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I haven't used all of my licences but am being told I need to upgrade. What can I do?

Article ID: 3140
Last updated: 01 Jul, 2021

When you get a message which states you have used all of your licences and you have to upgrade, the best thing to do if you dispute this is to click on the Help > View Licence Information option. In here, this will display the necessary details for the clients which have consumed a licence within your current licence period.

Depending on which module you are enquiring will depend on what point the licence is consumed. Further details are listed below for each module’s licensing parameters for the modules which are queried the most. For a full list please see our EULA and the Term of Licence section:

Product Licence Consumption
Tax Return Production

Tax Return production is an annual licence and offers the ability to create tax returns covered within the purchased package.

Tax Return Production licenses are based on tax return files, not clients, so the licence is consumed within the tax return itself.
You may create as many tax returns as you want, as creating a return does not consume a licence.
Self Assessment Versions
(Individual, Partnership and Trust)

An individual allotment is consumed when a Tax Return is printed (summaries or whole returns) or filed online (test/live/amended). The system records:
UTR, Return Type, Tax Year & Licence Period Id
Please note, attempting to print or file a return when the UTR is not present will still count towards the licensing and you may see an entry for EMPTY UTR in your list if this has occurred. 

Corporation Tax

An Individual Allotment is consumed when a Corporation Tax Return is printed  (summaries or whole returns) or filed online (test/live/amended). The system records:
UTR, Return Type, CT Period Start and End Date & Licence Period Id
Please note, attempting to print or file a return when the UTR is not present will still count towards the licensing and you may see an entry for EMPTY UTR in you list if this has occurred. 

VAT Filer

VAT Filer is an annual licence and offers the ability to prepare VAT Returns and EC Sales lists.

Versions VAT Filer restricted versions are based on clients, not VAT Return Periods. So any number of VAT Returns can be created for a client (including multiple businesses) and it will only use 1 licence. (businesses can obviously have differently vat reporting periods (monthly, quarterly etc.) so access was given per client per year.

An individual allotment is consumed when the first VAT Period is opened within the licence period

Accounts Production

Accounts Production is an annual licence and offers the ability to prepare financial statements.

Accounts Production restricted versions are based on clients, not accounting periods. So any number of accounting periods can be created for a client and it will only use 1 licence (this was mainly due to the fact that when performing financial statements a comparative year is required, new users would need to use 2 licences to create the current year and previous year if it was based on accounting periods rather than clients creating accounts).

An individual allotment is consumed at the point that an accounting period is opened for a client within the licence period.

The licensing does not allow you to delete a client from the database to "free up" a licence which has been used and therefore appears on this screen. 

It is possible that the application has automatically used a licence if you have applied an option in Admin Centre to automatically create the next accounting period or tax return. To check if this is applied, please click on Admin Centre from the Home tab > click on Applications, double click on Practice Manager in the table > Select Client and Non-Client activity types > Task Options and review the radio buttons on screen. If the option is set to Automatically create the next return/period on task completion, the action will be complete as requested which may use a licence if your licence has recently changed. 

If you have recently downgraded your package from our unlimited licences and were unaware of how the licences were consumed, you will need to contact our Sales team and discuss this further with your account manager. 

Article ID: 3140
Last updated: 01 Jul, 2021
Revision: 10
Views: 149
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