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Versions and Subscription Entitlement Process

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Differences between Sage 300 and Sage 300cloud, how subscription entitlement works, and what happens when a subscription license expires.


Sage 300 vs. Sage 300cloud
  • Sage 300cloud has subscription licensing and Sage 300 has perpetual licensing.
    • For details on product functionality differences between Sage 300cloud and Sage 300, see the Sage 300 vs Sage 300cloud Guide in the Attachments section below.

Subscription vs. Perpetual

Perpetual licenses are considered permanent licenses; users can access the software perpetually over time.

  • Each module requires a Serial Number and Activation Key to complete licensing.
  • To upgrade to a newer version of Sage 300 with perpetual licensing, customers must request an entire new setup of serial numbers and keys.
  • Perpetual licensing requires purchasing the product and renewing the Sage Business Care (Maintenance & Support) plan annually.

Subscription licensing was introduced to allow for a more flexible payment schedule for customers. Subscriptions can be paid monthly, annually or in 3-year increments. Customers will be able to access the software, and get the most recent updates, if the subscription is active.

  • With a Sage 300cloud subscription, you no longer need to enter Serial Numbers and Activation Keys for each module. Once you enter your Client ID and Serial Number in the License Manager, a refresh will pull down a file from an internet available server. This entitlement file will verify the subscription is active and allow use of the product.
How does subscription entitlement work?

When a subscription order is placed by the Sage Sales team, that subscription information is automatically shipped to an entitlement server. This process builds a database of client licensing information and makes it available to the install base. Within the client's environment, the install base will verify licensing by pulling an entitlement file from the server. Subscription product entitlement is placed in the Sage 300 Shared Data location, labeled 'entitlements.xml'. (Note: This process requires an internet connection and permissions to connect and pull the file.)

Sage 300cloud subscription licensing is refreshed automatically every 14 days by the first user logging into Sage 300 during this time-window. This refresh updates any modules and end-dates in the entitlement.xml file as triggered from changes in the back-offices, if applicable. The program verifies if licensing has expired, the number of users able to access the system, and any additional modules that are permitted.

What happens if my subscription expires?

If a subscription license expires, the 45-day grace period begins. This will allow you to continue to use the product and run your business without interruption. Once the 45-day grace period has been reached, on the 46th day, the program will become read-only. In read-only mode, you will be able to view transactions but not enter or post any new transactions. You can also still run reports in read-only mode (e.g. General Trial Balance or payroll reports, such as T3’s and W2’s).

Once you renew your subscription with Sage, the new information is sent to the entitlement server and this update can take 48 hours to complete. This includes updating a user count or adding/removing modules.

Sage 300 Editions

Sage 300 has three different editions available for customers with perpetual licenses: Standard, Advanced and Premium. Customers with a subscription only have the Premium edition option. For more information on feature differences between Editions, see Sage 300 Edition comparison.

 NOTE: The information above applies to Sage 300 customers the North America region only. 

Attachment: Sage 300 vs Sage 300cloud

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