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 warning (License Limit Reached) only appears for a certain tax year –

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
2. If your number of registered/active clients exceeds your license limit, you will get the warning. You could also get BOTH the 1 and 2 issues.

First load several older tax years, if that 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, the steps are listed further below, one for PT and another for Trusts. This is because tax entries made for a client on a year can use up a license. NOTE: If you first unregister/archive clients then you may need to re-register them again to allow you to check for the clients tax year data (thus taking up your time).

Accounts Production & Business tax Clients– Unregistering a client in AP/CS will NOT automatically unregister the same client in BT (and vice versa)- 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, ID and just archive the relevant clients. 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 2021 and 2022 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 could have entered data for 20 clients). The Trust license will get utilized any time a client has data entered in a tax year.

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.

So either purchase more Trust licenses to be added

OR

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.