Managing downgraded user licenses

To avoid being locked out of the system, make sure you carefully manage your downgraded user licences across all your tenants.

When you downgrade your MYOB user licence, the number of user licences you have drops, but the downgraded licences remain allocated to users, resulting in an overallocation of licences.

If you don't remove them across all tenants, all users will be locked out of the system after a short grace period.

To check your licence numbers, see who they are allocated to and remove licences from users:

1. Go to Licence Maintenance (AP3030PL) and check the licences you have available.
   
   1. Open the Entitlements tab.
   2. Confirm the number of Available licences of each type matches your downgraded subscription.
   3. Check the Usage of your downgraded licences and note down any that are ovarallocated. Overallocated and fully allocated licenses have a warning icon.
   4. To print the list, click Export to Excel to open it in Microsoft Excel.
2. Run the Licence Usage report (MYSM6000) to see who your licences are allocated to.
   1. Click Run Report to bring it up on screen.
   2. For each downgraded user licence type, note down the users that you need to remove.
   3. Click Print if you want a hard copy to refer back to.
3. Go to Users (SM201010) and remove the licences from the users you have identified.
   1. Select the user from the Login field.
   2. Open the Licence Types tab.
   3. Untick the user licences you are removing from this user, and click Save.
   4. Repeat these steps to remove the licences from each user.
4. Repeat these steps for each tenant, and go back to the Licence Maintenance screen to confirm that your licences are correctly allocated.
   

If you have any questions about your licences, contact your customer success manager.