How to license Dynamics 365 Finance and Operations when you have custom security roles?

Microsoft is moving very fast towards power platform, that means business applications are app based and users use what they consume. Microsoft has recently changed the licensing model which lets organizations to purchase licenses based on the app they want to use. A few important questions arise…

  • How to licence with base and attach licenses when there are same functionalities spread across the platform? For example, Purchase orders can be created from Accounts payable as well as Procurement and sourcing.
  • How to license when you have custom security roles that does not match with standard roles within applications?

Below are some highlighted steps that can be kept handy to do licensing.

Security role and user Subscription License (SL)

  • When you assign Security Roles to users, you then know what user SL those users require.
  • Customers can assign multiple Security Roles to one user, in which case the highest user SL type required covers all the user rights.
  • Financial reporting Designers require a Finance USL and Financial reporting Viewers require a Team Member USL
  • Admin rights apply across Finance, Supply Chain Management, and Commerce applications. For example, if you have a Finance license, you have the admin rights for Finance, as well as Supply Chain Management, and Commerce applications.
  • Activity and Team Members use rights are included in the full user licenses and those rights are cross-application. A Finance user has Activity level access to Supply Chain Management and Commerce and Team Members level access to those workloads.

Base and Attach license

  • Full user SL needs to be licensed with base license.
  • Base license of users can be derived on what menu item is user accessing and where it is present.
  • If a user is accessing menu items that are present exclusively in both Finance and SCM, then user needs to be licensed with base + attach
FinanceAccounts payable Accounts receivable Budgeting Cash and bank management Cost accounting Expense management Financial reporting Fixed assets General ledger and Financial reporting Project management and accounting Public sectorIf user is accessing any menu item under the defined modules, and user has SL type as “Operations” then user would need Finance base.
SCMAsset management Cost accounting Cost management Inventory management Master planning Procurement and sourcing Product information management Production control Sales and marketing Service management Transportation management Warehouse managementIf user is accessing any menu item under the defined modules, and user has SL type as “Operations” then user would need SCM base.

Security role and their related menu items

How to check license type of security role including custom security roles?

  • Users having Access license type as “Operations” will require either Finance base or SCM base depending on menu items defined in above steps
  • Users having Access license type as “Team members” only will require Team members license
  • Users having Access license type as “Activity” only will require Activity license

You can use license estimator too

Custom security roles and its licensing

  • When customizing, it is important to remember that the license required is determined by the highest-level Menu Item to which that individual has access.

Custom security roles scenarios

Assigning Multiple Roles to a Single User

The straightforward way to customize which actions a specific employee may perform in applications is by assigning multiple roles to that employee. For example, an employee could be assigned both the Customer Service Rep and the Field Technician roles and could therefore perform actions associated with both roles. In this case, the employee would still only need a single user SL. Since the Customer Service Rep role is designated at a higher user type level (full user SL) than the Field Technician role (Team Members), the employee would only need the Finance, Supply Chain Management, Commerce, or Human Resources user SL to perform actions associated with both roles.

Changing Menu Items Associated with a Role

Another way to customize what actions users may perform is by changing which Menu Items are associated with a role. For example, if a customer wants everyone who is assigned the Field Technician role to be able to also approve posting of service orders (which is designated as a Finance, Supply Chain Management, Commerce, or Human Resources user SL level action), then they can customize the role to include the “Approve posting of service order” Menu Item. Because the required SL is determined by the highest-level action the user may perform, all users assigned to the Field Technician role would then require a full user SL.

Changing Menu Items Associated with an Individual

Further, customers may assign specific actions to specific users. Following the example above if the customer has 20 employees assigned to the Field Technician role and wants to allow only five of those employees the ability to approve posting of service orders, they may assign the “posting of service order” Menu Item to those five individuals. Those five individuals would then require a full user SL, while the remaining 15 employees assigned to the Field Technician role would require the Team Members user SL.

Dynamics 365 and Power Platform new feature release business application virtual launch April 2020

This has never been so exciting for me yet again, Microsoft has moved one step ahead in making the planet successful amidst global pandemic of COVID-19. Microsoft has organized a business application virtual launch event to announce the upcoming new features. Additionally, it has launched ready to use emergency response sample solution for situations like global pandemic COVID-19.

Whilst, the complete list of features set can be explored Dynamics 365 and Power Platform 2020 release wave 1 plan, some of the highlights of the new capabilities are mentioned here.

Seamless B2C and B2B customer journeys across sales, marketing, and service

With customer data platform (CDP), and a bundle of third party data connections, you now can enrich customer’s data and profile in real-time. Organizations can take stronger, real-quick, rational business decisions by unlocking the out of box AI templates for churn, customer lifetime value, and next best action recommendations, as well as enable deeper insights with Microsoft Azure Synapse Analytics.

With new features set, Microsoft has something for everyone. Unlock the potential of advanced AI-powered predictive sales forecasting and a new sales acceleration hub for inside sellers. Integration and collaboration are key. Using Microsoft Forms Pro, Marketers can enhance campaigns with more personalized and sophisticated email messages, integrated surveys, and aggregated data and segments from Customer Insights. Besides, service centers benefit from centralized scheduling capabilities for dispatchers to schedule technicians and new omnichannel capabilities to reach customers on their preferred channels.

Seamless omnichannel retail experiences

With new Dynamics 365 Commerce, that delivers an end to end retail solution that helps organizations deliver personalized, omnichannel experiences through advanced e-commerce capabilities, intelligent product recommendations, and enhanced clienteling.

Intelligent and proactive solutions for supply chain management

Connecting back-office applications with front end scenarios and giving more real-time visibility of inventory stocks in your warehouses by delivering predictive insights and intelligence from AI, IoT, and mixed reality to your organization across planning, production, inventory, warehouse, transportation management, and asset management.

A lot of out-of-the-box IoT capabilities that leverages Azure IoT Hub to connect signals from mission-critical assets with business transaction data. This enables manufacturers to improve uptime, throughput, and quality by proactively managing shop floor and equipment operations with a real-time view of their entire production and stock.

Awesome, the feature is, Supply Chain Management now integrates with Dynamics 365 Field Service to help reduce downtime of geographically dispersed mission-critical assets by automating field service operations, as well as Microsoft Dynamics 365 Guides to train your workforce faster, more effectively, and in some cases, more safely using mixed reality learning experiences.

New ways to analyze, act and automate using Power Platform

Power Apps is one of the first low-code no-code platforms that makes it possible for everyone to build mixed reality applications. Robotic Process Automation (RPA), Power Automate will help organizations and its business users to configure and automate a lot of legacy app and business processes using UI based capabilities.

With hundreds of millions of augmented reality capable mobile devices in the hands of business users, every Power Apps maker will be able to leverage the power of mixed reality to extend their apps with the ease of drag-and-drop development. With these new capabilities, makers can start to digitize workflows in physical space in new and innovative ways.

To learn more watch out Microsoft Business Application Virtual Launch event by clicking here

Source: Blog of James Phillips

Mystery of inventory reservations in Dynamics 365 Finance and Operations

Image result for Warehouse inventory

Reservation of inventory items is a very strong feature in Dynamics 365 Finance and Operations. Besides saving a lot of manual activity, it takes care of inventory transactions in various possible scenarios. Though, it is a very strong feature and hence it needs to be used carefully and cautiously as it can gets tricky sometimes.

What do you do if you have limited physical available quantity and you have reserved against a customer of class b and then customer of class A places the sales order which needs to be fulfilled or urgent basis? Would you un-reserve the quantities from first order and reserve against second? In this post, I will describe multiple scenarios of using reservations (multiple or automatic). Keep on reading!

Product life-cycle management in Dynamics 365 Finance and Operations


The evolution of a product from invention, to sales-ready, to eventual end-of-life is simple at its surface. However, this process becomes dramatically more complex when considering all the moving pieces, approvals, inventories, production needs, marketing efforts, profitability, and more. Multiply this complexity by every new product a company seeks to produce, and product lifecycle management (PLM) functionality becomes a must-have for any company in the business of managing one or more production processes.

As the word “lifecycle” might imply, there are natural stages products go through during the course of their production lifetime which influence the many moving pieces referenced above. Since a product’s stage has varying implications on other parts of a business, it’s important to have a tool to manage the process like Microsoft Dynamics 365.

Microsoft Dynamics 365 Finance and Operations brings up the features of product life-cycle management which can manage the process well. Let’s see how. Below is the scenario, I would like to cover. Keep on reading!