Business/Personal/Trust: Tax User has reached License Package Limit or how to Unregister/Archive clients

ias-12659

Business/Personal/Trust: Tax User has reached License Package Limit or how to Unregister/Archive clients

11th December 2017

IRIS Personal Tax, IRIS Business Tax, IRIS Trust Tax

IRIS Business/Personal/Trust and P11D: Tax User has reached License Package Limit or how to Unregister/Archive clients

Why unregister/archive client in IRIS Accountancy? You are no longer the accountant for your client (they have moved on etc).

Is clients data saved when unregistered/archived? Yes, when you unregister/archive a client then their data is saved. Just re-register and the clients data will be restored.

TRUST and Personal Tax: If ‘License Limit Reached’ only appears for a certain tax year (and other years are fine) –

1. If you have made tax data entries for clients in a specific tax year which exceeds your license limit, you will get the warning (eg You try and load 2023 get warning however 2022 and 2024 are fine, then you may have too many clients with data entered in 2023)
2. If your number of registered/active clients exceeds your license limit, you will get the warning. You could also have BOTH issues, so follow step 3.
3. Check by loading several older tax years, if that limit warning dosnt show then run a ‘Registered/active client report’ next (see steps further below), if the client numbers are below your license number then now check each clients tax entries for the affected tax year (even your archived clients), the steps to check are listed further below on this KB, one for PT and another for Trusts. This is because any tax entries made for a client on a year can use up a license even if you have not submitted anything for this one client.
4. Warning: If you first unregister/archive clients to reduce the number of clients, then you may need to re-register them again to allow you to check each one for any entries in the clients tax year (thus taking up your time). So we recommend you first check every client (also who are already archived as well) before you archive them.
5. Existing Unregistered/Archived Clients – If you already have Unregistered/Archived Clients in your system when you got the license warning then you also need to check if those clients have data entered into the specific year. So re-register them and check and then unregister them.
6. IRIS PT/Trust tax dosnt have a specific report to list clients in a specific year which has data entered into it (e.g uses a license). You have to manually check every client.

Accounts Production & Business tax Clients– Unregistering/Archiving a client in AP/CS will NOT automatically unregister the same client in BT (and vice versa this is because they are different programs)- if clients need to unregistered for both BT and AP then it has to be done twice. If you run an active client report you may note a difference of client numbers then it is because of this, so just archive the relevant clients in the other program. If you try and load a client in BT and get a Unsuitable client warning

How to Unregister (Archive) a client in PT, BT and TT:

1.Load the client in Personal/Business tax etc and importantly first note down their ‘Client ID’ (this ID is important in case you need to re-register/unarchive).

2. Select the Client tab. Status message: Is this person currently a client?

3. Click No. This will Unregister (Archive) your client. They will still be in the system and will free up a license. Do this for each client individually until the message above disappears. Keep unregistering ex clients until you are within your license limit.

4. In Personal Tax affects only a specific year: If you have unregistered enough clients where you are below the license limit but you get the warning ‘License limit reached’ when you are in a certain year(eg back dating to 2023), yet other years are fine. Check your clients (including the unregistered/archived clients) for any tax data entry for the affected year, for example income entries etc. This is because a manual entry in that specific year can also use up a PT license. First keep a backup of the clients data eg save extract, save a Tax comp/Tax schedule etc, Edit, Delete tax year data, which deletes just that one years data entries. Load an unaffected year, then reload the affected year, if warning appears then continue to do this on another client until you are within your license limit.

5. If you need to Re-register (Unarchive) a client: Go to Client, Select , Registered in (on top left) and select ‘Whole Practice-all clients’ and find the clients ID etc, and load and if it asks to register say yes.

How many registered/active clients do I actually have (Registered/active client report) ?

1.At the very top- Client and then ‘Select’

2.Click Generate client list (Its the top right icon but if its not there look to the very bottom of the screen and see a PRINT option there). Tick PT, BT or TT tax option boxes. If you need a Trust report- untick all the Business Type options on the bottom left as well and ensure the trust option under SELECTION tab is also ticked.

Note: If you select ‘No restriction’ option- it lists clients which have already been unregistered/archived.

3.On the Selection tab, you need to tick PT, BT or TT tick boxes, then Run the report. The last page of the report will show a count of how many active clients you have running.

Trust Tax: Still getting the warning when below the Package limit and only for a certain year? For example: you need to enter data for 2023 for 1 client but get the warning – yet you can still access 2022 and 2024 years and you are already below the number of active/registered clients. If you have a license for 20 Trust Tax clients. This means that you can have 20 Trust client entries in each tax year (For example in 2023 you can only have entered data for 20 clients). The Trust license will get utilized any time a client has data entered in a tax year even if you have not submitted anything for the affected client.

The report above ‘How many active clients do I actually have?‘ is not designed to pick up each years data entry which is why it seems you are below your package limit when really you have reached the limit as you had 20 trust tax entries in 2023. This has been raised for a future enhancement to reporting.

a) So either purchase more Trust licenses to be added, you can contact IRIS on this.

OR

b) Manually look at each client (also look at archived clients) for 2023 data and you decide which client has to have their years data deleted and free up 1 more space in 2023 (Edit/Delete tax year but depending on your company data policies, eg: keep a copy of the data in case you need to recover it – eg Client/Export and keep copies of Schedules/Tax comp etc).

If in P11D – You need to archive the company: Edit and Business Status, tick NO to unregister from the P11D- note the client data is normally part of BT and PT which feeds into the P11D.

P11D If a client in PT is part of company LTD- Load the company in P11D, Top left, See client ID click the mag glass, ‘View’ the company, Related and involvements, Find the client and put in a TO date in the past OR archive the client in PT.

Using Datamining to create a report: If you need to report on unregistered (archived) clients, it is a option under Forms as a tick box ‘Unregistered clients’ (remember to untick Registered client as it searches for both). The option ‘Ex-Clients’ is a client with a ‘terminated date’ on their client maintenance screen.