Are you overpaying your D365 user-license fees?

ARTICLE | March 14, 2024

Authored by RSM US LLP

In the fast-paced world of business, organizations are constantly seeking ways to streamline operations, enhance security, meet compliance needs, and reduce costs. For companies using Microsoft Dynamics 365 Finance and Supply Chain (D365 F&SC), do you know if you are overpaying for your D365 user licenses?

Challenges in Microsoft Dynamics 365 Finance and Supply Chain Security

Microsoft Dynamics 365 for Finance and Supply Chain out-of-the-box roles were not designed with compliance and restricted access in mind; instead, they were designed to allow the user to execute transactions without limitations. Without a streamlined approach to security roles, organizations may expose themselves to fraud risks, increased licensing costs and potential compliance issues.

Organizations implementing D365 F&SC often face challenges relating to user license complexities, leading to poor utilization and increased costs. Managing licenses across various modules, user types, and geographical locations can be difficult, especially for large enterprises with diverse operational needs.

Benefits of custom role-based security design

Enhanced Security

Licensing optimization ensures that the right users have access to the appropriate modules and features. By aligning licenses with user roles and responsibilities, organizations can fortify their security posture, reducing the risk of unauthorized access and data breaches.

Meet Regulatory Compliance and Standards

With regulatory standards evolving, maintaining compliance is non-negotiable. Licensing optimization ensures that organizations adhere to custom role-based security, assisting them in meeting regulatory standards for segregation of duties. This proactive approach fosters a trustworthy and compliant operational environment.

Prevention of Fraud

Optimized licensing helps organizations track user activities more efficiently. This enables businesses to identify any irregularities or suspicious transactions, preventing potential fraudulent activities that may go unnoticed in a loosely monitored licensing environment.

Cost Savings

Perhaps the most compelling advantage of D365 F&SC licensing optimization is the potential for significant cost savings. By eliminating unused or redundant licenses and aligning subscriptions with actual user needs, organizations can realize substantial financial benefits.

Case Study

An RSM consumer product client faced challenges with their D365 F&SC security framework. They operated in multiple geographic regions and had a complex organizational structure with varying user roles. During the security health check review, it was identified that the lack of a systematic security strategy led to overspending and increased exposure to compliance risks.

Upon redesigning the D365 security roles, it optimized their user license strategy, aligning license with user roles, which not only did the redesign meet compliance needs and identified and mitigated segregation of duties issues, it created an annual user license cost savings of $650k.


Optimizing D365 Finance and Supply Chain licensing is a strategic imperative for organizations seeking to enhance security, meet regulatory standards, prevent fraud, and achieve substantial cost savings. By addressing the challenges associated with licensing complexity and adopting a proactive approach to security, businesses can position themselves for success in the competitive landscape. The example of our consumer products client underscores the tangible benefits that can be realized through a well-executed licensing optimization strategy, paving the way for a more efficient and secure digital future. RSM goes beyond mere optimization, actively partnering with clients to fortify their D365 F&SC security and sensitive access framework. Our commitment to enhancing security ensures that organizations not only streamline their operations but also establish robust safeguards to meet regulatory requirements, all while achieving substantial cost savings through optimized licensing.

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This article was written by Eko Erol and originally appeared on 2024-03-14.
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