MS SQL SERVER LICENSING ESSENTIALS FOR SAP BUSINESS ONE
Introduction
With this document, SAP wants to provide you with clear guidelines regarding the Microsoft SQL Licensing structures relating to SAP Business One.
The full and detailed SQL Server restrictions are included in the SAP Business One pricelist in the additional provisions. These provisions are the legal restrictions which apply to the SQL Server license purchased from SAP.
Although a lot of attention has been put into this document, no rights can be derived from this document and the 'conditions for Use of Microsoft SQL Server when licensed from SAP' is the only document that describes the terms and conditions that apply.
Content of this document:
o Run-time license restrictions
o Run-time license and data reporting guidelines
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Run-time license
SAP Business One supports the Microsoft SQL Server database system. SAP offers a run-time license of Microsoft SQL Server as an optional service to its customers. Using the run-time restricted SQL Server licensing is not mandatory for SAP Business One. The end-customer has to ensure proper licensing for SQL Server which can also be done with an SQL Server license purchased from a Microsoft partner (Commercial license).
When a Microsoft SQL Server license is purchased from SAP, a run-time restricted license of MS-SQL Server 2005 'Standard edition' is licensed. The 'run-time' restricted license has additional restrictions in use compared to the commercial MS-SQL Server 2005 Standard Edition licenses. Please note that a customer do not have to purchase SQL licenses from SAP in any instance. SAP resells the SQL licenses as a convenience for partners and customers.
A commercial SQL license cannot be purchased from SAP, but need to be purchased from a Microsoft Reseller.
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Run-time license restrictions
A run-time restricted license of MS-SQL Server purchased via SAP is a license which can only be used in combination with the SAP Business One Software. This means that the license cannot be used in combination with other software products. In general the restrictions are:
1. The SQL Server run time license cannot be used to develop new software applications.
Customers or Partners who are developing new applications /add-on's (for example using SAP Business One Software Development Kit) cannot use the runtime license of SQL Server. Developers have to use the commercial versions or development license of Microsoft.
2. The SQL Server run-time license cannot be used in conjunction with any software application, databases or tables other then the SAP Business One application except for add-ons developed with the SDK.
For example, when a third party application is running outside the SAP Business One environment at the customer's, for example a specific time-registration application or some 'own developed' system, the runtime license cannot be used.
3. Partner add-ons developed with the SAP Business One Software Development Kit can be used with SAP Business One running on a run-time restricted license of SQL Server.
4. The SQL Server run-time license cannot be used as a 'stand-alone' software application.
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Run-time licenses and data reporting
It is allowed to use a reporting tool to run queries or reports from existing tables in the SAP Business One databases.
Using for example Excel / Crystal Reports or any other reporting tool to connect directly to the SAP Business One database is allowed as long as it is used for reporting purposes only subject to a valid run-time restricted MS SQL Server license.
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What is the difference between a 'per CPU' and a CAL license?
Per CPU licensing
A 'Per CPU' license can be used to license an SQL Server installation on a server and link the license to a single processor. In case a server has 2 CPU's and both CPU's will be linked to SQL Server, 2 'Per CPU' licenses are required. Within the SQL Server management console you can select how many of the CPU's in the server will be used. For a 'per CPU' license it does not matter how many users connect to the SQL Server.
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Client Access Licensing (CAL)
The CAL licensing allows you to install SQL Server to one SQL Server and assign the license to that server. Within this installation it is allowed to run as many instances as you need.
The number of logins is determining the number of SQL CAL licenses. A login user is a network user that accesses SAP Business One. A login user can have one or more user licenses assigned. For example; User A has a limited logistics and a limited financial user license assigned to the same login username. In this case there is one login user who only needs one CAL even though the number of SAP user licenses is different.
Please note that when the license of the SAP user licenses changes this might have an effect on the required CAL licenses and additional CAL licenses have to be purchased. To avoid licensing errors, SAP strongly advices to keep the number of CAL licenses equal to the maximum number of user licenses in SAP Business One.
The CAL licenses are per user and cannot be used for concurrent connections.
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When is a 'Per CPU' license mandatory?
A 'per CPU' license in mandatory if you cannot determine how many users will connect directly or indirectly to the SQL Server. For example, when an internet Web shop is linked to an SQL Server database, the number of web users cannot be determined and a 'per CPU" license is required. This also applies to other (internal) Web based solutions where the number of users connection cannot be controlled.
For SAP Business One a 'per CPU' license is mandatory for:
Please note that a valid 'per CPU' license is required. This does not mean that the license has to be purchased from SAP.
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How to determine my SQL Server licensing for SAP Business One?
When you determine the SQL Server licensing you have to ensure that all servers running SQL Server are licensed. See also FAQ's
1. If you already have a valid SQL Server license or purchased such from other suppliers, you do not need to purchase an SQL Server license from SAP.
2. Do you purchase the e-Commerce server?
Please note that every server where SQL Server is installed requires proper licensing. If the e-Commerce server uses a different SQL Server as SAP Business One, both servers have to be licensed. In this case the e-Commerce server can have a 'per CPU' license where as the SQL Server for SAP Business One could run on a CAL or CPU licensing.
3. Which SQL Server license do you need when you purchase the DI-Server?
o No >> you should license SQL Server 'per CPU'
o Yes >> a 'per CPU' license is not mandatory but depending on the number of logins it might be cost effective. Every user has to have a CAL.
When in doubt, SAP strongly advices to use 'per CPU' licensing for the DI-Server.
4. Client Access License (CAL) License
Example 1: a license with 4 Professional users and 1 Limited CRM, 1 logistics users and 1 limited financial user is in total 7 users in SAP Business One. If the licenses are assigned to also 7 logins then you would need 7 CAL licenses.
In case the 1 limited financial user and 1 limited logistics license has been assigned to one login (1 user can have multiple licenses assigned), then you would only need 6 CAL licenses.
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Below you can find a flowchart that could assist you to chose between 'per seat' or 'per CPU' licensing.
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