the available license options please refer to the Base application license options section in this document. In addition to the application licence the required number of user licenses in must also be purchased. For more information on User licenses please refer to the User licenses section in this document.

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Base application license options Application license options are available to supplement the functionality delivered with the base application license these include: Multi– Single– tenant tenant SaaS SaaS

Options Financial Advanced Budgeting (Operational Budget Management)

On premises

Pricing

⚫

⚫

⚫

Fixed

Fixed Assets Fixed Assets – Volume Extension

⚫

⚫

⚫

Per 5000

Fixed Assets – Unlimited

⚫

⚫

⚫

Fixed

Fixed Assets – Concession Agreement Sales Management

⚫

⚫

⚫

Fixed

Product Configurator for Sales & Manufacturing e-Commerce

⚫

⚫

⚫

Fixed

e-Commerce

⚫

Subscription

Manufacturing Sage X3 Web Scheduling

⚫

Fixed + user

⚫

Fixed

⚫

Fixed

Weighing Scales Connector (1) Project management (PJM)

(2)

⚫

⚫

1 Per weighing station 2 Customers using the MPM module are eligible to upgrade to the new Project Management module at no charge

Warehouse Management Sage X3 Warehousing (1)

⚫

Per Warehouse

1 Limited regional availability, please refer to your local pricing configurator for availability

Analytics and Reporting Sage Data & Analytics(1)

⚫

⚫

⚫

Base + user

Sage Enterprise Intelligence

⚫

⚫

⚫

Base + user

⚫

User

⚫

Fixed

Advanced BI – BusinessObjects Preconfigured datamarts

(2)

1 Cloud to Cloud 2 Requires Advanced BI by SAP BusinessObjects

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User licenses In addition to the Application licence you also need the required number of User licenses and to manage full access to controlled functionality. The table below describes a high-level summary of the functional areas covered by user licenses. Please note that some user types may not be available in your region, please contact your Sage account manager or Sage Business Partner for more information. Finance and Accounting

Full (1) (2)

⚫

Distribution

Manufac– turing

Project Management

Admin & development tools (1)

⚫

⚫

⚫

⚫

⚫

⚫

Operational users Accounting(1)(3)

⚫ ⚫

Distribution (1)(3) Manufacturing

⚫

(1)(3)

Other user types Admin(4)(5) Transactional (6)

⚫

⚫

⚫

Expense note entry, Purchase request entry, Production tracking & PJM time entry

1 There is a minimum requirement of 8 full users, before operational users are added. Please note that local regional variations may apply, please check your local pricing configurator. 2 Full license provides some setup & administration capabilities. Please see Functions controlled by badges for details 3 Access to the module functionality is defined by the selected Base Application License. 4 Two licenses are included with the system, one is consumed for batch processing 5 provides all access for administration and development capabilities, and development of web services, note restrictions apply to SaaS deployment. 6 Transactional licenses provide limited access to key functions as described above

Example: if you need both finance and distribution capabilities you will need to purchase the Distribution base application license. In addition, the relevant number of Full and potentially operational user licenses must also be purchased to provide users with the access to the full functionality they need for their role.

Badges Each of the User licenses outlined above are associated to Badges. Badges are the mechanism used within the solution to control full access to specific functionality. By default, many of the solution functions are accessible to all users, however full access to specific functions are controlled, and access is managed by the user licenses and the associated badges. Please refer to the Licensing in practice section in this

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document for more detail. The functions controlled by user licenses and the associated badges are detailed in the following table: Legend: ⚫Available with Badge. ◆: available with Transactional user license AccoDistri- Manuf– Controlled Functions unting bution acturing

Full / Dev

BUDAPP – Budget approval/rejection

⚫

⚫

CPTQUIT – Receipt posting

⚫

⚫

FIYEND – Fiscal year end

⚫

⚫

FUNPIH – Invoice validation

⚫

GESBIC – Customer BP invoices

⚫

⚫

GESBIS – Supplier BP invoices

⚫

⚫

GESENV – Budget envelopes

⚫

⚫

GESEXS – Expense form entry◆

⚫

GESFAS – Assets

⚫

⚫

GESGAS – Journal Entry

⚫

⚫

GESLOF – Expenses

⚫

⚫

GESPAY – Payments

⚫

⚫

GESPIH – Invoices

⚫

⚫

GESPSH – Purchase Requests◆

⚫

⚫

LETTRAGE – Matching

⚫

⚫

LETTRAUTO – Automatic Matching

⚫

⚫

PAYPROPAL – Payment Proposals

⚫

⚫

RELBANK – Bank Statement Import

⚫

⚫

⚫

⚫

⚫

⚫

⚫

⚫ ⚫

⚫

FUNAUTDLV - Order delivery generation

⚫

⚫

FUNAUTINVC - Contract invoice generation

⚫

⚫

FUNAUTINVD - Delivery invoice generation

⚫

⚫

FUNAUTINVO - Direct order invoice generation

⚫

⚫

FUNAUTINVS - Service invoice generation

⚫

⚫

FUNAUTINVT - Stock transfer invoice generation

⚫

⚫

FUNCFMINV - Invoice/Credit memo validation

⚫

⚫

FUNSNS - Prepayment management

⚫

⚫

FUNVENSPSI - Price search

⚫

⚫

GESBAP – Appointments

⚫

⚫

GESCON - Service contracts

⚫

⚫

GESEXS - Expenses form entry

⚫

⚫

GESMAC - Installed base

⚫

⚫

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Accounting

Controlled Functions

Distribution

Manuf– acturing

Full / Dev

GESOPP – Project

⚫

⚫

GESPIH – Invoices

⚫

⚫

GESPOH – Orders

⚫

⚫

⚫

GESPRH - Pick tickets

⚫

⚫

⚫

GESPTH – Receipts

⚫

GESSCO - Subcontract orders

⚫

GESSDH – Deliveries

⚫

⚫

GESSIH – Invoices

⚫

⚫

GESSLA - Credit memo transaction

⚫

⚫

GESSMO - Miscellaneous issues

⚫

⚫

⚫

GESSMR - Miscellaneous receipts

⚫

⚫

⚫

GESSMX - Characteristics change

⚫

⚫

⚫

GESSNL – Count

⚫

⚫

⚫

GESSOH - Order management

⚫

⚫

⚫

GESSOQ - Delivery request management

⚫

⚫

GESSOV - Delivery request inquiry

⚫

⚫

GESSPP - Generate price catalogs

⚫

⚫

GESSQH - Sales quote

⚫

⚫

GESSRE - Service requests

⚫

⚫

GESSRH - Customer returns

⚫

⚫

GESSRL - Loan returns

⚫

⚫

GESSRS - Subcontract material returns

⚫

⚫

GESSTQ - Quality control

⚫

⚫

GESTSK – Task

⚫

⚫

PJMTE - Time entry◆

⚫

⚫ ⚫

⚫

⚫

⚫

FUNMAUTR - Automatic release

⚫

⚫

FUNSFTPOR - Shop floor tracking◆

⚫

⚫

GESMFG - Work order management

⚫

⚫

GESMTK - Production tracking

⚫

⚫

GESROU - Routings

⚫

⚫

GESSTQ - Quality control

⚫

⚫

VXAPT - Completed Qty

⚫

⚫

GESPSO - Sales document creation

⚫

GESPJM - Project management

⚫

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Accounting

Controlled Functions

Distribution

Manuf– acturing

Full / Dev

PJMACTAFCP - Project copy

⚫

PJMRPTEXT - Financial report extraction

⚫

APATCH - Patch creation

Dev

APATCHA - Automatic patch creation

Dev

GESACLA - Classes

Dev

GESACTX - Context

Dev

GESAFC - Function dictionary

Dev

GESAMK - Screen dictionary

Dev

GESAOB - Basic objects

Dev

GESARP - Report dictionary

Dev

GESASU - Subprograms

Dev

GESASW - Representations

Dev

GESATB - Table dictionary

Dev

GESATY - Data types

Dev

GESAWI - Window management

Dev

Important notes for badges •

Badges should not be confused with user security rights. o

Badges control access to key functions of each software module and provide the licensed users with Create, Read, Update, and Delete (CRUD) access.

o

By default, all users have read access to all system functionality, regardless of their assigned badges. If a user attempts to access badgecontrolled functions that have not been assigned to their role, they will be able to read data, but cannot enter or modify data (a warning message is displayed indicating that the user is restricted due to the license).

o

The administrator will configure user groups and roles or individual parameters as part of the implementation and system management.

•

Badges are consumed irrespective of the device used to access the functionality. All users may access Sage X3 from any desktop or mobile device. Please refer to the Architecture and technology guide for details on the solution architecture and systems supported.

•

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Licensing in practice The license options detailed above provide access to system features and functionality. During system setup the relationship between users and badges are defined through groups and roles. Broadly, a user belongs at least to one group, a unique role is associated to a group, and a role is associated to one or more badges. For example, the ability to create or update a Sales order is included in Developer, Full, manufacturing and Distribution badges, not Accounting, and Transactional badges. A user who has been granted a Distribution badge will have full unrestricted use of the Sales order function. Users who have Accounting badges will only have read access to the Sales order function and receive a warning message. Below is an illustration on how user licenses and associated badges are assigned to user groups and roles.

You must acquire the relevant base application license and user licenses to ensure uses have the necessary access to required functions. Analysis of the number of users who need to access to functions within the solution in each role will determine the number of each type of user license that needs to be purchased. If a user attempts to access badge-controlled functions that have not been assigned to their role, they will be able to read data, but cannot enter or modify data (a warning message is displayed indicating that the user is restricted due to the license). In concurrent mode, consumption is triggered when the user connects. In case of multi-role context, the user can choose a role, and only the corresponding badges are consumed. If all badges are consumed by active users, additional users cannot connect to the solution functions (the user can still run administration functions). Users will receive a warning if no badges are available. Please note that during the system setup user groups and roles will be created, and the user licenses are assigned to roles.

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Please note that standard user roles are usually mono-badge, except for some specific badges that extend the scope of the solution (e.g.: ERPPSPLAN and ERPPSVIEW which provide specific access to Production Scheduler).

Connected devices and web services consumption RF terminal ADC (On Premise only) Connected RF devices for automated data collection may be considered additional users and priced as such in some countries. Please contact your Sage account representative or Sage Business Partner for more information. Web services consumption The global application license does not restrict SOAP and REST Web Services as user sessions or “channels”, but the volume of data exchanged in both directions (Web services consumption). The web service consumption is controlled by the following license parameters: •

Size limit (WSSIZELIMIT, expressed in MBytes). The default limit is set at 9999.

•

Period (WSPERIOD, that can be the day, the month, or the year). Period is set to month by default.

•

Size percentage (WSGRACELIMIT) and slowdown factor. By default, size percentage is set to 100 and slowdown factor to 2.

When the volume of data exchanged exceeds the size limit for the period, the Service will not stop, but will be slowed down by the factor given in the license, until the size and grace percentage is over (then the service will stop). The Web Services consumption is controlled through the Application license; however, the default parameters can be extended at no additional charge.

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Legislations and Languages Multi–legislation This option unlocks the ability to run Sage X3 in a multi legislations mode. If multiple legislations are required, then Multi–legislation must be purchased. Legislation packs fall into three categories: •

Sage Legislations – Developed and managed by Sage

•

Sage approved partner legislation packs – Developed and managed by Sage partners under agreement with Sage – These partner packs are directly supported by the supplying partner.

•

Partner legislation packs – These partner packs are developed and managed by Sage Partners and are directly supported by the supplying partner.

The multi–legislation option triggers the activation of specific fields enabling users to define different rules per legislation. Additional legislation licenses must be acquired separately (see below),

Legislation packs Legislation packs deliver the regulatory settings necessary to run financial operations and help meet local requirements in the country of reference. A legislation pack may not be required if you are conducting local business in a country without having established legal entity in the country (e.g. simple import/export). For detailed information on the legislation packs and compliance software currently available from Sage and Sage partners please contact your Sage account manager, or Partner The list of partner legislation packs detailed in the Legislation Guide is not exhaustive. Partner Legislation packs are developed under a ‘Localization’ agreement with Sage and focus on best practices from a development perspective, the availability of documentation and on pricing rules. Please contact your Sage account manager or Sage Business Partner for more information on Sage Partner Legislation Packs. Note that Sage legislation packs do not include language.

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Language packs Language packs are recommended to supplement Sage legislation packs or may be purchased standalone for use of the software in multiple languages in the same country. Please note that the purchase of the relevant language pack is required with any legislation pack published by partners. Please contact your Sage account manager or Sage Business Partner for more information on Sage Partner Language packs.

Database licenses For single–tenant and multi–tenant deployment options Microsoft SQL Server Runtime database licenses are included as part of the subscription. If you choose to deploy onpremises you have the option of purchasing runtime or full use licenses for the solution from Sage. If you already own the relevant SQL Server licenses you can opt to use these with your deployment. Please note Oracle database licenses are NOT available for single–tenant or multi– tenant deployment options.

Runtime license rules Runtime licenses purchased as part of the Sage X3 solution may only be used for: •

The Sage X3 solution databases: BMS, HRM, FA, WMS

•

Databases created and fed by Sage X3 as part of the solution such as the BO data warehouse

Runtime licenses sold as part of Sage X3 may be used to access Sage X3 databases when accessed through: •

Sage X3 solution functions

•

Functions provided by add–on, OEM and ISV solutions such as EDM by V1, Apps by F5IT, SEI by Tangerine

Runtime licenses sold as part of Sage X3 are not available for partner solutions using third–party databases (e.g. Planner by GFI, Sage Enterprise Intelligence data from other databases than Enterprise Management. Under the terms of the agreement with the database vendors Sage may not sell runtime licenses for use by other software publishers.

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Sage X3 database runtime licenses may only be sold by Sage and Sage X3 authorized resellers.

Database maintenance rules For perpetual licenses the purchase of embedded maintenance is mandatory for the first year (at the time of the initial sale) and recommended for subsequent years. The embedded maintenance provides the right to upgrade the database to future versions. To maintain this right the embedded maintenance must be renewed annually. •

Embedded maintenance may only be sold with the initial purchase and distribution of Enterprise Management.

•

Embedded maintenance must be renewed annually to keep the right to upgrade.

•

Customers with a current embedded maintenance agreement are eligible to upgrade to a new database version when a new version is available.

•

Sage X3 customers without a current embedded maintenance agreement are required to purchase a new license to upgrade.

•

A license can be enrolled in embedded maintenance only when the customer acquires the license or upgrades to the unified solution; or as an annual renewal of coverage without lapse in coverage.

•

Upgrade rights are limited to the acquired license, i.e. the same edition (Standard or Enterprise) and the same model (per User/CAL or per Processor/Core)

For information on current database versions available and supported by Sage X3 please refer to the Sage X3 release documentation.

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On–Premises deployments Microsoft SQL Server A license is required for customers who choose to run the system on a Microsoft SQL Server database and are not already equipped with Microsoft licenses. Microsoft SQL Server can be licensed in two ways: 1. License per server + license per Client Access License (CAL) CAL is a Client Access License corresponding to the named users or devices (RF Terminal / Device ADC) that access the Sage X3 database. Please note whilst Sage X3 offers a concurrent user model for application users, the named user model must be applied to the database to comply with the Microsoft license agreement. This means it is a requirement to declare how many distinct users are to access the solution. 2. Per Core: Customers who opt for Core licenses may choose to use Microsoft SQL Server with other applications than Sage X3 by selecting a Full Use license. Additionally, customers must select either Standard or Enterprise editions of Microsoft SQL Server: •

Standard: for low to medium transaction volumes or limited number of cores (below 16 cores)

•

Enterprise: for large volumes and unlimited processors or cores.

Oracle database A license is required for any customer who chooses to run the system on an Oracle database and not already equipped with Oracle licenses. Oracle database can be licensed in two ways: 1. Named User: Access per user (the most common licensing mode), including the RF Terminal/ Device ADC. Please note whilst Sage X3 offers a concurrent user model for application users, the named user model must be applied to the database to comply with the Oracle license agreement. This means it is a requirement to declare how many distinct users are to access the solution. 2. Processor: Sage X3 Licensing Guide | November 2020

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Additionally, customers must choose the edition of Oracle database: •

Standard Edition 2: for low to medium transaction volumes or limited number of processors (max. 4)

•

Enterprise: for large volumes and unlimited processors.

Customers wishing to use Oracle database with other applications than Sage X3 should select a Full Use license. More detail about Oracle 12c Standard Edition (SE) and Standard Edition 2 (SE2) The current Oracle 12c DVD delivered by Sage generates an Oracle Database 12.1.0.1. To run Sage X3 with this database level the customer must have either the Standard Edition license or the Enterprise Edition license. Nevertheless, the customer can purchase Oracle 12c Standard Edition 2 (SE2) to Oracle or one of their resellers. An Oracle installation from the Standard Edition 2 generates an Oracle Database 12.1.0.2. Note The delivery of the Standard Edition 2 is planned, and its availability will be announced as soon as possible. The limitations applied to SE2 are more restrictive than the ones for SE: •

Minimum of 10 Named Users per Server

•

Maximum of 2 sockets (for processors) per Server

•

Moreover, SE2 database cannot utilize more than 16 threads at any time.

Global Partner Solutions In addition to the solution options detailed above Sage X3 offers additional Sage complementary solutions and 3rd Party solutions designed to meet the specific needs of our customers.

Complementary Sage solutions Refer to the solution respective licensing guide for information on •

Sage X3 Warehousing (formerly Geode)

•

Sage X3 Fixed Assets (standalone)

•

Sage X3 HR/Payroll

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Additional complementary solutions may be available as part of the local Sage product portfolio, please contact your Sage account manager or Sage Business Partner for more information.

Global add-on solutions The following 3rd party software can be delivered as part of the Sage X3 solution. For local availability contact your Sage account manager or Partner Account manager For availability on Single- or Multi-tenant deployments please contact your Sage account manager or Partner Account manager Solution Options

Published by

Multi– tenant

Single– tenant

On– premises

Sage Sales Tax (NA)

Avalara

⚫

⚫

⚫

Sage Exchange (NA)

Paya

⚫

⚫

⚫

⚫

⚫

⚫

Sage Pay (UK) EDM, EDD & PIA(1)

V1

⚫

⚫

EDM DocLink

Altec

⚫

⚫

CPM

Prophix

⚫

⚫

Warehouse Manager

Datalinx

⚫

⚫

Shipping

ProcessWeaver

⚫

CADLink

QBuild

⚫

Advanced Budgeting

True Sky

⚫

Field Sales

Skynamo

iVend Retail POS

CitiXsys

⚫

EDI

Mapadoc

⚫

Supply Chain

Edisoft

⚫

Process Manufacturing

Provenio

⚫

⚫

⚫

⚫

⚫ Available ⚫ Undergoing verification testing, please contact Product management for updates 1 – Cloud hosted

Note: Not all 3rd party software options are globally available, please contact your Sage account manager or Partner account Manager for local availability. Additional 3rd party software options are available through the Sage Marketplace.

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