How does the licensing work on my TaxCalc Practice products?

Below is an overview of how the licensing operates when you begin to use the TaxCalc application for your purchased products. 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.
HMRC Forms	This licence is included with a active Tax Return Production Licence.
Tax Return Production Add-Ons:	This includes: Dividend Database, What If Planner, Batch Filer, Encrypted PDF. These licences are additionally purchased to Tax Return Production, this is an annual licence.
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.
Companies House Forms	Companies House Forms is an annual licence and offers the ability to prepare Companies House forms. When a form is opened, a licence is then consumed.
AML Centre (Identification and Risk Assessments):	AML Centre is licensed on an annual basis and is based on a number of clients used within the module. An allotment of a client is consumed when a Client Due Diligence report is opened for a client within the licence period, So: Identification Risk Assessment SAR
AML Identity Checking	AML Identity Checking Services requires a one-off registration fee, following that customers buy AML Credits which last a period of 12 months, any unused credits are lost. A credit is consumed when an Anti-Money Laundering Check is performed.
Company Incorporator:	Unlike most other modules, Company Incorporator licences run indefinitely meaning that you buy a bundle of credits and these do not currently expire. An incorporation Credit is consumed whenever the user prints an incorporation form or submits it online to Companies House. If a submission fails, then the incorporation can be resubmitted without using another credit.
Practice Manager:	Practice Manager is free with the purchase of any of our Practice Products, it can not be purchased separately.
Practice Manager Plus:	PM Plus is an Annual Licence on a per user basis. (the initial purchase comes with a standard user and a Admin Administrator) An allotment is consumed once the administrator allocates a user account within the application. Allotments can be transferred to another user within the licence period in the TaxCalc application.
Time:	Time is an Annual Licence on a per user basis. (the initial purchase comes with a standard user and a Admin Administrator) An allotment is consumed once the administrator allocates a user account within the application. Allotments can be transferred to another user within the licence period in the TaxCalc application.
Companies House Integration:	Companies House Integration is included free of charge with Companies House Forms Unlimited, however you can purchase it separately for an annual licence.
GDPR Centre:	GDPR Centre is an Annual Licence that allows full access for the licence period.
eSign Centre:	eSign Centre is purchased on a credit basis, customers purchase eSign envelopes in bundles. Envelopes are consumed at the point they are sent.
Document Manager:	Document Manager is an Annual Licence on a per user basis. Allotments are consumed when it is allocated to a User Account, managed through the SmartVault account.
Communications Centre:	Communications Centre is an Annual Licence that allows full access on a per user basis. An allotment is consumed once the administrator allocates a user account within the application. Allotments can be transferred to another user within the licence period in the TaxCalc application.

If 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 Help > View Licence Information. In here, this will display the necessary details for the clients who have consumed a licence within your current licence period, for each of the relevant modules you have purchased. Please note, 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.

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.