Managing Capacity

To help customers manage and plan their storage costs on an ongoing basis, the Business Central administration center includes the Capacity page. The Capacity page provides an overview of the total database storage usage, with details about the storage used by every environment. The page also displays the currently used and the maximum allowed number of production and sandbox environments available for the customer.

Customers can purchase additional database capacity and environments via their reselling partner by using the following add-ons:

  • Dynamics 365 Business Central Database Capacity (1 GB)

  • Dynamics 365 Business Central Database Capacity (100 GB)

  • Dynamics 365 Business Central Database Capacity Overage (1 GB)

    This lower-priced add-on is only available for the customers who purchased at least one Dynamics 365 Business Central Database Capacity (100 GB) add-on.

  • Dynamics 365 Business Central Additional Environment Add-on

Number of environments

Business Central administrators can create multiple sandbox and production type environments for various purposes, like:

  • Creating more business branches
  • Moving into more countries
  • Expanding within their current country
  • Development
  • Testing changes
  • Learning new product capabilities

Every Business Central customer with Business Central Premium or Essential subscriptions can use one production environment and three sandbox environments, at no extra charge.

Customers can also choose to purchase any number of additional production environments via their CSP partner. Each additionally purchased production environment comes with three additional sandbox environments.

Production and sandbox environments can be created and used in any country where Business Central service is available, also in the country where the default Business Central environments are located. Additional environments can be created by customers, administrators, and partners by using the Business Central administration center.

When customer administrators create users in Microsoft 365 Admin Center and assign them Business Central licenses, each user, by default, gets access to all Business Central environments (sandbox and production) under the same single Business Central license, still acting within the scope of their license within each of these environments. Administrators can limit users' access to any particular environment by changing their permissions, or by removing users' access within that environment.

Customers with Premium or Essentials subscriptions purchased before October 1 2020

Existing customers with Business Central Premium or Essentials subscriptions purchased before October 1 2020 will keep their existing environment entitlements (three production and three sandbox environments) for one year, until October 1 2021 or until their subscription is renewed or ended, whichever occurs last.

Access to two additional production environments during this period won't increase your overall database storage capacity and won't enable extra sandbox environments. These benefits are only activated with the production environments purchased by the customers separately.

Examples:

  • Your Business Central subscription renews before October 1 2021

    You can use up to three production environments until October 1 2021. After that date, you'll only be entitled to one production and three sandbox environments.

  • Your Business Central subscription renews after October 1 2021

    You can use up to three production environments until the day your subscription renews. After that date, you'll only be entitled to one production and three sandbox environments.

When your entitlement for two additional production environments expires, the additional production environments you may have created during that period will still be fully available. You won't be automatically charged for the extra environments. But to become compliant, you'll have to purchase additional production environments via your CSP partner within 30 days following the expiration date. For more information, see the Exceeding capacity quotas section.

Use the Capacity page to see how many environments of each type you have available for your organization.

Storage

Storage capacity usage of Business Central is represented by Database on the Capacity page.

By default, Business Central customers can use up to 80 GB of database storage capacity across all their environments (production and sandbox). This limit means the sum of database capacity usage of all of their environments must not exceed 80 GB.

Apart from the default storage capacity, the customer is entitled to additional storage capacity based on the number of Business Central licenses they own:

License type Additional storage (per each license)
Premium 3 GB
Essential 2 GB
Device 1 GB

Some businesses have unique scenarios that may require additional storage. For those organizations that need more space, there's an option to purchase extra database capacity as an add-on to their existing Business Central subscriptions through their reselling CSP partner. Both 1-GB and 100-GB add-ons are available.

Every additional production environment purchased by the customer also increases tenant-wide database capacity quota by 4 GB.

The Storage capacity, by source section shows how much capacity is available by default, how much extra capacity is added with user licenses, and how much additional capacity was specifically purchased via CSP.

Note

Starting July 1, 2021, along with introduction of lower-priced capacity add-ons and per-license capacity quota extensions, the capacity occupied by the files or Blob data stored in the Business Central database (the content of the Tenant Media and Tenant Media Thumbnails tables) is counted towards the overall database storage capacity of the customer (tenant).

Storage usage by environment

The Storage usage by environment section of the Capacity page provides a tenant-level view of where your organization is using storage capacity. Here you can see how much database storage is used by each environment. For each of your environments, you can also navigate to the Table Information page within Business Central, which let's you see the distribution of data size across tables.

The content of all non-system tables is counted towards the Database usage storage.

Important

When you uninstall extensions, you have a choice of deleting or leaving the extension data in the database. If you decide not to delete the data when uninstalling extensions, this data will be counted in the overall database storage you use.

Exceeding capacity quota

Exceeding the paid database storage limit won't interrupt transaction processing within the existing environments. The existing environments that organically grow and eventually exceed the quota will still be accessible and available for the customers to continue their business operations. You won't be automatically charged for the extra storage occupied by these environments.

However, once the capacity limits are exceeded, the customers won't be able to create new environments or copy their existing environments until the storage used by the existing environments is decreased to fit the quota or additional capacity is purchased. These operations will also be blocked for the customers who have more environments than they're entitled to, according to their subscription and purchased environment add-ons.

Reducing Data Stored in Databases

There are a few things that you can do to reduce the amount of data stored in a database to keep it under its current limit. For more information, see Reducing Data Stored in Databases.

See also

Working with Administration Tools
The Business Central Administration Center
Managing Environments
Managing Apps
Updating Environments
Managing Tenant Notifications
Introduction to automation APIs