error: “You have exceeded the number of active Full users that your license allows”

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We have a new employee starting Monday. I’m trying to set her up as a user in GP but am unable to select User Type “Full.” I keep getting the error: “You have exceeded the number of active Full users that your license allows”

I have changed old inactive users from Full to Self-Service, and have even deleted a couple of unnecessary user profiles. But still I get the error. What am I missing?

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Jeff Grant on at

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Hello LSandhawalia,

What I would recommend is resetting the employee count in Dynamics GP via SQL to see if it will allow the additional employee afterward.

The employee 'count' will be the number of active employees you have in the same SQL instance so it will increase accordingly with the merge (if the new company is not already part of your SQL environment).

This count is stored in the UPR41600 (Payroll Employee Count) SQL table in the shared DYNAMICS database.

This count should be the 'active' employees in the system and may become inaccurate over time if you do add/remove employees often or create TEST environments.

As such, I would recommend resetting the count in the following manner:

1. (IMPORTANT) Please insure no users are processing in Dynamics GP and you have a new backup in place of the DYNAMICS (or systems) database.

2. Log into GP and go to Help | About Microsoft Dynamics GP and note at the current number of total registered Employees for future reference.

3. Log out of GP.

4. Log into SQL Server Management Studio on the SQL Server housing Dynamics GP.

5. Run the following SQL statement against the DYNAMICS database:

DELETE DYNAMICS..UPR41600

6. Log back into GP, which will automatically refill the UPR41600 with the total amount of employees in the associated company dbs.

7. Go to Help | About Microsoft Dynamics GP and check the current number of active Employees.

- This should be an accurate number of the current active employees you currently have in the system (interconnected companies sharing the same SQL instance/DYNAIMCS db).

- Also, note any TEST company you have will affect this number so you will likely want to remove your test company(s) before resetting the UPR41600.

Best Regards,

Jeff

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Community Member on at

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Thanks Jeff, I will give that a try!

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Community Member on at

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Hi Jeff, the user said it didn't change. Any other ideas?

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Jeff Grant on at

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Hi LSandhawalia,

Thank you for trying my recommendation. I have realized that you were not trying to reset the Employee count but active users in the system, apologies for the confusion on this end.

From your screenshot it does look like you have met your current user limit and would need to delete a user to add another, as you have already attempted to some extent. The user amount will be dictated by the type of license you have purchased, as outlined in the F1 Help materials:

The number of user records you can create depends on the user system selected for Microsoft Dynamics GP. If you have purchased Microsoft Dynamics GP, you are a perpetual customer. As a perpetual customer, you'll use the concurrent user system to create as many user records as you wish, regardless of the number of users you've registered for Microsoft Dynamics GP. However, the number of active users logged in to Microsoft Dynamics GP at any one time can’t exceed the number of active users you’ve registered. For example, you may have registered the accounting system for 10 users so the maximum number of active users in Microsoft Dynamics GP can’t exceed 10. You could create 30 user records—however, only 10 of these users could be in the system at the same time.

Best Regards,

Jeff

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Community Member on at

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Even if nobody else is logged into GP, I still cannot even create another active user. I have new employee starting on June 4^th. I need a solution to create her user as a full active user by then. It seems very odd that we would only be allowed 4 active user to be registered in GP.

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twelvestrikes 3,657 on at

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Hi LSandhawalia

If you are licensed for Dynamics GP on a subscription basis, then you can only have the number of user active that you are licensed for. For example if your subscription is 5 users then you can only have 5 user listed as active.

If you are licensed for Dynamics Perpetual licensing, and are licensed for 5 users, you can create as many active user accounts as you want, but you are limited to 5 concurrent user logins at any given time.

Check with your partner to verify which licensing model you are on

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