PUBLIC

License Guide

Solutions from SAP

SAP Business One 2007 A
Target Audience

n SAP Business One Partners

Document version: 1.0 04/29/2007

Document History

Caution

Before you start the implementation, make sure you have the latest version of this document. You
can find the latest version at the following location: http://channel.sap.com/sbo/documentation.
The following table provides an overview of the most important document changes.
Version

Date

Description

1.0

4/29/2007

Release Version.

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Table of Contents

Chapter 1

About This Guide

Chapter 2
2.1
2.2
2.3

SAP Business One Licensing System

Overview . . . . . . . . . . .
SAP Business One User Licenses . . .
Supplementary Products . . . . .

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Chapter 3
3.1
3.2
3.3
3.4
3.5
3.6

License Key Request . . . . . . . . .

Requesting License Keys . . . . . . . .
Returning Unused Licenses . . . . . . .
Reassigning Users . . . . . . . . . .
Shutting Down an SAP Business One System
Installing License Keys . . . . . . . .
More Information . . . . . . . . . .

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Chapter 4

Frequently Asked Questions . . . . . . . . . . . . . . . . .

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About This Guide

1 About This Guide

This document describes the SAP Business One licensing system, the licensing options, and the license
request procedures. In addition, an FAQ [page 15] section provides answers to the most common
questions related to license issues.
Note

The content and descriptions of this document are based on SAP Official Master Price Lists
for SAP Business One as the underlying master documents. For more information, contact
your local partner manager.

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SAP Business One Licensing System

2 SAP Business One Licensing System

2.1 Overview
Architecture

The licensing mechanism in SAP Business One is implemented using the following components:
n License Service manages license requests; can be installed on any computer in the organization.
n License File generated by SAP upon request; contains your purchased licenses and other
relevant information.
n External API allows partners and third parties to retrieve information from the License Service
using a public interface.
For more information, see the SAP Business One SDK online help.
Figure 1:

SAP Business One License Architecture

Method of Operation

The SAP Business One workstations read the name of the license service to which they connect from
the SLIC table in the SBO-Common database. All Company databases sharing an SBO-Common
database use the same license file. In addition, several SBO-Common databases can direct to the
same license service.

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2.2

SAP Business One Licensing System

SAP Business One User Licenses

Note

The licenses are not connected to a specific Company database. Using the same user name, you can
log on twice to the same Company database.
For example, auser John who has a Professional User license in Company X will have the same license on
any other Company database connected to the same license service.

2.2 SAP Business One User Licenses

The SAP Business One User licenses use a named-user model, in which the license is granted to
a specific user name.
According to the granted User license, users may have full control on a form, open a form in
read-only mode, or no access at all.
The SAP Business One User licenses include the following users:
n SAP Business One Professional User
Is a Named User who performs operational related roles supported by the software.
The SAP Business One Professional User does include the rights granted under a SAP Business
One CRM User or Add-on-Access User license. The Professional User does not include the rights
granted under a SAP Business One CRM Anywhere license.
n SAP Business One CRM Sales User
The SAP Business One CRM Sales User has access rights to the SAP Business One CRM Sales
functionality. The CRM Sales User does include the rights granted under a SAP Business One
Add-on-Access User license. The SAP Business One CRM Sales User does not include the rights
granted under a SAP Business One CRM Anywhere license.
n SAP Business One CRM Service User
The SAP Business One CRM Service User has access rights to the SAP Business One CRM Service
functionality. The CRM Service User does include the rights granted under a SAP Business One
Add-on-Access User license. The SAP Business One CRM Service User does not include the rights
granted under a SAP Business One CRM Anywhere license.
Enables companies to manage service processes, such as service contracts, service calls, and
tracking equipment at a customer site. This user has access to solution search from a knowledge
base within the system. In addition, the user has access to operational and managerial reports, as
Open Service Calls, Renewal Contracts, Response Time by Assignee, Monitor Report, and others.
n SAP Business One CRM Anywhere User
This User requires SAP Business One 2005 or higher. Currently, runs only on Microsoft SQL Server
database. Available in selected languages. For more information, see SAP PartnerEdge Portal
at http://channel.sap.com/sbo/netpoint.
Provides web-based functionality for select SAP Business One CRM functionality - both sales
and service. Additionally, prospecting features to support marketing features for prospect and

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2.3

SAP Business One Licensing System

Supplementary Products

campaign/promotion management are included. SAP Business One CRM Anywhere User also
expands the core SAP Business One CRM functionality with customer self-service functionality.
n SAP Business On Add-on-Access User
Is a Named User who accesses the SAP Business One Software through a third-party product
approved by SAP.
This user applies as follows:
l If a customer uses a solution (add-on/extension) developed by a SAP Business One VAR with
the SAP Business One Software Development Kit (SDK), using the Application Programming
Interface/s (API/s), a SAP Business One Add-on-Access User must be licensed.
l If customers run several partner solutions, they need to license one SAP Business One
Add-on-Access User for each running solution.
l The SAP Business One Add-on-Access User enables customers to use only Partners' Solutions
without having to license an SAP Business One Professional User. The SAP Business One
Add-on-Access User includes limited functionality of SAP Business One that is part of the
integration between the Partner Solution and SAP Business One.
Included Components

You do not need to request a separate license for the components listed in the table below. You receive
these components automatically with your request for Professional users.
Component

Number of
Users

Valid Until

SDK tools

99999

December 31, 9999

Compatibility for add-ons

99999
The Compatibility component allows you to run add-ons
developed by previous versions of the SAP Business One SDK.
When this component is no longer valid, you must recompile
your add-on with a current version of SAP Business One SDK
to continue running the add-on.

January 15, 2008

2.3 Supplementary Products

Supplementary Products are optional components that extend the functionality of the SAP Business
One Software. Supplementary Products are licensed separately and in addition to the SAP Business
One Professional Users (a user accessing a Supplementary Product must be licensed as SAP Business
One Professional User as well).
SAP Business One Software Development Kit (SDK)

The SAP Business One SDK allows programmers to interface third-party applications with SAP
Business One both on the database level (Data Interface API), and on the user interface level (User
Interface API).

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2.3

SAP Business One Licensing System

Supplementary Products

The license of the SAP Business One SDK includes rights of use for a maximum of 20 users on a
first-come, first-served basis.
With this license, you also get a license to develop small modifications or add-ons using only the User
Interface API. These add-ons can run only under the License Service in which they were developed
and cannot be distributed to third parties.
SAP Business E-Commerce

The SAP Business One E-Commerce is a single-server e-Commerce platform. The product runs
on Microsoft SQL database and requires the Microsoft SQL Processor License. This includes
administrative rights on the SAP Business One E-Commerce for 2 (two) users.
This product requires SAP Business One 2005 or higher. Available in selected languages. For more
information, see the SAP Channel Partner Portal at http://channel.sap.com/sbo/netpoint.

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License Key Request

3 License Key Request

3.1 Requesting License Keys

You request a license key and the number of users you need for your installed partner solution(s) on
the Channel Partner Portal by selecting the solution(s).
The total number of users you request for partner solutions must not exceed the number of users you
have contractually licensed for add-on access.
Caution

SAP issues a time-limited license key (two weeks or to the contract end date) when your license key
request exceeds the license you have purchased by:
n The number of users
n Your contract end date
n Modules for which you have not bought a license
Prerequisites

You have contractually licensed the components for which you want to request a license key.
You have authorization to request license keys in SAP Service Marketplace. See SAP-Notes 124703
and 103926.
Procedure

1. Get installation hardware key:

a) From SAP Business One Server Tools , choose Service Manager.
b) In the Service Manager, select License Manager 2007 and make sure that the service is running
(the Start button is disabled, while the Stop button is active).
c) Choose Settings and write down the number appearing in the Hardware Key field.
Alternatively, you can get the hardware key from the SAP Business One application Help
About menu.
2. On Channel Partner Portal at http://channel.sap.com/sbo/licensekeys, choose Request License
Key and select your installation number.
For existing systems, choose Change System Details next to the system you want to change and
modify the required data.
For new installations, choose Request New System and enter the required information to complete
the request, including:

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3.2

License Key Request

Returning Unused Licenses

n Hardware key (see Step 1)

n System type
n Database type
n Operating system
n Number of users per component/add-on
n E-mail address
3. Choose Submit to post your request.
You receive your license key file by E-mail. You can also download the license key file from
Channel Partner Portal at htttp://channel.sap.com/sbo/licensekeys.

3.2 Returning Unused Licenses

You can return to SAP licenses that are no longer in use by posting a request in SAP Channel Partner
Portal.
Procedure

1. In http://channel.sap.com/sbo/licensekeys, choose Request License Key and the corresponding

installation number.
2. Choose the icon next to the system you want to change.
3. In the following screen, modify the number of users in the appropriate field.
4. 5. Choose Submit to post your request.
You receive a new license key file from SAP.
5. Install the new license key file.
For information on installing a license key, see SAP Business One Administrator's Guide.

3.3 Reassigning Users

You can reassign users to another computer or to a new installation number.
Procedure

1. Shut down the existing SAP Business One system under the old installation number. See SAP
Note 596562.
2. Request a license key for the new installation number on SAP Channel Partner Portal at
http://channel.sap.com/sbo/licensekeys.
In any reassignment of users, the number of users cannot exceed the number of your licensed
users.
SAP sends you a new license key by E-mail.

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3.4

License Key Request

Shutting Down an SAP Business One System

3.4 Shutting Down an SAP Business One System

You can shut down an SAP Business One system that you no longer use. For more information,
see SAP Note 614911.

3.5 Installing License Keys

For information about installing license key files, see SAP Business One Administrator's Guide.

3.6 More Information

You can get more information at http://channel.sap.com/sbo/licensekys and
http://channel.sap.com/sbo/solutions.
To access all relevant SAP Notes on SAP Business One license key:
1. Go to http://service.sap.com/notes.
2. In the Application Area, choose the component SBO-BC-LIKEY and choose Search.
Overview of SAP Business One License Key Notes:
622998 Frequently asked questions about SAP Business One
561588 The License Process in SAP Business One
574385 SAP Business One: Installation check
578256 Online request for license key for SAP Business One
596562 Returning SAP Business One user licenses
614911 Deleting SAP Business One systems

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Frequently Asked Questions

4 Frequently Asked Questions

How long after installation can I continue to use SAP Business One without a license key?

For new installations, the system can be used without a license key for a period of 30 days after the first
posting. This 30-day period cannot be extended. At the end of this period, you are no longer able
to access the system.
You should request a permanent license key as soon as possible (see Requesting License Key [page 11]).
Which authorization do I need to request a license key for my customer?

If you are an SAP partner and would like to request a license key for one of your customers, you
need an S-user with the authorization "license key request for SAP partner." See SAP Notes 124703
and 103926.
When do I have to request a new license key for my SAP Business One system?

n
n
n
n
n

If your hardware key has changed

If the number of users has changed
If the license expiration date has changed
If components (add-ons) have changed
If you upgraded your system from release 6.x to release 2004

How can I request an SAP Business One license key?

Request your license key on SAP Channel Partner Portal by choosing Request License Key at
http://channel.sap.com/sbo/licensekeys. This page includes all the information you need to
request a license key. (see SAP Note 578256)
Who should request license keys?

License keys should be requested by SAP partners. Prerequisites for requesting a license key are
an S-user and the authorization for the partner "License key request for SAP partner" for the
corresponding installation number. Only in exceptional cases, should an end-customer not have an
SAP partner, the license key can be requested by the customer itself. (See SAP Notes 124703 and 103926)
What should I do if I have mistakenly requested a license key for a new system instead of
one for an existing system?

Delete the systems that were requested by mistake as described in SAP Note 614911. Afterwards
you can request a new license key for the existing system using SAP Channel Partner Portal. At
http://channel.sap.com/sbo/licensekeys, choose Request License Key.

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Frequently Asked Questions

What should I do if I requested a license key using an incorrect installation number?

The system ordered using the incorrect installation number should be deleted and requested again
using the correct installation number. (See SAP Note 614911)
How do I receive the license key from SAP?

The license key is sent to you in an E-mail message. Once you have received the license file, copy
it onto your computer and restart SAP Business One. When the license query appears, add the
license file to it. You can also download the license key from SAP Channel Partner Portal at
http://channel.sap.com/sbo/licensekeys. (See SAP Note 742024)
How can I change the file extension of the file attached to the mail from .txt to .lic?

You must save the file locally on your computer before you change the extension. You must NOT
change the content of the file.
Why is my license key only temporary?

If you request a license key for more users than you have licensed or for non-licensed components, or
your contract or hardware data are limited, you receive a license key that expires after 14 days.
Request a license key with fewer users or contact your local SAP contracts department. (See SAP
Note 765296)
How can I delete an SAP Business One license key, also when S-user is unknown?

The deletion process is described in SAP Note 614911. When S-user is unknown, see SAP Note 781853.
Which features do I need to notice when requesting a license key for an existing system
upgraded from release 6.x to release 2004?

You should request the appropriate number of Professional Users and you should not change the SAP
Business One users; they will be deleted when the license key is assigned.
What are the prerequisites for requesting a license key for partner solutions?

If you want to request a license key for partner solution, Add-On Access Users have to be booked in
your contract. If these users have not been booked, contact your local contract department.
What shall I do when I get the error message "This form is not a part of your software
package" after installing the license key?

n The licenses have been assigned to users. See License Administration in the SAP Business One online
help.
n User did not log on in the same domain as the license service
n Date and time of the machine are not the same as in the license machine
n The user is not known in the license machine
n There is a firewall on the license machine. Consult with your network administrator to find out
what type of authentication your network requires.

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Frequently Asked Questions

Can SAP Business One Add-Ons be used free of charge?

Yes, no additional license is required. This is included in the SAP Business One license fee.

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Typographic Conventions

Example

Description

< >

Angle brackets indicate that you replace these words or characters with appropriate
entries to make entries in the system, for example, Enter your <User Name>.
Arrows separating the parts of a navigation path, for example, menu options

Example

Emphasized words or expressions

Example

Words or characters that you enter in the system exactly as they appear in the
documentation

Example

Textual cross-references to an internet address, for example, http://www.sap.com

/example

Quicklinks added to the internet address of a homepage to enable quick access to

specific content on the Web

123456

Hyperlink to an SAP Note, for example, SAP Note 123456

Example

n Words or characters quoted from the screen. These include field labels, screen titles,
pushbutton labels, menu names, and menu options.
n Cross-references to other documentation or published works

Example

n Output on the screen following a user action, for example, messages

n Source code or syntax quoted directly from a program
n File and directory names and their paths, names of variables and parameters, and
names of installation, upgrade, and database tools

EXAMPLE

Technical names of system objects. These include report names, program names,
transaction codes, database table names, and key concepts of a programming language
when they are surrounded by body text, for example, SELECT and INCLUDE

EXAMPLE

Keys on the keyboard

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SAP AG
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Germany
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SAP AG
Dietmar-Hopp-Allee 16
69190 Walldorf
Germany
T +49/18 05/34 34 34
F +49/18 05/34 34 20
www.sap.com

Copyright 2007 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be
changed without prior notice.