Summary

The License Update process is used to quickly and easily update multiple licenses. This process can be used, for example, to update licenses after making changes to license-related fees, or to change the status on a large number of licenses without editing individual records.

Step by Step

1     Open or create a License Update batch.

• Select the License Update palette in LP> License Update. This will expand the License Update palette and display the steps of the batch process.
• Modify an existing batch or create a new License Update batch.
  • The License Update process is a single-batch process, meaning you can only have one active batch at a given time. If there is an open batch in the License Update palette, you will need to either complete that batch or delete that batch before creating a new batch.
    • If you open an existing batch and return to an earlier step in the batch process, all existing data in that batch will be overwritten.
  • Select New from the License Update batch number drop-down menu to create a new batch. This will open the New Batch window.
  • Enter a Batch Month and Batch Year. These fields default to the current calendar period and are for reference only. The fiscal period of the transactions in the batch is determined by the Journal Entry Date entered during the Generate step.
  • Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
    • You can also manually create a new batch by entering a Batch Number and clicking the Save icon  .
• Highlight the batch in the batch number drop-down menu on the License Update palette and press DELETE to delete a batch.

2     Generate the License Update.

• Select the License Types you would like to include in the update batch.
  • Click the Select All or Deselect All icon drop-down menus to select or deselect all of the displayed License Types. All License Types are selected by default.
    • These icons can be used to select or deselect the Fees, Statuses, and Classes as well.
  • License types are created and maintained on the License Type Maintenance window (LP> Maintenance> License Type).
• Select the Fees you would like to include in the update batch.
  • The Fees selection field will only be enabled if No is selected in the Ignore Fees drop-down menu.
  • Fees are created and maintained on the Fee Maintenance window (LP> Maintenance> Fee).
• Select the License Statuses you would like to include in the update batch.
  • License Statuses are created and maintained on the License Status Maintenance window (LP> Maintenance> License Status).
• Select the License Classes you would like to include in the update batch.
  • License Classes are created and maintained on the License Status Maintenance window (LP> Maintenance> License Class).
• Select Yes in the Ignore Fees drop-down menu to disable the Fees selection field and ignore fees in the update batch.
• Select a license status in the Change License Status To drop-down menu. This will be the new status for all license included in the update batch.

3     Complete the Update Fees tab.

• Add additional fees to the licenses included in the batch.
  • Click the Create icon drop-down menu and select Add a Fee to add a fee to the Update Fees grid. This will open the Fee Selection window.
  • Select a fee and click the Confirm icon to add that fee to the update grid.
  • Click the Delete icon to remove a fee from the update grid.
  • Click the Ellipsis icon to update the Status column on the selected fee.
  • When the batch is committed, each of the licenses included will now have the additional fees attached.
• Modify any fees attached to the licenses included in the batch.
  • Click the Create icon drop-down menu and select Modify a Fee to add a fee to the Update Fees grid. This will open the Fee Selection window.
  • Select a fee and click the Confirm icon to add that fee to the update grid.
  • Click the Delete icon to remove a fee from the update grid.
  • Click the Ellipsis icon to update the Status column on the selected fee.
  • When the batch is committed, any licenses included in the batch that have the modified fee attached will now display the new fee status.
• Remove any fees attached to the licenses included in the batch.
  • Click the Create icon drop-down menu and select Remove a Fee to add a fee to the Update Fees grid. This will open the Fee Selection window.
  • Select a fee and click the Confirm icon to add that fee to the update grid.
  • Click the Delete icon to remove a fee from the update grid.
  • When the batch is committed, any licenses included in the batch that had the removed fee attached will no longer display the selected fee.

4     Complete the Filters tab.

• The Filters tab is used to filter which licenses will be included in the License Update batch.
• Select a Category from the drop-down menu.
  • The categories displayed in the drop-down menu will be determined by the security settings established for the current user. If All is selected, only the displayed categories will be included.
• Use the Application Number From and To, License Number From and To, Application Date From and To, License Start From and To, and Expiration Date From and To fields to filter the licenses that will be included in the batch.
  • If the filtering process includes licenses that you do not want to include in the batch, you can remove those licenses in the Edit step.

5     Complete the License tab. 

• The License tab is used to select specific licenses that you would like included in the batch.
• Click the Create icon to add a license to the tab. This will open the License Selection window.
• Select the licenses you would like to add to the update batch and click the Confirm icon.
• Only the licenses displayed on the License tab will be included in the update batch. In order to include all licenses that meet the criteria established on the Filters tab, leave the License tab blank.
• Click the Confirm icon when complete.

6     Complete the Misc Update tab.

• The Misc Update tab is used to populate a specified miscellaneous field on the license record with a comment code comment. Comment codes are created and maintained on the Comment Code Maintenance window (LP> Maintenance> Comment Code).
  • Only comment codes that were previously attached to a license can be used to update a miscellaneous field.
  • The comment that will populate the miscellaneous field is the comment added to the license record when the comment code was attached (LP> Maintenance> License> open a license> Comments tab> Comment field).
    • The comment code and the comment code description will not be included in the miscellaneous field. Only the comment entered on the license record will be included.
• Click the Create icon to add a comment code to the tab. This will open the Comment Code Selection window.
  • Select the comment code you would like to add to the tab and click the Confirm icon  .
    • If the comment code you selected is not already attached to a license, that license will not be included in the License Update batch.
  • If the comment is longer than 64 characters, it will be truncated to meet the 64 character limit.
• Click the Ellipsis icon in the Destination column to select which miscellaneous field the comment code comment will be populated in.
  • If the miscellaneous field is already populated, the original value will be replaced with the specified comment code comment.
• Click the Confirm icon when complete.

7     Edit the License Update batch.

• Open the Edit License Update window (LP> Update License> Edit).
• This window will display each of the licenses that will be included in the update batch.
• The Edit tab will only display those fields that will be updated for each included license line item.
  • Status updates and fee updates will appear as different line items even if they apply to the same license.
• The Error tab will display any errors that occurred when the update batch was generated. Return to the Generate step to update the batch settings.
• Highlight a license update line item and click the Delete icon to remove that update from the batch.
• Click the Save icon after making any changes to the batch.

8     Commit the License Update batch.

• Open the Commit License Update window (LP> Update Licenses> Commit).
• Click the OK button to commit the batch. The information from the batch is now permanently posted to the General Ledger and the customer accounts.
• The updated license status and any changes to the fees attached to the license will now display on the License Maintenance window (LP> Maintenance> License).