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License Overview

The License section helps you manage agreements with brands, designers, or other partners. It keeps track of important details like royalty rates, contract dates, and financial terms, so you can ensure everything is clear and compliant.

Quick Check - Before You Start
  • Ensure you have Admin or Manager permissions to access the License module
  • Verify the License module is enabled in Site Settings
  • Confirm that relevant licensors and partners have been set up in the system

What You Can Do

  • Store and manage contract details, including who you're licensing from and when the agreement is valid
  • Track contract status automatically (like active, expired, or renewed)
  • Link contracts to your costing and orders to apply royalty rates and other fees
  • Keep a clear record of how each license is used in your business

Key Features Explained

Feature What It Means For You
Contract Management Keep all your license details in one place, like who you're working with and what you've agreed to
Automated Status Tracking See at a glance if a contract is active, expired, or renewed without manual updates
Costing Integration Easily apply royalty rates and other fees to your product costs
Visibility & Traceability Track how each license is used in your costing and orders for clear records
Financial Fields

Your license contract includes important financial details:
- Royalty %: The percentage you pay on sales under the license.
- Marketing %: How much you budget for promoting the licensed products.
- CMF %: The rate included in the cost of manufactured goods.
- Minimum $ Requirements: The minimum amount you must pay per contract.

Status Types

Contracts move through these statuses:

  • Draft – Not yet active, still in progress.
  • Active – Currently in effect within the agreed dates.
  • Renewed – Extended or continued from a previous contract.
  • Expired – Automatically marked when the end date passes.
  • Cancelled – Manually marked as void.

License Overview

Helpful Tips

  • Always double-check royalty and marketing values to match your agreements.
  • Regularly review expired and cancelled licenses to keep your records up to date.
  • Link each license to product categories for easier filtering in costing.

Next Steps

License > Site Settings

Avoid Spaces in License Numbers

License numbers should not contain spaces. Spaces in identifier fields can cause inconsistent search results and make filtering less reliable. Use a hyphen (-) or underscore (_) as a separator instead (e.g., LIC-001 rather than LIC 001).

Troubleshooting

Why does my license show as Expired when I expect it to be Active?

Status reflects the contract start and end dates relative to today. When the end date has passed, the record is marked Expired automatically.

Steps to resolve:

  1. Open the license and verify the agreed validity dates.
  2. If the contract was renewed, update dates or create a Renewed record per your process so status matches the agreement.
Why are search or filters unreliable for my license number?

License numbers with spaces can produce inconsistent search and filter behaviour.

Steps to resolve:

  1. Rename identifiers to use LIC-001 style values (hyphen or underscore, no spaces).
  2. Re-save the license and retry search using the exact new value.
Why are financial totals on the license not matching my agreement?

Royalty %, Marketing %, CMF %, and Minimum $ fields must match the signed contract; small entry errors flow through to costing and orders.

Steps to resolve:

  1. Compare each percentage and minimum against the contract document.
  2. Correct the values on the license record and confirm linked costing or orders pick up the updated terms.