Planning ERP user licences: what access does the customer need?

The customer asks for an ERP quote and gives the company’s employee count. This is a starting point, not yet a complete licensing decision. Which people will actually work with the intended solution, what will they do and what licensing model applies to this exact product? Your quote needs understandable scope. Customers should recognise the access you offer and the actual use basis underlying its items.

Start with planned use. One person may handle transactions fully, another only view a particular status and another initially have no planned system access. Record these differences before assigning a licence category. Responsible licensing specialists check actual product conditions. Sales translates confirmed assignment into an understandable quote whose user scope derives from discussed customer work rather than equating it broadly with every employee.

Record planned system users

Ask customers to identify actual intended user groups. Who currently works with affected processes and who should directly use the future solution? Start from real tasks. A department name does not show whether every employee performs the same steps. Your team needs understandable assignment of user and planned use so product assessment considers the right cases without assuming general use.

Also record who should have no individual access under the discussed plan. This is initially customer information about the desired workflow. Have the responsible contact confirm whether it accounts for every planned step. Sales derives no blanket licensing exemption. It creates a complete enquiry for licensing specialists, who can check whether the described process includes further direct or indirect users or another assignment.

Describe tasks beyond works in the ERP

Ask what each person should actually do. Viewing information, entering data, changing a transaction or handling a particular decision are different needs. Use terms from the confirmed customer process and assign them to the intended solution. An extensive task performed rarely remains a separate assessment point. Frequency alone does not answer what product category can be offered for the desired function.

If one person combines several tasks, bring them together in the same use profile. An apparently cheaper portion must not obscure remaining needs. Conversely, a broad job title does not automatically require the greatest possible scope. Sales gathers decisive actual actions. The responsible party can assess product assignment against them. Customers later get a specific explanation of why this licence item appears for their described use.

Assign the licensing model to the real product

Microsoft’s licensing guidance distinguishes user, device and tenant licences in the Dynamics 365 context. These categories serve as a limited manufacturer example. Your actual product and its current conditions apply. People, devices or organisations are therefore not automatically translated into the same order quantity. Have specialists identify the assignment basis actually applicable to the specific solution offered.

Pass on product name, intended version and considered use together. If several applications or an additional product belong to the project, give them a recognisable reference. A familiar category name is not a confirmed equivalent in another offer. Your office needs actual assignment to its own supply scope. Customers can understand what item concerns personal access and what other service is separately described or still under clarification.

Describe shared workplaces explicitly

Ask whether several people should use certain workplaces consecutively. What do they do there and what other access is planned for them? A shared device is information about use. Whether a particular device model or person-bound licences can be offered is confirmed for the actual product. Sales promises neither general savings nor unrestricted sharing of any access from one shared keyboard.

Also consider switching between a workplace and a personal device where part of the project. Specialists need the entire actual context to answer licensing. Customers need not interpret technical details themselves. They describe who wants what task where. Your team keeps that connection visible so an answer about one workplace is not later transferred to other devices, users or use types.

Include substitutes and occasional use

Include a genuinely planned substitute in needs assessment. What task should they perform during an absence and what access do they otherwise use? Give the specific case to licensing specialists. A person is not removed simply for infrequent use. Nor does sales assign the main contact’s version without product assessment. What matters remains a confirmed answer for actual planned use.

Ask about other occasional tasks customers have not considered system work. A responsible person may retrieve information only on certain occasions. Describe exactly that action. A broad sometimes looks in is less useful for assignment. Your business can have needs assessed understandably and explain what offered position covers them or what specific information is still missing for a final answer.

Record external parties and other access routes

If other companies or temporary participants should work with the solution, name their actual task. Who should see or edit what information by what route? The label external does not create a general sales statement about licensing. Have the specific case checked with responsible product specialists. Customers get a reliable question rather than planning access whose prerequisites are merely assumed in the quote.

The same applies to intended access through another application or connected process. Record the described route and actual purpose and pass it for technical and licensing assessment. A possible interface does not automatically answer the user-licence question. Your team describes neither a workaround nor blanket technical approval. It ensures all actual planned use is submitted for assessment and its result assigned to the correct offer part.

Assign licensing and permissions planning separately

A confirmed licence item and user permissions to configure answer different tasks. Have both assigned understandably in the project. Customers should see what use was considered in licensing and who technically plans actual access permissions. Sales does not equate an assigned screen role with complete licensing evidence itself. It brings confirmed statements together and identifies an open question for the responsible party.

If a planned task changes, show which assignment it may affect. A new task can trigger reassessment of the specific licence position. This is a limited question about changed use. Unchanged profiles remain the previous version. Customers understand why expanded work first needs a product answer and what quotation information is adapted after actual clarification.

Assess existing licences on their real foundation

If customers own licences, record available associated information. What product, version and actual contract status are named? An earlier invoice or known product name can start the discussion. Specialists determine what documents the specific continued-use question requires. Sales promises neither automatic transition nor usability in every new project model from an existing login.

Assign the result to the intended offer. What existing basis was confirmed, what new scope is offered and what remains open? An unchecked old item is not deducted in advance as already creditable service. Equally, an actually clarified existing assignment should appear in comparison. Customers can understand offered additional needs without deriving current use rights themselves from assorted older documents.

Distinguish initial scope from later wishes

Clarify what use belongs to the currently offered start and what later stage is only being discussed. Use real customer statements. A future user group is not in today’s order merely by being mentioned. At the same time, check whether the initial process is fully described on its own. Your quote should contain actual first use considered and keep later decisions recognisable.

If further environments or project access are required, give them as separate specific questions to specialists. Your team confirms scope from a real product answer. A planning note establishes no free additional use. Customers recognise what item is actually offered for the project stage and what needs clarifying before expansion. Current scope stays understandable while a genuine future idea remains recorded.

Explain order quantities and terms understandably

Present confirmed assignment in actual quotation items. What category, quantity and product reference are offered? Use your real terms and assigned supplier quotation. Customers should recognise what use each item concerns. A total alone does not show whether several roles, devices or additions were considered and what scope they would commission.

Compare options for the same described use. If offered use changes in an alternative, name that difference alongside actual amounts. A lower total alone proves no better licence arrangement. Sales explains confirmed content and the open decision. Deadlines, change possibilities or later transfers come only from actual available terms, not a general expectation of software subscriptions.

Recognise a fictional difference in user needs

An expressly invented case: a customer initially gives employee count and expects a suitable licence quantity. Discussion reveals some should process transactions fully, others need specifically described information, and another group should work at a shared workplace. Specialists receive these different uses for assignment. The example determines no actual categories, prices or product rights for a real provider.

After confirmed assessment, example scope is explained through actually offered items. If customers then change a group’s task, precisely that change is reassessed. The case shows a decision about product-clarified user scope. Broadly adopting employee count would not describe that foundation. Customers can understand what use the quote covers and what further wish needs its own answer.

Keep the quotation basis current through changes

Agree who records actual changes in user needs or product used. The report should identify affected use and current quotation version. Licensing specialists assess the specific effect and your office adopts the confirmed answer. Your existing procedure suffices. Benefit lies in correctly clarified order scope rather than asserted automatic licence monitoring as an additional service of this guide.

Before ordering, summarise the real basis with customers: what people or cases were considered, what product items are offered and what question remains open. They need not interpret conditions themselves to understand your offer. Your business gains a specific decision on confirmed user scope. Further project work starts from an understandable shared foundation whose actual reference remains traceable if contacts later change.

Connect new ERP projects to your own offer

The ERP page from webRichtung opens contacts with interested companies. Process area, current system situation and planning stage provide a starting point. Specific user counts or confirmed licence categories are not promised lead characteristics. You clarify these yourself. In the portal you choose area, delivery type and monthly cap and see the current price before a binding order.

Sources and context

Actual lead offer read on 25 October 2026: webRichtung – ERP leads. The linked Microsoft example was read on 26 October 2026. It serves limited differentiation of licence types, not individual interpretation of use rights. Actually confirmed product conditions and responsible professional clarification govern your specific offer.