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.

Sage X3 Licensing Guide | November 2020 2

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

Sage X3 Licensing Guide | November 2020 3

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
Single– Multi– On–
Model Terms
tenant tenant premises
• Price per year with minimum sign–on
period of 3 years
Subscription (1) ⚫ ⚫ ⚫
• Annual commitment
• Monthly or annual payment
• One–time license fee (software only)
Perpetual ⚫
• 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 Supply chain Production

Application license
management management management
Finance ⚫ ⚫
Distribution ⚫ ⚫
Manufacturing ⚫ ⚫ ⚫
⚫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

Sage X3 Licensing Guide | November 2020 4

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 ⚫ ⚫ ⚫
Supply chain management
Purchasing ⚫ ⚫ ⚫
Stock/Inventory management ⚫ ⚫ ⚫
Sales ⚫ ⚫ ⚫
Customer Support (Help-Desk,
⚫ ⚫ ⚫
CRM activities)
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.

Sage X3 Licensing Guide | November 2020 5

Base application license options
Application license options are available to supplement the functionality delivered with
the base application license these include:

Multi– Single–
On
Options tenant tenant Pricing
premises
SaaS SaaS
Financial
Advanced Budgeting
⚫ ⚫ ⚫ Fixed
(Operational Budget Management)
Fixed Assets
Fixed Assets – Volume Extension ⚫ ⚫ ⚫ Per 5000
Fixed Assets – Unlimited ⚫ ⚫ ⚫ Fixed
Fixed Assets – Concession Agreement ⚫ ⚫ ⚫ Fixed
Sales Management
Product Configurator for Sales &
⚫ ⚫ ⚫ Fixed
Manufacturing
e-Commerce
e-Commerce ⚫ Subscription
Manufacturing
Sage X3 Web Scheduling ⚫ Fixed + user
Weighing Scales Connector (1) ⚫ Fixed
Project management (PJM) (2)
⚫ ⚫ ⚫ Fixed
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
Per
Sage X3 Warehousing (1) ⚫
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
Advanced BI – BusinessObjects ⚫ User
Preconfigured datamarts (2) ⚫ Fixed
1 Cloud to Cloud
2 Requires Advanced BI by SAP BusinessObjects

Sage X3 Licensing Guide | November 2020 6

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.

Project Admin &

Finance and Distri- Manufac–
Manag- development
Accounting bution turing
ement tools (1)
Full (1) (2) ⚫ ⚫ ⚫ ⚫ ⚫
Operational users
Accounting(1)(3) ⚫
Distribution (1)(3) ⚫
Manufacturing
(1)(3) ⚫

Other user types

Admin(4)(5) ⚫ ⚫ ⚫ ⚫ ⚫
Expense note entry, Purchase request entry,
Transactional (6)
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

Sage X3 Licensing Guide | November 2020 7

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

Acco- Distri- Manuf– Full /
Controlled Functions
unting bution acturing 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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 Acco- Distri- Manuf– Full /
Controlled Functions
unting bution acturing 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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 Acco- Distri- Manuf– Full /
Controlled Functions
unting bution acturing 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 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).

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.

• Local rules may apply.

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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 on-
premises 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.

Sage X3 Licensing Guide | November 2020 14

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.

Sage X3 Licensing Guide | November 2020 15

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 16

 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

Sage X3 Licensing Guide | November 2020 17

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

Published Multi– Single– On–

Solution Options
by tenant tenant 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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