Exact Globe and Synergy licensing covers Exact’s Business Software line: Exact Globe (sold today as Exact Globe+), Exact Synergy (Exact Synergy Enterprise) and Exact Event Manager. Exact positions Globe+ and Synergy as its “private cloud solutions” for companies running their businesses outside the Netherlands, Belgium or Germany.[7] In its terms index, Exact lists “Exact Business Software” (Exact Globe, Exact Synergy, Exact Event Manager) per country. Most countries carry terms “Applicable since July 2019”, with older versions for subscription on premise, private cloud and custom solutions.[2]
The July 2019 Exact Terms and Conditions are one bilingual document. Part A has General Provisions that apply “to every use, maintenance and support of all software”. Special Provisions follow: Part B Licence Agreement, Part C Customised Software, Part D Maintenance, Part E Consultancy, Part F Subscription and Part G Private Cloud.[1] The product documentation adds how licences are delivered (licence files) and how Synergy users are licensed (roles). For the general model see named user licensing.
Editions
Exact sells Globe+ and Synergy as combined editions such as “Exact Globe+ Finance & Synergy” and “Exact Globe+ Productie & Synergy”. The Finance bundle can be bought “met een jaarlijks onderhoudsbedrag of afnemen in een abonnementsvorm”, that is with an annual maintenance fee or as a subscription.[8] There is no trial for Globe+ Productie and Synergy, only a demo.[9] Exact publishes no list prices for these editions. The Globe+ help pages link to an older document titled “How-to: Keeping your Exact Globe Next license up to date”, reflecting the product’s earlier name.[4]
Within Synergy Enterprise, functionality is set by licence roles. The base roles are Synergy user (legacy), Basic user, Employee self-service user, CRM role and Professional role. They can be extended with Employee self-service, CRM, Professional, Incoming invoice register, Report manager, Hour entry, Enabling add-on solutions, Service management and Project manager roles.[6] Each role unlocks a defined functionality set. For example, the number of workflow request types a user can create rises from 0 to unlimited across the roles.[6]
Metrics
| Metric | Catalog row | Definition |
|---|---|---|
| Named User | Named User | “the natural person for whom a User-ID is created, which User-ID gives access to the Software (irrespective of whether they use the Software or not)“[1] |
| Licence File | Licence File | “the file provided by Exact to the Customer that can be used to create administrations and/or databases and Named Users in the Software”[1] |
| Synergy licence role | Synergy licence role | Users licensed per role; the licence page shows purchased and in-use counts per role[5] |
| Synergy user | Synergy user | Legacy user licence, unavailable for new licences from product update 258[6] |
A User-ID “may only be used by the Named User”.[1] For Globe+, “The license determines which functionality is available and how many users are allowed to access the company”.[3]
Counting / floors
Every User-ID counts. Because a Named User exists once a User-ID is created, whether or not it is used, inactive accounts consume licences until they are removed. The customer must ensure that the number of Named Users does not exceed the number in the Licence File.[1] Catalog: Named Users count whether or not they use the software.
Licence File limits. The licence allows the customer to install the software once on a server and create the maximum number of administrations and/or databases in the Licence File. The software may be used only on the customer’s own computer system for internal business operations, for the Named Users in the Licence File, and “cannot have the Software used by or on behalf of any other Person”.[1] The name on the licence must match the customer’s trade name as registered with the Chamber of Commerce or equivalent register.[1] Catalog: Licensed software: one server installation within the Licence File limits.
Licence files in practice. Exact Globe+ checks the customer portal monthly for a licence update and shows which modules or quantities were added, removed or changed. A postponed update is prompted again after seven calendar days.[3] “If you have entities in different countries, you have to log in to each of those entities to download and install the specific license file.”[3] Licences are updated after extensions of the licence period, new modules or more users. Only the entity’s main contact, or a user with rights to view all documents, can update them.[4] Catalog: Exact Globe+ licence changes require importing an updated licence file per entity.
Synergy reconciliation. The Synergy Enterprise licence information page shows the licence start and end dates, the modules, and for Synergy users and each role (Professional, Basic user, CRM, Employee self-service, Hour entry, Incoming invoice register, Project controller, Report manager and others) the number purchased in the licence contract, with the number in use in brackets.[5] This is the main internal source for an effective license position. From product update 258, the Synergy user functionality is no longer available for new licences, or for existing licences extended with the Basic user role. On new licences, users without a role cannot access the system.[6] Catalog: Synergy Enterprise tracks purchased versus used licences per role; Synergy user licence withdrawn for new licences from product update 258.
Fees regardless of use. A licence fee is owed for each licensed component “irrespective of whether the Customer uses the Software”.[1] Catalog: Fees are due whether or not the software is used.
Virtualization & partitioning
The terms have no core, processor or virtualization rules. The constraints are the single server installation, the customer’s own computer system, and the administrations and databases in the Licence File.[1] One reserve copy may be made for backup and recovery.[1] Third parties may not use or manage the software, which excludes timesharing and outsourcing unless Exact agrees.[1] See virtualization and partitioning.
Cloud / BYOL
Private Cloud (Part G). Exact can host the software the customer has licensed or subscribed to, under a Private Cloud Agreement for a Hosting Fee. The fee is based on the type of software, the number and type of modules, and the number of Users and/or administrations.[1] Use is limited to internal business operations and the contracted modules, Users and administrations. The customer “is expressly not allowed to use the Private Cloud Services for, or have them used by, more types of Private Cloud Software (including the number and type of modules) and more Users and/or administrations” than Exact made available. Use for third parties, including accountancy or bookkeeping services, is excluded.[1] Private Cloud login details are personal to each User.[1] The private cloud is therefore a hosting layer on top of an existing licence or subscription, in effect a bring-your-own-licence model. Catalog: Private Cloud use limited to contracted modules, Users and administrations; no service-bureau use.
Programs
Licence Agreement and Maintenance Agreement. Maintenance starts on the same day as the licence agreement and is paid annually in advance. It runs for one year and is tacitly renewed for one-year periods unless notice is given at least three months before the Renewal Date.[1] Three rules matter for licence managers:
- Partial termination ends rights. “Termination of the maintenance agreement in respect of part of the Software (such as but not limited to the number of Named Users and modules) results in the right of use being ceased for that part of the Software”. Reducing maintenance therefore reduces the licence itself.[1]
- Back-maintenance. A customer who lets maintenance lapse and later rejoins owes the Maintenance Fee retroactively from the moment the last maintenance agreement ended.[1]
- Co-terminous additions. Additional orders join the current maintenance agreement, are invoiced pro rata to the next Renewal Date, and are then invoiced on the entire licence value.[1]
Exact is not obliged to fix errors arising from use of an old Update three months after a new Update is introduced, and may charge for excessive use of Support.[1] Customised Software is maintained only until the current version is two Updates older than the most recent one.[1] Catalog: Maintenance renews yearly; 3 months’ notice; Dropping maintenance on part of the software ends the right to use that part; Re-joining maintenance costs back-maintenance from the lapse; No maintenance obligation for Updates older than three months after a new Update. See software maintenance and support.
Subscription Agreement. A subscription combines the right of use with Support and Maintenance for a monthly fee per part of the software, paid monthly in advance by direct debit. It is entered into for one year, cannot be terminated early, and then renews monthly unless one month’s notice is given.[1] Exact may provide a new Licence File yearly or monthly. If the subscription ends or is not renewed in time, “the right to use the Software automatically ends”.[1] Exact’s web FAQs describe Globe+ and Synergy subscriptions as cancellable annually, and also as cancellable monthly after the first year.[9][8] The order confirmation should be checked. Catalog: Business Software subscription: one year, then monthly; Exact Globe+ and Synergy subscriptions: annual commitment.
Contract terms
Transfer. The customer may not transfer the right to use the software to third parties “by act of law or by agreement (including but not limited to transfer by means of a merger or division)”, nor lease, sublicense, sell, dispose of or pledge it. The Exact Agreement itself may be transferred only with Exact’s prior written permission.[1] If a third party gets unauthorised use, the customer owes the agreed fee for that use as well as its own, and Exact may also claim from the third party.[1] Mergers, demergers and carve-outs therefore need Exact’s consent before the licence moves. Catalog: No transfer of the right of use, including by merger or division; Customer pays for unauthorised use by third parties.
Prices. Exact may adjust fees each year. The customer agrees in advance to increases up to the Statistics Netherlands consumer price index (all households, 2015=100). For larger increases it may terminate as of the Renewal Date by notice within two weeks, or is deemed to accept.[1] Catalog: Annual price adjustment accepted up to Dutch CPI; above it, termination right.
Warranty. Exact warrants that delivered software functions substantially as documented for a one-off period of 90 days from delivery. Later additions do not restart that period.[1]
Audits and compliance
Exact may perform, or have a third party perform, a check or inspection to determine whether the customer complies with the Exact Agreement. It must take place during normal business hours without unreasonably obstructing the customer, by an expert Exact chooses, who reports only on compliance. “The costs of this check are at the expense of Exact, unless the inspection proves that the Customer is not complying with the provisions of an Exact Agreement, in which case the costs are at the expense of the Customer.”[1] Before an inspection, compare the User-IDs in each administration and the Synergy role counts with the Licence File, and remove User-IDs that are no longer needed. Catalog: Exact may inspect compliance; customer pays if non-compliant. See software license audit.
Out of scope
- Country versions other than the United Kingdom text, including bilingual versions for the Netherlands, Belgium, Germany, France, Spain, Poland and Asia-Pacific countries.[2]
- Older “Subscription on premise” (2013) and “Private Cloud” (2015) terms still listed as previous versions.
- Exact Event Manager and custom solutions in detail.
- Prices, which are not published for Globe+ and Synergy.